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Sponsored Projects

Proposal Checklist for Principal Investigators

Transition to Phoebe: Phoebe is the new UC Berkeley system for proposal approvals and routing from departments and units to the Sponsored Projects Office and the Industry Alliances Office. SPO and IAO are in the process of rolling out Phoebe to the entire campus. If your unit uses Phoebe, you do not need to fill out a PRF or submit a paper copy of your proposal.

Issues to Consider When Applying for Funding

Issue Action Proposal Package
Agency and Program Rules and Regulations Obtain sponsoring agency guidelines. Before submitting proposals, contact SPO for assistance with questions about unusual solicitations or agency policies, compliance issues, or regulations.  
Animal Subjects or Custom Antibodies Research involving vertebrate animal subjects or using custom antibodies must have the approval of the campus Animal Care and Use Committee (ACUC). Submit protocols to ACUC.  
Collaborative Subagreement(s) If a proposal includes a collaboration with an outside entity, the potential subawardee must provide a an institutionally endorsed Subrecipient Commitment Form, statement of work, budget and budget justification, and other material, depending on the nature of the agreement. See Working with Subrecipients procedures. Copy of Subrecipient Commitment Form, statement of work, budget and budget justification, and other required forms and documents from each subawardee(s).
Cost Sharing When a proposal involves cost sharing with university funds or resources, the person authorized to commit the funds or resources must provide a statement or letter verifying that the cost sharing can be honored. Copy of letter or statement.
Current and Pending Support If proposal guidelines require a listing of current and pending support, ensure completeness and accuracy of all elements of the report.  
Environment, Health and Safety Follow Environment, Health & Safety (EH&S) guidelines when planning to use any of the following: regulated carcinogens; regulated biological materials; hazardous chemicals, radioactive waste, or medical waste; toxic gases; or radioactive materials and radiation-producing machines, use of Class III-B or Class IV lasers.
Follow Materiel Management guidelines for: narcotics or controlled substances.
 
Exception to PI Policy Only voting members of the Academic Senate may serve as Principal Investigator on a sponsored project. Others may serve only by special exception to policy. Requests for exception are made by the head of the unit to be administering the award to the Vice Chancellor for Research. Copy of recommendation letter from unit head.
Facilities and Administrative (Indirect Cost) Rate Awards are funded according the established campus Facilities and Administrative (F&A or indirect cost) rate.  
Some sponsoring agencies do not reimburse indirect costs at the full rate. The university will honor these exceptions when the organization has written guidelines or will provide a letter stating agency policy on payment of indirect costs. Copy of the sponsor’s written policy or letter.
To request an exception to the campus policy, a letter requesting a waiver must be sent prior to proposal submission to the Vice Chancellor for Research, through SPO.  
Federal Contract Amounts >$650,000 Small Business Utilization Required When a federal contract proposal exceeds $550,000 up to 10/1/2010 and $650,000 effective 10/1/2010 and later, the PI must work with the Campus Supplier Diversity Program Coordinator to develop a Small Business Subcontracting Plan included in the package submission to SPO. Copy of the following: Master Subcontracting Letter signed by Supplier Diversity Program Coordinator and the PI; Master Subcontracting Notice to the Federal Agency signed by the Supplier Diversity Program Coordinator; Addendum A: Plan detail; and Addendum B: Potential Small Business Vendors list.
Financial Disclosure Disclosure of financial interest is required for proposals to most non-governmental sponsors, according to State of California law. The disclosure form is called the Statement of Economic Interests for Principal Investigators Form 700-U.
Some nonprofit agencies are exempt from the financial disclosure requirement; exempt organizations are listed here.
Statement of Economic Interests for Principal Investigators Form 700-U for non-governmental agency.

Phoebe: Upload a PDF copy; also send the signed original printed copy.
National Science Foundation, the Public Health Service (including the National Institutes of Health), and other agencies that have adopted federal requirements (e.g., American Cancer Society, American Heart Association) require financial disclosure of their applicants. Applicants to these agencies must fill out financial disclosure forms.
For PHS agencies, the PHS FCOI Policy: Principal Investigator Certification or an email from the PI with the certification language included is also required.
Copy of each required financial disclosure form for NSF, PHS, or other agencies that have adopted federal requirements.
For PHS agencies, copy of the PHS FCOI Policy: Principal Investigator Certification or an email from the PI with the certification language included.
Human Stem Cells Research involving human stem cells must have the approval of the Stem Cell Research Oversight Committee (SCRO).  
Human Subjects Research involving human subjects must have the approval of the Committee for Protection of Human Subjects (CPHS). Submit protocol to CPHS.  
Major Project Whenever a proposal budget to a federal sponsor includes clerical or administrative salaries or other expenses, the proposal must establish that the project being proposed meets the A-21 definition of a “major project.” This must be stated explicitly in the budget justification section of the proposal.  
Material Transfer When research will involve biological materials received from another institution, the provider’s material transfer agreement must be signed by the Industry Alliances Office.  
PI Release Time Department chairs must approve planned faculty release time if 50% or higher PI effort is shown in the proposal. Copy of approval letter.
Scientific Diving and the Use of Small Boats for Research Use of SCUBA equipment for research requires a University permit, issued by the Scientific Diving and Small Boat Safety Board. Boaters are encouraged to follow recommendations and complete training prior to undertaking operations. See the Division of Diving Safety for more information.  
Select Agents Federal laws require that research institutions collect information regarding certain select agents and register their presence with the federal government. When a proposal includes select agents, SPO will forward a proposal copy to Environment, Health & Safety.  
Space - New or Renovated Chairs/directors must approve plans to build new or renovate existing department space. Phoebe: Answer Yes to “Will this project involve any of the following potential space issues?” on Phoebe Questions tab, answer subquestions, and attach supporting documentation if needed.

PRF: Provide cost estimate on PRF.
Space - Rental When a project involves leasing off-campus space, Real Estate Services Office procedures must be followed. The off-campus Facilities and Administrative (indirect cost) rate applies to proposals using rented space.  
Third-Party Commitment(s) When a proposal involves a commitment from a third party to cost share, a letter of concurrence from the third party is required. One of the following:
  • Copy of signed original or scanned concurrence letter(s), or
  • An email clearly describing the commitment from the third party sent directly to the SPO Research Administrator, or
  • An email clearly describing the third-party commitment forwarded to the SPO RA by the PI/Dept with a “Cc” to the third party.

Proposal Submission

Item Description When and Where to Submit
Proposal Draft For assistance with agency and university policies, compliance issues, and other proposal issues, send proposal drafts or sections of proposals (i.e., budgets) to SPO for review. Submit at least 10 working days before agency deadline.
Preproposal/White Paper/Letter of Intent with Required Institutional Signature Some sponsors require a preproposal as part of the proposal review process. Preproposals that require an institutional signature are submitted through SPO. Phoebe: Submit through Phoebe.

PRF: One copy, with original signed Proposal Review Form.

Submit: Five or more working days before agency deadline (see VCR Five Day Proposal Submission Policy).
Proposal Prepare proposals according to sponsoring agency guidelines. Phoebe: Submit through Phoebe.

PRF: One copy, with original signed Proposal Review Form.

Submit: Five or more working days before agency deadline (see VCR Five Day Proposal Submission Policy).
Electronic Proposal Follow agency guidelines for electronic submission; check for special computer requirements; plan ahead and allow adequate time for submission. Phoebe: Submit through Phoebe, in addition to electronic submission to agency.

PRF: One printed copy and original signed Proposal Review Form, in addition to electronic submission.
See Quick Guide to Proposal Review and Submission: Submission of Proposals Outside of Phoebe.

Submit: Five or more working days before agency deadline (see VCR Five Day Proposal Submission Policy).
Proposal Review Form If your unit uses Phoebe, you do not need to fill out a Proposal Review Form (PRF) or submit a paper copy of your proposal.
If your unit has is not yet using Phoebe, the PRF is the internal campus document that authorizes proposal submission with the signatures of the PI(s), the chair or director, and dean.
Phoebe: Submit through Phoebe, no PRF.

PRF: The fully signed original PRF with proposal.