Proposal Preparation

Who We Are

The Pre-Award team is a division of the Office of Extramural Support (OES), a central service area within the Semel Institute.

Our team provides local contract and grant proposal support, ensures department policy compliance and coordinates institutional approval prior to submission to the sponsor.

who_we_are 5.13.2020

CONTACTS

DEPARTMENT

For general proposal questions, access requests and intent to submit notices:
Semel Pre-Award Team
Semel Institute, Room 87-400
preaward@mednet.ucla.edu

UCLA CENTRAL OFFICES

A. Non-Industry Sponsored Agreements (Federal, State, Non-Profit)
Office of Contract & Grant Administration (OCGA)
B. Industry Sponsored Clinical Trial Agreement
Clinical Trials and Strategic Relations Office (CTC & SR)
C. Industry Sponsored Non-Clinical Trial and Material Transfer Agreements
Technology Development Group

Proposal Review Policy

reminder-hand-ol-512
All Semel Institute contract and grant proposals must be approved by the Department and the Institution prior to submission to the sponsor according to the timeline below.
WHY? Awards are issued to UCLA and not an individual PI and must be compliant with departmental and institutional policies. Sufficient processing time is required to conduct meaningful reviews and provide approval.

Proposal Review Timeline

References

Steps to Initiate Proposal Review

  • Step 1: Alert the Department (OES Preaward Team) of your intent to submit

    Send an email to the OES Preaward Team preaward@mednet.ucla.edu to add your proposal to the department review calendar. Include, at minimum, the PI Name, FOA and Sponsor Due Date.

    In return, the department will issue an email confirming internal review dates, minimum documents for review and provide checklists to aid with proposal preparation.

    Intent to Submit Email Example

  • Step 2: Proposal sent to Department for Review

    PI emails proposal materials listed in the department confirmation email (see step 1) at least 8 business days before sponsor due date to the appropriate OES team member.

    OES preaward team will confirm budgets (including salaries and fringe rates), eligibility, and obtain chair approvals on internal forms.

    Once department review is complete, OES will forward proposal to one of the UCLA contract and grant offices for Institutional Approval.

State/Local Government

Coming Soon!

Non-Profit

Submitting a Proposal to a Non-Profit, Non-Government Sponsor?

Non-profits have their own guidelines, budget requirements and submission methods. Review the tip sheet and checklist before preparing your application

Step 1: Determine Eligibility per Sponsor Guidelines

    • 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.

Step 2: Figure out the Who/What/When of proposal submission

    • 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).

Step 3: Create Proposal following Sponsor Policy

    • 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.

Industry Clinical Trial

Coming Soon!

Industry Non-Clinical Trial

Coming Soon!

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 OES preaward team with your application for review (preaward@mednet.ucla.edu).

How to prepare the subaward package

STEP 1: Review the List of Subaward Form Requirements to determine what documents are needed and who is responsible for completing them

STEP 2: UCLA PI completes, signs and dates the UCLA Subrecipient vs. Contractor form

  • If proposed entity meets the criteria for a subaward, move to STEP 3
  • If proposed entity meets the criteria for a contractor/vendor do not collect a subaward package

STEP 3: Set timeline to receive completed subaward package

  • 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)

STEP 4: Communicate Subaward Package Information to Subrecipient PI

  • UCLA PI/Preparer 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, List of required items from subrecipient for Subaward Package (see list in step 1) and any additional information (budget limits, salary cap reminders)
  • Review Sample Email Language here

STEP 5: Manage Subaward Timeline and Review Subaward Package

  • 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)

STEP 6: Before Sending Subaward Package for Review, organize files into a Single Subaward Package File

  • UCLA Preparer will generate a single PDF of the Subaward Package (one PDF for each subrecipient) in the following order:
    1. UCLA Subrecipient vs. Contractor Form – signed by UCLA PI
    2. Subrecipient Commitment Form –signed by Subaward Institutional Official
    3. Scope of Work
    4. Detailed Budget and Justification
    5. Other requested documents
  • Name each Subaward Package PDF File using the same naming convention (Subaward 1_Duke, Subaward 2_UCSD)

STEP 7: If UCLA Proposal is submitted via Cayuse Only:

  • Upload Subaward Packages under the UCLA Proposal Summary / Supporting Documents section rather than the individual subaward Proposal Summary option. It is easier to review internal forms if they are housed in one place

Supporting Documents Summary


Commonly Used Forms

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