EMORY UNIVERSITY

 
 
Frequently Asked Questions

 

Below is a list of questions that are commonly asked about various aspects of grant preparation and administration. If you do not find the answer to your question here, please find your OSP Departmental Contact Person and ask them personally.

How do I route a proposal?
Who do I route to OSP or IA?
What do I route when Emory is a subcontract recipient?
What do I route when I have a subcontract in my proposal?
How do I route a clinical trial?
How do I route an industry sponsored clinical trials?
How do I transfer a grant to Emory?
How do I transfer a grant from Emory?
I have concerns about compliance?

How do I route a proposal?

Attach the completed proposal application to a completed Sponsored Programs Approval Form (SPAF). PIs and Co-PIs must sign where indicated. All of the following should sign the SPAF for each KEY PERSONNEL listed on the application:

  • Division Chief(s) if applicable
  • Department Chair(s)
  • Deans Office(s)
  • The Office of Sponsored Programs (OSP) receives last after all of the above have signed.

Please review the Sponsored Programs and Institutional Advancement Proposal Routing Procedures.

If you have routed your application and are curious to see if OSP has received it try our proposal search feature. This application is restricted to those users in the Emory domain.

For assistance on application completion, check out these links:

What do I route when Emory is a subcontract recipient?

  1. Attach budget, work statement and any other forms that the sponsoring agency requires to a completed SPAF.
  2. Provide the name and address of the Institution and Principal Investigator that will be collaborating.
  3. OSP will provide a consortium letter.

What do I route when I have a subcontract in my proposal?

  1. Follow the instructions under "How do I route a proposal?"
  2. Additionally, include agency required forms for subcontractees (example, budgets, checklist, etc.)
  3. Need consortium letter from subcontractee, signed by subcontractees' institutional official and addressed to Shawn Akkerman (sample letter - MS Word RTF file, Adobe PDF file)

How do I route a clinical trial?

  1. Attach completed SPAF
  2. Budget (internal and/or external)
  3. Protocol
  4. Clinical Trial Agreement (if available)
  5. IRB Approval (if available)
  6. Name and phone number of the contact person at the agency

Note: You do not have to wait for IRB approval to route your clinical trial.

How do I route an industry sponsored clinical trial?

  1. Note instructions and decision tree for determining whether or not Clinical Trials Office (CTO) review is needed per the CTO website (http://www.med.emory.edu/research/cto/)
  2. If CTO review is needed, send a hard copy completed SPAF (with signature through dept. level only) to the CTO and email the CTO information sheet plus attachments to clinicaltrials@emory.edu per the CTO website.
  3. If CTO review is not needed, prepare the following set of documents for routing: *a completed, fully signed SPAF *budget (Siteminder and sponsor budget) *protocol *clinical trial agreement *draft informed consent form *draft HIPAA form (if applicable) The routing documentation should also indicate the name and email address of the sponsor's contact person for the contract. The routing package should be routed, via the standard process fro routing proposals, as described above.

Note: The non-industry sponsored trials are routed the same as standard proposals.

How do I transfer a grant to Emory?

  1. Check agency guidelines for transferring policies. You may wish to consult your program officer and/or grants specialist at the sponsoring agency for further assistance.
  2. Have previous institution prepare a relinquishing statement (for federal grants) to send to sponsoring agency.
  3. Obtain a copy of the relinquishing statement for your records.
  4. Route proposal through Emory with revised pages, i.e. SPAF, face page, budgets, resource pages, checklist, etc. and a copy of relinquishing statement from prior institution. As per #1 above, you will know the sponsor requirements.
  5. Contact appropriate compliance committees here at Emory University and secure approval.
    Institutional Review Board
    Institutional Animal Care and Use Committee

How do I transfer a grant from Emory?

  1. Check agency guidelines for transferring policies. The PI should verify that transfers are possible and how to reapply for these funds at his/her new institution. (i.e., NIH will require the PI to complete a PHS 398 or PHS 2590 with the new institutions signatures.)
  2. PI should write a letter to OSP stating:
    • Title
    • Grant Number
    • Date of Transfer
    • Any equipment associated with this grant that the PI wishes to take with them.
  3. PI, department chair and dean must sign this letter.
  4. For federal grants, PI must complete Final Invention Statement.
  5. The signed letter and Final Invention Statement must be sent to OSP.
  6. Upon receipt, OSP and the Office of Grants and Contracts Accounting will prepare a relinquishing statement (for federal grants) to be sent to the sponsoring agency.

Compliance Concerns

If you have any compliance related concerns you can call the Trust Line for Compliance Concerns at 1-888-550-8850.

 
   

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