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Structuring the Proposal

STRUCTURING THE PROPOSAL

A complete proposal includes Institutional (UCLA) and Sponsor required components. Below are some instructions to help you prepare your application for submission with OCGA or directly to the sponsor.

NIH PROPOSALS
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Salary Cap: Yes
IDC: UCLA F & A Agreement

COI Format: UCLA eDGE
e-System: Cayuse or ASSIST

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Salary Cap: Yes
IDC: UCLA F & A Agreement

COI Format: UCLA eDGE
e-System: Cayuse or ASSIST

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Salary Cap: Yes
IDC: UCLA F & A Agreement

COI Format: UCLA eDGE
e-System: Cayuse or ASSIST

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Salary Cap: Yes
IDC: UCLA F & A Agreement

COI Format: UCLA eDGE
e-System: Cayuse or ASSIST

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Salary Cap: Yes
IDC: UCLA F & A Agreement

COI Format: UCLA eDGE
e-System: Cayuse or ASSIST

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SUBAWARDS & OTHER PROPOSALS
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Outgoing Subawards

Including a subaward on your UCLA proposal?

In order to include a subaward on your UCLA application, you must provide a complete Subaward Package for each proposed subrecipient. It is the responsibility of the UCLA PI/Preparer to work with the subrecipient to obtain a complete package. The subaward package will be provided to the OROS pre-award team with your application for review (preaward@mednet.ucla.edu).

Effective October 2, 2023, the Universal Letter of Intent will be the only internal form required at the proposal stage (no longer need the Subrecipient Commitment form or Determination Checklist). If a sister-UC campus prefers the MCA form, that can be used instead. For the latest forms and procedures, please visit: https://ocga.research.ucla.edu/proposal-stage-procedures/

It is recommended that subrecipients be given a deadline of 2 weeks prior to the sponsor deadline. This will allow the UCLA PI/Preparer to incorporate the subaward package into the overall proposal in time to meet the 8-business day deadline to the Semel Pre-Award Team (preaward@mednet.ucla.edu)

Send email to Sub PI/Sub Preparer with instructions, timeline and form attachments. Include relevant proposal details such as: Sponsor Name, Funding Opportunity Announcement, Title of UCLA application, Project Period, Universal Letter of Intent, and any additional information (budget limits, salary cap reminders)

SAMPLE EMAIL LANGUAGE - UCLA PI/Preparer to edit information in brackets

Hello,

I am assisting Dr. [UCLA PI Name] with proposal coordination for a [application type] due to [Sponsor] on [XX/XX/XX].  Your site will be included as a subrecipient with Dr. [Site PI Name] serving as the Subaward Lead.  Provided below is key information and a list of required subaward documents. 

Please email me the following by close of business, [Thursday, May 22nd]

    • UCLA Subrecipient Letter of Intent (LOI) or UCOP MCA Commitment Form - attached, signed by institutional official
    • Scope of Work (SOW)
    • Budget [attach sponsor template, if applicable]
    • Budget Justification
    • If applicable, any other documents requested by Sponsor, such as Biosketch, Facilities & Resources, etc.

Key information:

  • Funding Opportunity Announcement: [attach or provide link]
  • Sponsor: [Sponsor Name]
  • UCLA PI: [UCLA PI Name]
  • Project period: [XX/XX/XX - XX/XX/XX]
  • Proposal Title: [Impact of stress on research administrators]
  • Budget Details: [UCLA PI Name] asks that your site budget not exceed [Dollar Amount] in annual direct costs. 

Thank you,

UCLA PI/Preparer must stay in regular communication with Sub PI/Sub Preparer in order to meet requested deadlines

Send reminders, and review documents for correctness/completeness ASAP (edits may be required)

Attach Subaward Documents to the corresponding sections in the EPASS.

Name each Subaward Document using the same naming convention, ie., Duke_ LOI, UCI_LOI

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Submitting a Proposal to a Non-Profit?

Non-profits have their own guidelines, budget requirements and submission methods.

Principal Investigator Eligibility: Does PI hold the required level of education, degree, experience, and UCLA academic title described by the sponsor?

UCLA Eligibility: Does the sponsor have any institutional eligibility requirements? UCLA is a public, nonprofit, educational institution exempt under Section 501(c)(3) of the IRS code.

If submission is required through a sponsor website:

  1. PI must request access to the system
  2. Log in right away, review the submission screens and compare screens to the guidelines. Some sponsors include additional instructions in their e-system that are not included in the guidelines.
  3. Who needs to submit the application through the website? The PI or an Authorized Institutional Official? If the guidelines are unclear, review the application screens to determine who has the authority to submit. Email preaward@mednet.ucla.edu if submission by Authorized Institutional official is required.

Confirm due date and time:

  1. If due date is on a holiday, does the sponsor allow next-business day submission?
  2. If proposal must be submitted by an Authorized Institutional Official, the deadline will be 5pm PST regardless of the sponsor due time (UCLA closes at 5pm).

Formatting Requirements and/or Sponsor Templates

Budget Policies: Does the sponsor specify an annual cost limit, salary cap, indirect cost policy, allowable / unallowable costs?

Detailed Budget and Justification: Per UCLA policy, prepare a detailed budget and budget justification even if the sponsor does not require you to do so.

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Preparing for State & Local Government

Learn how to prepare proposal packages for state and government submissions

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Clinical Trials Applications Submission

Learn how to prepare proposal packages for clinical trials (government and industry sponsored)

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