PROPOSAL PREPARATION
How far in advance of a published deadline do I need to submit my proposal to OSPRA?
A. To ensure the submission of proposals by prescribed deadline dates, campus units should normally allow at least three (3) working days for non-Grants.gov proposals and five (5) working days for Grants.gov proposals to be processed by OSPRA. Proposals of a more complicated nature (e.g., proposals to establish centers or proposals that require the review of terms and conditions prior to submission) should arrive at OSPRA with sufficient lead time to allow for a more thorough review.
If a proposal reaches OSPRA with insufficient time for review, OSPRA will inform the sponsor an abbreviated review was performed, conduct a post-submission review, and make the sponsor aware of any needed revisions. Note: some sponsors will reject a proposal that has not been fully reviewed by the sponsored program office. Proposals with serious deficiencies may be withdrawn.1. Is this application subject to review by State Executive Order 12372 Process?
A. What is Executive Order 12372?
Under Executive Order 12372 “Intergovernmental Review of Federal Programs” States, in consultation with their local governments, design their own review processes and select those Federal financial assistance and direct development activities they wish to review.
B. How do I know if my proposal submission is subject to Executive Order 12372?
The program solicitation may indicate whether the submission is subject to Executive Order 12372. If you know the Catalog of Domestic Assistance Number (CFDA) listed in the program announcement, you may check the CFDA website at:
http://12.46.245.173/pls/portal30/catalog.EXE_12372_RPT.show 
.
If the CFDA number for your proposal submission is listed, you will need to submit a copy of your proposal to the State Point of Contact (SPOC) for review. If you determine it’s subject to Executive Order 12372 then the date of submission must be entered on the cover page in the appropriate field, eg., page 2 of SF 424 (R&R) (grants.gov).
C. Who is responsible for submitting the proposal to the SPOC?
The PI/Department Business Unit is responsible for submitting the proposal to the SPOC.
D. How do I find my SPOC?
. The web site lists each of the SPOCs, their mailing address, e-mail, telephone and fax numbers.E. If I submit a revised proposal to the sponsor, do I need to resubmit the proposal to the SPOC?
Yes. You are required to submit a revised proposal to the SPOC for review.
The program announcement (PA), broad agency announcement (BAA), request for information (RFQ) is the best source of information for determining if the cost is supported by the sponsor.
The University of Illinois follows Governing Cost Principles for Educational Institutions (OMB Circular A-21) Section 16.1.1. University Business and Financial Policies and Procedures and provides guidance on the allowability of costs. The University of Illinois Office of Business and Financial Services (OBFS) has Policy Section 16.1.1, Urbana-Champaign “Cost Principals for Educational Institutions (OMB Circular A-21) linked under the “Helpful links” section of their web site- http://www.obfs.uillinois.edu/manual/Urbana/se16-1-1.html .
When requesting electronic accounts for NIH/NSF, what information is needed?
NSF accounts require: UIN, First & Last Name, Department, Phone, Fax, Email, Highest degree conferred, Year degree was conferred.
NIH accounts require: UIN, First & Last Name, Date of birth, Email.
How do I prepare my NIH Non-Competing Renewal Progress Report?
It depends. Progress reports for awards that were made under the Streamlined Non-Competing Application Process (SNAP) may currently be submitted on paper or electronically through the NIH Commons. Individual fellowship awards are submitted on paper using the 416-9 form set. All of the current paper forms are available on the NIH website. Instructions for preparing the progress report electronically (eSNAP) in the NIH Commons may be found here.
When is my NIH Non-Competing Renewal Progress Report due?
Progress reports that are submitted on paper are due at NIH two months in advance of the end of the current budget period. For example, if the current budget period ends on 4/30/10, the deadline for paper submission is March 1, 2010. Progress reports for awards that were made under the Streamlined Non-Competing Application Process (SNAP) that will be submitted electronically are due six weeks in advance of the end of the current budget period. Using the example above, the deadline for electronic submission of the report would be March 16, 2010.
Who submits the report and how do I let them know that it's ready to be submitted?
OSPRA has been delegated signing authority on behalf of the Vice Chancellor for Research and will submit your progress report. In order to comply with NIH requirements regarding PI certification, an abbreviated original proposal transmittal form is required regardless of the method of submission. Our receipt of the transmittal form serves as notification that the progress report is ready for submission. It may be faxed to OSPRA at 239-6830 or submitted via the OSPRA portal by clicking on Contact OSPRA. The original should be sent to OSPRA shortly thereafter via campus mail. If your report is being submitted on paper, you should prepare the Form 2590 and provide an extra copy for OSPRA records. If we are sending the reports to NIH on your behalf, please provide two additional copies of the report.
Who works on proposals and who works on agreements?
What are the current rates applicable to proposal budget preparation?
How do I tell if I have a gift or a sponsored research award?
http://www.obfs.uillinois.edu/manual/central_p/sec11-2.html and
http://www.uillinois.edu/trustees/rules.cfm#sec26
OSPRA reviews all Research Gifts and will apply necessary signatures on behalf of the University. The funds are administered by the University of Illinois Foundation. The University approved standard gift letter template is available in the event the Donor does not provide one. It can be found here.
Procedures for Processing
Submit two originals of the Gift Letter (on Company Letterhead and signed by the Department Head) along with the completed Unrestricted Research Gift Transmittal Form to OSPRA for processing. The letters will be signed on behalf of the University and returned to you for distribution to the Donor. A copy should be provided to Foundation staff along with the check, if available, for administration purposes.
AWARD PROCESSING/ADMINISTRATION
What should I do if a prospective research sponsor provides me a research agreement?
OSPRA is responsible for reviewing and negotiating most research-related agreements. OSPRA also finalizes agreements and routes them for signatures. If a prospective sponsor or outside organization provides you a research agreement for review, you should promptly:
(1) Email the agreement to: gcoaward@uillinois.edu, or
(2) Fax the agreement to: 239-6830, or
(3) Send the agreement to: OSPRA, 1901 South First Street, Suite A (MC 685), Champaign 61820.
Along with the agreement, please provide OSPRA with relevant background information and the sponsor’s contact information and email address. Generally, before OSPRA can begin negotiating an agreement, the University department or investigator must submit to OSPRA a complete proposal package, including a statement of work, budget and proposal transmittal form with all the appropriate approvals. Certain research-related agreements that do not involve a transfer of funds, such as non-disclosure/confidentiality agreements, MTAs and master agreements, may not require proposals. Indicate if the agreement needs to be expedited and why. The OSPRA Director or designee will assign the agreement to an Award Coordinator for review and any necessary negotiation. The Coordinator may contact you for additional information during this process and will route the final agreement for signatures.
Can I sign the non-disclosure agreement (NDA)?
No. University policy does not permit individual researchers to sign agreements on the University’s behalf. As with an MTA, the General Rules provide how signature authority is delegated. Agreements are signed only by authorized representatives after approval as to form by University counsel. However, the responsible faculty or academic professional employee will be asked to sign the final NDA to acknowledge that he/she understands and agrees to comply with University’s obligations under the NDA.
What if an agreement or a check is sent directly to me or my department?
Please do not sign any agreement or deposit any dollars until the agreement has been reviewed and approved by OSPRA. First, only those with delegated signature authority may sign agreements on the University’s behalf. Second, the OSPRA Award Coordinators are familiar with University policies and regulations and are experienced in negotiating fair and reasonable terms. If you receive a check related to a sponsored activity or research, please deliver it promptly to OSPRA at 1901 S. First St., Ste. A MC-685. You may send an electronic version of an agreement to gcoaward@uillinois.edu.
What is the principal investigator’s role in the negotiation process?
The responsible principal investigator must approve any new agreement. OSPRA may send an electronic version of the agreement for the principal investigator’s review and approval. Or, OSPRA may obtain the principal investigator’s signature on the agreement indicating his/her approval, depending on the sponsor’s requirements. Principal investigators should pay particular attention to the statement of work and budget period, funding level, reporting requirements, publication, confidentiality, and intellectual property terms, and provisions relating to Export Administration and International Traffic in Arms regulations. Award Coordinators may contact principal investigators, often through the departmental or business unit contact, during the process for input. Principal investigators and business contacts always receive an electronic version of the fully executed agreement.
What is OSPRA looking for when reviewing an agreement?
To be valid and binding, a contract must involve parties with the legal capacity and authority to enter into a contract. For instance, the University’s General Rules describe the delegation of signature authority. OSPRA not only works to ensure that agreements are properly signed, but reviews the contents of an agreement to make sure that it supports the University’s mission, in accordance with University policies. OSPRA also works closely with University counsel to make sure that the agreement adequately protects the rights of the researchers and the University. Among other things, OSPRA reviews research agreement terms, such as payment, liability, dispute resolution, intellectual property, and publication rights.
UIUC’s intellectual property policy can be found in the General Rules Concerning University Organization and Procedure, Article III (http://www.uillinois.edu/trustees/rules.cfm) . The University usually retains ownership to all inventions conceived or reduced to practice by University employees in performance of sponsored activity. If the resulting intellectual property was conceived jointly by University and sponsor employees, then the University and sponsor will be joint owners.The University typically grants the sponsor a non-exclusive, royalty-free internal research license to University-owned intellectual property conceived as a result of the sponsored project. The University also grants the sponsor an option to negotiate a time-limited, royalty-bearing commercial license.
OSPRA cooperates with the Office of Technology Management (OTM) and University Counsel in the negotiation of reasonable intellectual property terms.
How is confidential information protected?
If a sponsor insists on language that expands the definition of confidential information or that limits publication, the principal investigator must agree, and all researchers must acknowledge their intent to comply with the special terms.
Confidentiality terms also may apply to preliminary discussions or certain non-funded projects. In those cases, a Non-Disclosure Agreement (NDA) may be appropriate. The University has a template NDA but is willing to negotiate terms or consider a sponsor-provided agreement.
Why doesn’t UIUC provide indemnification?
An indemnity, or hold harmless, agreement is a contract to transfer legal risk from one party to another party. In essence, one party (the indemnitor) agrees to act as the insurer and compensate the other party (the indemnitee) for future, but unknown damages and losses. Typically, an indemnity agreement has no limit on liability, unlike an insurance policy, and the indemnitor usually pays for the indemnitee's legal fees and costs.
As an instrumentality of the State of Illinois, the University may not enter into unqualified indemnification agreements. Although the extent to which the University can assume liability varies under the specific circumstances of each contract, in short, the University cannot enter into an indemnity agreement committing the state to pay a potential debt that is not covered by legislative appropriation, University funds currently on hand and set aside for the purpose, insurance, or an authorized debt instrument.
Keep in mind that when an OSPRA award coordinator negotiates indemnity language in a research agreement, it is not with the intent of ducking liability for the University's breach of agreement or other wrongful conduct. Even without an indemnity obligation, the University will be responsible under the law for damages it causes the other party. But, the University simply cannot agree to assume the unpredictable, unlimited and unfunded liabilities of others through contractual indemnity.
What happens when an agreement is fully executed?
An agreement is fully executed when it is signed by authorized representatives of all of the parties to the agreement. Not all agreements require all the parties to sign. The authorized signatory for the University is the Comptroller. Certain individuals within OSPRA have delegated authority to sign on the Comptroller’s behalf. Approval and signature of University counsel and the principal investigator may also be required. When the agreement is fully executed, OSPRA sends an electronic copy of the agreement to the principal investigator, business contact, and the Office of the Board of Trustees. OSPRA forwards the original agreement to Grants and Contracts Office, Post-Award Administration, which retains the file of record.
OSPRA retains the original agreements for those projects that do not involve financial transactions.