Many sponsors provide forms or formats for material to be included in a proposal. The Office of Sponsored Programs is experienced with these forms and in filling them out within the various electronic research administration systems provided by federal agencies.
Gallaudet has internal forms which move your proposal through the process to submission and beyond. Gallaudet forms are circulated either via EchoSign or as original documents and assist the university to comply with federal compliance regulations.
If you need assistance on how to use Adobe Document Cloud (formerly EchoSign), please click here.
PLEASE NOTE: All documents requiring the Provost's signature should be sent to firstname.lastname@example.org. Documents sent directly to the Provost's email may be delayed.
INTERNAL FORMS (Pre-Award)
The following forms have been developed for use in the proposal/award process at Gallaudet University.
This form gives notice to Gallaudet University that you intend to submit a grant proposal to a federal agency or federal-like funding source and should spark discussion with your department head and dean regarding department or school resources available, faculty release time, cost sharing, and/or other support needed for a successful project. It is sent via Adobe Document Cloud (formerly EchoSign) by the PI to your Department Chair, your Dean, the Graduate School Dean (if the project falls under the graduate school), and the Provost (email@example.com ). The OSP should be copied on the form using firstname.lastname@example.org. Note: For individuals with multiple academic roles (e.g. a PI serving also as chair, a dean serving as acting chair), please check all academic roles that apply in the signature box on the form. This form should be submitted as far in advance of the proposal due date as possible. Please be aware that the OSP cannot begin to work with you on your proposal (including budget) until the completed Intent to Submit form has been received. Verbal or email approval from your Dean or the Provost will NOT be accepted.
If you will be using human subjects in your project, the IRB review process must be started prior to the submission of your proposal. You will be required to provide the OSP with your IRB application number.
This form is used to gather information about other organizations you will be working with on your project and to determine if they are subrecipients or contractors (see form for differences). The form will be considered valid if the subrecipient's authorized representative has signed the form within the past year. Each Gallaudet PI will be responsible for providing this form to their potential subrecipient(s) as well as a link to this page for the guidance on how to complete this form. Most Offices of Sponsored Programs at other institutions of higher education will be familiar with the purposes and information necessary to complete this form, even if your contact is unfamiliar, as well as the federal guidance on the necessity for its use by Gallaudet. The Gallaudet OSP should receive this form signed by the authorized representative prior to the proposal due date.
Subrecipient Commitment Form Guidance
This form is used if the PI/PD is requesting employee effort or cost-sharing (resources or services) from a different department. The form ensures that the Department Chair/Budget Unit Head of the other department is aware and approves of the participation of his/her faculty or staff member(s) and/or agrees to provide services or resources to the sponsored project. PI/PDs must complete this form before the final routing and approval can be done. The OSP will discuss the use of this form when working with you on your budget. Please review the instructions below prior to use of this form.
OSP Additional Chair/Budget Unit Head Approval Form Instructions
This form is used to obtain internal approval from Chairs/Budget Unit Heads, Dean(s) and the Provost and is signed electronically via Adobe Document Cloud (formerly EchoSign) . The OSP will generate and submit first to the PI for their electronic signature, then to the Chair/Budget Unit Head, the Dean(s), and finally the Provost (email@example.com ). Forms for projects that include participation by graduate students either as research subjects, staff, or supported scholars will be copied to the Graduate School Dean. Forms for projects that require monetary or personnel support from the Graduate School will be sent to the Graduate School Dean for signature. In order to obtain all necessary signatures prior to the proposal due date, this form must be sent out as soon as possible following the OSP due date (5 business days prior to the agency due date). A finalized budget and complete project narrative is required in the OSP to generate the R&A form.
The Director of the Office of Sponsored Programs, as the authorized institutional official for the University is the final signatory and the proposal will not be submitted unless it fulfills all of the agency's requirements, is approved by the PI's leadership, and complies with University policy. The President of the University is responsible for ensuring that all proposals properly routed and approved are managed according to federal law and agency regulations should an award be made, and authorizes the Director, Office of Sponsored Programs to certify on behalf of the University to this standard.
It is a policy of the OSP that information from a proposal is not distributed without prior approval from the Project Director/Principal Investigator. PIs on subagreements should not share information from their collaborators proposals without the express permission of the author.
INTERNAL FORMS (Post Award)
The purpose of the IPAS is to move funds from one main federal budget category to another main federal budget category when allowable. It is not utilized to re-arrange funds among PeopleSoft codes in Gallaudet's accounting system. Also, it is only for budget revisions that are planned for in advance of an expenditure. Gallaudet is not authorized to approve ex post facto budget revisions under the federal government's expanded authorities to institutions of higher education. A detailed justification including: 1) why the funds requested to be moved are not needed in their original cost categories, 2) the benefit of the move of funds from one category to another will be to the project, 3) what circumstances require the move, and 4) the impact to the scope of work of the project. It is recommended that you review your award first to be familiar with the limitations that may be already in place.
The IPAS form is generated via Adobe Document Cloud (formerly EchoSign) by the PI and should be sent to your Chair, your Dean, and the Director of the Office of Sponsored Programs, Audrey Wineglass Foster (firstname.lastname@example.org), and copied to the Grant Accountant (email@example.com). Make sure to choose "OSP FY2016 IPAS Form" from the template library. For additional information on how to process forms via Adobe Document Cloud (formerly EchoSign) click here. You must contact the Grant Accountant in the Finance Office before you can start the IPAS process to verify current balance and pending transactions. Once the IPAS is signed and filed in Adobe Document Cloud (formerly EchoSign), the Grant Accountant in the Finance Office will receive a final signed copy so the necessary budget adjustments can be made. Please contact the Grant Accountant to ensure they received the signed form.
INTERNAL FORMS (Other Departments)
For additional post-award procedures and forms, (including cost transfers, subrecipient monitoring, effort reporting, and more) please visit the Finance Office website at http://www.gallaudet.edu/finance_office/sponsored_programs_post-award/policies_and_procedures.html
For information about human subject protections, please visit the Institutional Review Board website at http://www.gallaudet.edu/institutional_review_board_%28irb%29.html