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 filling them out within the various electronic research administration systems provided by federal agencies. Gallaudet also has some internal forms which are circulated either via e-mail through Echosign or as originals which assist the university to comply with federal compliance regulations.
The following forms have been developed for use in the proposal/award process at Gallaudet University.
The Application for Review for Human Subjects Form IRB Website
The GU Internal Prior Approval System Form (IPAS form) for budget revisions via EchoSign
The purpose of the IPAS is to move funds from one main federal budget category to another main federal budget category. It is not utilzed 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.
The IPAS form is designed to be uploaded to each PI/PDs EchoSign account through their Gallaudet email. You must have your most recent Peoplesoft report for your grant available before you can start the IPAS process. With that information available, follow the below directions.
1) Log into your GU Google email. EchoSign prefers Google Chrome. Select the "More" pull-down option from the black bar across the top and choose Echosign near the bottom of the pull-down menu.
2) Within EchoSign, select "Send from Library" and choose the FY2013 IPAS form.
3) In the "To" section enter your email, then that of your chair, then that of your dean and finally that of the Assistant Dean for Research (email@example.com). Separate all 4 addresses with commas.
4) Click "I need to sign first."
5) Click the green button that says "sign then send."
The document will automatically go first to a screen for you to enter the revision information in 12 places including a place to indicate your period of performance for your project (From and To) and a place for your detailed justification for the change. Be sure to not exceed the space allotted in each box or cell. Event though a scroll down tool may appear, do not exceed the space provided as text exceeding the space provided will not print in the final version for those approving your request. Once all the fields are completed EchoSign will allow you to sign as PI/PD. It will proceed to the other parties for their signatures. EchoSign will provide you with a complete and signed copy for your records. The OSP will provide that to Accounting when it is approved by the Assistant Dean for Research.
The GU Routing and Approval Form via EchoSign
The Routing and Approval Form which is utilized to obtain internal approval from budget unit heads and dean or division level supervisors is done electronically via Echosign. This is generated via Echosign from within the OSP and submitted via email first to the PI for their electronic signature, then to the budget unit head, and then the dean or division level head. The Assistant Dean for Research, as the authorized institutional official for the University is the final signatory and the proposal will not be submitted unless it fulfills all 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 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.