Grant Identification of Institutional Issues Form
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| Your Name: |
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| Email Address: |
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| Project / Event / Program Title and Brief Description: |
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| Department Chair: |
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General Instructions:
Please answer the following ten questions to the best of your ability. It is understood that you may not be able to answer each question in detail as you are in the planning phase of your project. It is intended that the asking, answering and resolution of these ten questions will facilitate the planning of your project, and essentially pre-approve your application (a final sign off will be required, however).
Some of the questions may be answered by a simple yes or no. If you are not sure of the answer, explain what the RFP requirements are, and what you think your response is going to be.
This form will be automatically sent to your departmental chair, dean and/or Vice President, and the Business Office, Facilities, Information Technology, Institutional Review Board, Institutional Animal Care and Use Committee, Environmental Health and Safety, and Human Resources for review. If you have posed a question, or provided an explanation that is problematic, the appropriate office will contact you to resolve the issue.
When you have worked through all issues and have a final, complete application package ready, download the one-page Grant Submission Approval Form from the OGSP website, fill it out, secure the required signatures of chair, dean and/or vice president, and deliver to OGSP. Be sure to leave adequate time to secure the signatures prior to the actual deadline for delivery of the grant application package, whether it is electronic or otherwise. |
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Question 1 – Indirect Cost
Does the grant allow indirect costs, and if so, at what rate? If the grant does not allow indirect costs, or allows indirect at a rate less than our negotiated federal indirect cost rate, then the University has to decide if it can afford to administer and operate the proposed grant-funded program. This does not mean that the University will not pursue grants that do not allow indirect costs, or do not allow the full federally negotiated indirect cost rate.
Sometimes grant writers think that waiving or reducing the indirect cost rate makes their proposal more competitive, but often the reverse is true. Many funders understand that the indirect cost rate is critical to the grantee’s ability to properly administer and execute the proposed activity. Proposal’s offering to waive or reduce the indirect cost rate may be perceived as being fiscally irresponsible – and therefore less competitive.
It is the University’s policy to charge the full indirect cost rate allowable. Requests to waive or reduce the allowable indirect cost rate must be approved by the President. |
Please provide an explanation in the field provided below. |
| Indirect Cost : |
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Question 2 – Cost Share
What percentage or type (cash or in kind) of cost share does the grant require? If cost share is required, especially cash match, then the PI must work with their chair, dean or appropriate VP to determine if matching funds are available, and from what source. |
Please provide an explanation in the field provided below. |
| Cost Share: |
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Question 3 – Budget/Personnel Costs
Are existing faculty or staff to be paid out of grant funds? Issues of overload versus release time, summer salary versus regular, stipends, source of funds to pay for adjunct faculty, etc., need to be addressed. If new positions are to be created with grant funds, HR must be consulted in development and budgeting for the positions. If an allowable cost, building an assistant (personal, research, teaching, etc., even 10 hours/week) into the grant can be a great help. Make sure to consider including Supplies and Services, and travel costs for conducting research, or dissemination of results at conferences. |
Please provide an explanation in the field provided below. |
| Budget / Personnel Costs : |
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Question 4 – Information Technology
Do the proposed grant-funded activities directly or indirectly put demands on our information technology infrastructure, and can we accommodate it? Is the cost, direct or indirect accounted for? |
Please provide an explanation in the field provided below. |
| Information Technolgy : |
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Question 5 – Facilities
Do the proposed grant-funded activities directly or indirectly require use of EOU space facilities or equipment, or building modification? Is the space really available? Is the cost, direct or indirect accounted for? |
Please provide an explanation in the field provided below. |
| Facilities : |
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Question 6 – Equipment/Equipment Maintenance and Replacement
Do the proposed grant-funded activities require use of additional equipment (not included in the grant), or greater use of existing equipment that will require greater maintenance? Will any new equipment acquired by the grant need maintenance, repair or replacement during or after the grant? Are these budgetary costs included in the grant or future departmental budgets? |
Please provide an explanation in the field provided below. |
| Equipment : |
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Question 7 – Institutional Review Board/Human Subjects
Does the project involve the use of human subjects? If so, the IRB committee will need to sign off. |
Please provide an explanation in the field provided below. |
| Institutional Review Board / Human Subjects: |
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Question 8 – Institutional Animal Care and Use
Does the project involve the use of vertebrate animals? If so, the IACUC committee will need to sign off. |
Please provide an explanation in the field provided below. |
| Institutional Animal Care and Use: |
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Question 9 – Hazardous Materials/Safety Issues
Does the project involve the use of hazardous materials or create safety issues? Is the cost of dealing with these materials or safety issues, direct or indirect, accounted for?
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Please provide an explanation in the field provided below. |
| Hazardous Materials / Safety Issues : |
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Question 10 – Conflict of Interest/Nepotism
Do the PI/Co-PI or other participants have a financial interest or conflict of interest in the grant funded project? A “conflict of interest” exists when any participant (or his/her spouse, dependent children or significant other) in a funded project has financial interests which could affect the design, conduct, or reporting of research, creative or educational activities.
Nepotism (the employment of family members) constitutes a conflict of interest. State OAR’s say that members of the same family may be appointed as academic staff members to teaching, research and service positions if they are the most qualified candidate for the position; and no family member (spouse, child, stepchild) will participate in employment decisions, grievance adjustments, or supervision of another family member.
EOU’s policy states that members of the same family may be employed as long as the employment is based on merit; a member of the employee’s family does not influence selection by the appointing authority; one family member may not exercise line authority over another; and family members are prohibited from making recommendations regarding the salary level of another. A husband and wife or family members can be co-PI’s on a grant funded research project if they can satisfy the two most basic requirements of both state and EOU policy: (1) that the spouse is the most qualified candidate for the position; and (2) that one family member will not exercise employer or supervisory (line authority) control over the other. |
Please provide an explanation in the field provided below. |
| Conflict of Interest/Nepotism: |
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