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SILS Faculty Grant Proposal Handbook Updated October 6, 2021

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Faculty Grant Proposal Handbook (updated 10/06/21):

Contents Abstract: ....................................................................................................................................................... 3

ASSIST: .......................................................................................................................................................... 3

Biosketches: .................................................................................................................................................. 3

Broadening Participation in Computing: ..................................................................................................... 3

Broader Impacts: .......................................................................................................................................... 4

Budget Justification: ..................................................................................................................................... 4

Budget Structure: ......................................................................................................................................... 4

Collaborative Proposal: ................................................................................................................................ 6

Collaborators and Other Affiliations (COA): ................................................................................................ 6

Community Engagement: ............................................................................................................................. 6

Conflict of Interest: ...................................................................................................................................... 6

Cost Share: .................................................................................................................................................... 6

Current and Pending Support (NSF): ........................................................................................................... 7

Data Management Plan (DMP): ................................................................................................................... 7

ecrt: ............................................................................................................................................................... 7

eRA Commons: ............................................................................................................................................. 8

Export Control: ............................................................................................................................................. 8

F & A Rate: .................................................................................................................................................... 8

F & A Waiver: ................................................................................................................................................ 9

Facilities, Equipment and Other Resources: ................................................................................................ 9

FastLane: ....................................................................................................................................................... 9

First Three Documents: ................................................................................................................................ 9

Graduate Research Assistant: .................................................................................................................... 10

Grants.gov: ................................................................................................................................................. 10

GSHIP: ......................................................................................................................................................... 10

How to Hire a Student (Hourly Worker or Graduate Research Assistant): .............................................. 10

Human Subjects Research: ......................................................................................................................... 10

Independent Contractors: .......................................................................................................................... 11

Indirect Rate: .............................................................................................................................................. 11

Infoporte: .................................................................................................................................................... 12

Intellectual Merit: ...................................................................................................................................... 12

IPF (Internal Processing Form): .................................................................................................................. 12

IRB: .............................................................................................................................................................. 12

JIT: ............................................................................................................................................................... 12

Letter of Collaboration (not a Letter of Support): ..................................................................................... 13

Letter of Intent to Enter into a Subcontract: ............................................................................................. 13

Letter of Support (not a Letter of Collaboration): ..................................................................................... 13

Modified Total Direct Costs (MTDC): ......................................................................................................... 13

NIH Standard Dates: ................................................................................................................................... 14

Notice of Award (NOA): ............................................................................................................................. 14

Office of Sponsored Research (OSR):......................................................................................................... 14

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ORCID: ......................................................................................................................................................... 14

Other Support (NIH): .................................................................................................................................. 14

Overhead: ................................................................................................................................................... 15

PAPPG: ........................................................................................................................................................ 15

PHS 398: ...................................................................................................................................................... 15

PI (Principal Investigator): .......................................................................................................................... 15

Preliminary Data: ....................................................................................................................................... 15

Program Officer: ......................................................................................................................................... 15

Project Description or Research Strategy: ................................................................................................. 16

Project ID: ................................................................................................................................................... 16

Project Leadership Plan:............................................................................................................................. 16

Project Narrative: ....................................................................................................................................... 16

Project Summary: ....................................................................................................................................... 16

RAMSeS: ..................................................................................................................................................... 16

References: ................................................................................................................................................. 17

Research.gov: ............................................................................................................................................. 17

Research Strategy: ...................................................................................................................................... 17

Results from Prior Support: ....................................................................................................................... 17

Salary (options for grant uses for faculty effort): ..................................................................................... 17

SciENcv: ....................................................................................................................................................... 18

SF 424: ......................................................................................................................................................... 18

Scope of Work (also known as a Statement of Work): ............................................................................. 18

SILS IT Fee: .................................................................................................................................................. 18

Specific Aims: .............................................................................................................................................. 19

Statement of Work: .................................................................................................................................... 19

Subaward or Subcontract: ......................................................................................................................... 19

Subaward Package: .................................................................................................................................... 19

Summer Salary: .......................................................................................................................................... 19

Timeline for Completing Grant Applications: ............................................................................................ 20

Total Direct Costs (TDC): ............................................................................................................................ 20

Tuition and Mandatory Allowable Fees: ................................................................................................... 21

UNC Institutional Information: .................................................................................................................. 21

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Abstract: The abstract is the short description of your project and can also act as one of the First Three

Documents needed to submit a proposal for university approval (budget, budget justification, and

abstract/project description/project summary). While usually brief, NIH specifies that the abstract must

be no more than 30 lines of text in length and should include the project’s long-terms goals and Specific

Aims. Most federal funders do not make whole funded project proposals available, however, if your

project is funded, the publicly available description of the project will be the Abstract.

ASSIST: This is the online system used for entering NIH proposals. The information that is entered into ASSIST

will be shifted over to Grants.gov for proposal submission. The Contracts and Grants Pre-Award Officer

will create the proposal in ASSIST and will fill out the application and add all required documents and

attachments once they are provided by the investigator(s). One benefit to using the ASSIST program is

that it will turn on all required or optional documents for an application and can also check most

sections of a proposal for errors prior to submission. If there is an option to use ASSIST instead of

utilizing Grants.gov directly, it is always best to use ASSIST. Only proposals for NIH or AHRQ may be

entered into ASSIST. The PI is not expected to enter content into ASSIST, rather, the Pre-Award Officer

will work with OSR to complete the necessary paperwork.

Biosketches: NSF and NIH utilize standardized formats for their Biosketches, and many other funders request NSF-

Formatted or NIH-Formatted Biosketches.

NSF requires that Biosketches be generated using SciENcv or using the NSF fillable PDF. If you utilize the

fillable PDF, please open and edit the document using Adobe Acrobat, not a different PDF reader. This

will alleviate formatting problems. NOTE: NSF updated their format on October 4, 2021, and SciENcv

will automatically update, however, if you use the fillable forms, you will need to create new PDFs to

meet the new format requirements.

NIH has an updated format for their Biosketches. This new format became mandatory for proposals on

or May 25, 2021. Examples and instructions may be found here, or SciENcv may be used. Please note

that NIH is planning to update their format for Biosketches again January 25, 2022.

Please note that SciENcv is the preferred option for most federal funders. Due to updates by NIH in

summer 2021, and NSF in fall 2021, please make sure to verify that your documents are in the currently

approved formats.

Broadening Participation in Computing: NSF has made a push across all Directorates to expand the group of investigators who participate in NSF-

funded research. Historically, it has been difficult for researchers from a variety of groups to

successfully apply for NSF funds (women, investigators of color, researchers from Historically Black

Colleges and Universities, etc.). As a proactive approach to addressing this, the Directorate on

Computing, Information Science and Engineering (CISE) has introduced Broadening Participation in

Computing (BPC). CISE requires a Project BPC for several of their funding mechanisms at the time of

award and encourages their inclusion in the proposal. CISE offers advice and strategies for creating a

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meaningful BPC Plan on their website. Other NSF Directorates are expected to begin including BPC plans

in the near future.

Broader Impacts: NSF uses two principles for conducting merit-based reviews of proposals: Broader Impacts and

Intellectual Merit. Broader Impacts are the aspects of the research that may provide benefits to society.

Increasing participation in STEM fields by underrepresented populations, improving the national

research infrastructure, strengthening the relationships between individuals, academia and industry,

and making scientific discoveries more accessible and understandable to the public could all be

considered Broader Impacts. This criterion examines how the investigators plan to mobilize knowledge

and bring new researchers into their field. Having GRAs and postdocs participate in research in

meaningful ways can increase a project’s Broader Impacts.

Budget Justification: Grant proposals are all required to have a budget justification. This provides details to the funder as

well as university approving units of how funds will be expended, and the division of labor on the

project. The budget justification will detail what salaries and stipends will be paid, tuition and fees being

supported by the grant, what equipment will be purchased, as well as details about travel for research

(such as conducting interviews or focus groups) or to disseminate findings (attending conferences and

workshops). It will also provide details about purchases of data or software, and expenditures for

participant incentives.

The budget, budget justification, and abstract, project summary or project description must be the First

Three Documents completed for any proposal. Please work with the Contracts and Grants Pre-Award

Officer on completing these items and getting them entered into RAMSeS for the university approval

process to begin. Generally, the easiest way to complete the budget justification is for the Pre-Award

Officer to start it, then for the investigators to answer questions to fill in gaps to create the initial draft.

The budget justification requires details of what personnel will be doing and must be writing using

specific wording and formatting. The easiest way to incorporate these things are by having the Pre-

Award Officer create the initial draft, then to answer questions as needed, or fill in gaps in the draft

document when received.

Budget Structure: Grant budgets are constructed around the allowable cost categories established by the federal

government in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for

Federal Awards, 2 CFR § 200. Those categories are:

Salary/Personnel – salary for the PI, any other investigators, other professionals like software engineers

or data scientists, and student stipends.

Fringe – this includes all expenses for fringe and healthcare. These costs are set by the university and

are typically updated once each fiscal year, and the details can be found on the UNC Information Sheet.

Equipment – this is defined as a major piece of physical equipment (costing more than $5,000) that is

included in the budget. Smaller expenditures are included elsewhere, usually as Materials and Supplies,

or as Other Direct Costs.

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Travel – includes any required travel to meet with the funders or other collaborators, as well as any

expenses to conduct surveys, interviews or focus groups, or to attend conferences for dissemination of

findings. Domestic and international travel will be listed as separate line items in the budget.

Participant Support – this refers only to participant support costs for those attending conferences,

training events, or seminars for which the funding is requested (for example, if an investigator is

requesting Conference funding from NIH for a data science and health informatics conference). It is not

for participant incentives for being interviewed.

Other Direct Costs – this is further broken down into subcategories but is frequently the highest

expenditure after salary. Any direct costs that have not already been accounted for will be considered

Other Direct Costs.

Materials and Supplies – this will cover any needed costs for physical items like VR headsets,

eye trackers, computers or printers, but will not include data access or subscriptions, and will

not include individual items with a cost in excess of $5,000 (that qualifies as equipment).

Publication/Documentation/Dissemination – this will cover costs for printing reports of

findings, creating posters for presentation of findings at conferences, and may also include costs

for data curation.

Consultant Services or Professional Services – this is the cost to hire professionals to complete

a specific task for the project which requires specialized training.

Computer Services – this will include the required annual SILS IT Fee, as well as any expenses for

purchase of data access, software licenses or storage. If an investigator will be purchasing

computers for a project, there are additional fees assessed on top of the cost of the computer

per the SILS IT Policy. This charge helps provide cradle to grave support for the systems and

includes purchasing, setup, configuration, technical support, application and operating system

updates, security and antivirus, inventory management, access controls, diagnostic support,

repairs, custom scripting, enterprise client management support, and IT labor, training and

operations. This up-front charge covers the lifespan of the system (3 or 5 years) at a rate of

$250.00 per year. This amounts to $750 for laptop computers (covering a 3-year life cycle), and

$1250.00 for desktop computers (covering a 5-year life cycle).

Subcontracts or Subawards – if you will be partnering with another institution that will be

working with you to complete a portion of the project but are not being funded on their own

proposal, they will be considered a Subcontract.

Other – this is where anything else will be found. Of note, this is where tuition and allowable

mandatory fees for Graduate Research Assistants will be reflected, which is usually a very high

expenditure. This is also where to include participant incentives for interviews or surveys, as

well as costs for transcription and translation.

These costs will determine the Total Direct Costs. Specific costs will then be subtracted (equipment,

participant costs, student tuition and fees) to determine the Modified Total Direct Costs (MTDC). This

figure is used as the base for figuring the Indirect Costs for most grant proposals.

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Collaborative Proposal: When working with researchers or investigators from another institution, there may be the option to

complete a collaborative proposal. If a collaborative proposal is being submitted, each institution will

begin their own proposal and the two proposals will later be merged. In a collaborative proposal, each

institution will receive their own award and will be responsible for their own reporting once the project

begins. A collaborative proposal will have lower indirect costs than a proposal involving a subaward,

but not all solicitations will allow a collaborative proposal.

Collaborators and Other Affiliations (COA): NSF requires researchers to report their collaborators and other affiliations, including their dissertation

chairs, coauthors, and others with whom the researcher has an academic or financial relationship. They

use this information to determine appropriate reviewers for proposals and to look for potential conflicts

of interest. NSF provides a template that must be completed and submitted with each proposal. The

template is an Excel spreadsheet made up of multiple tables, all of which must be completed. Currently,

only NSF requires a COA.

Community Engagement: For every proposal submitted for university approval, there must be a statement about whether a

project includes Community Engagement or not. Here is how it is described in RAMSeS: Community

Engagement describes the collaboration between institutions of higher education and their larger

community (local, regional/state, national, global) for the mutually beneficial exchange of knowledge

and resources in a context of partnership and reciprocity. The purpose of community engagement is the

partnership of college and university knowledge and resources with those of the public and private

sectors to enrich scholarship, research, and creative activity; enhance curriculum, teaching and learning;

prepare educated, engaged citizens; strengthen democratic values and civic responsibility; address

critical societal issues; and contribute to the public good (Carnegie Foundation for the Advancement of

Teaching).

If your project will include Community Engagement according to the above definition, please let the

Contracts and Grants Pre-Award Officer know (the default response is no Community Engagement). If

you will include Community Engagement, the percentage of effort and the percentage of the budget

dedicated to these activities need to be reported.

Conflict of Interest: Researchers and grant-funded staff must have a current UNC Conflict of Interest (CoI) certification on

file (this is regardless of any other certifications the researcher may have). University certification lasts

for four years, but if all required investigators and staff are not up to date at the time a proposal is

submitted to OSR, it will be placed on hold until all certifications are submitted. Anyone working on

UNC projects are required to have UNC Conflict of Interest training, regardless of their employer or

university affiliation. Instructions for completing CoI training can be found here.

Cost Share: Cost Share is defined as the portion of a total sponsored project’s costs that are paid from sources other

than the funds provided by the sponsor. From the funder’s perspective, the total cost of the project is

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“shared”. It will frequently be described in funding solicitations as required matching funds or required

matching effort. Matching funds or effort must be covered by the university and must be approved in

advance of submitting a proposal with included cost share. It is important to know these are real

resources and must be tracked and reported to the sponsor. It is the responsibility of the PI to identify

sources to meet mandatory cost share requirements.

Some solicitations may include the option of voluntary cost sharing, and that is strongly discouraged, as

it creates a financial obligation for the university. OSR provides additional information about cost

sharing in the policy manual.

Current and Pending Support (NSF): NSF utilizes a standardized format for their Current and Pending Support (CPS) document, and many

other funders request NSF-Formatted or NIH-Formatted CPS or Other Support documents.

NSF requires that the CPS be generated using SciENcv or using the NSF fillable PDF. If you utilize the

fillable PDF, please open and edit the document using Adobe Acrobat, not a different PDF reader. This

will alleviate formatting problems. NSF has updated the Current and Pending Support documents as of

October 4, 2021. The new format does allow for the removal of blank pages. Please be sure to use the

new format for any proposals submitted after October 4, 2021.

Please note that SciENcv is the preferred option for most federal funders and will include the currently

approved format when documents are created.

Data Management Plan (DMP): Many proposals for federal funding and for some private funding require a Data Management Plan, and

if not, may suggest the inclusion of one. This document provides guidance on what information will be

made publicly available, the length of time the initial researchers have exclusive access to any data

collected, as well as long-term plans for protecting potentially sensitive information. For faculty needing

assistance in developing their Data Management Plans, the DMP Tool is available. This website provides

guidance on completing the DMP and examples and templates for different funders, such as the Alfred

P. Sloan Foundation, Gordon and Betty Moore Foundation, IMLS, NIH and NSF. Once an investigator has

completed their Data Management Plan, they have the option to have the document reviewed by the

Odum Institute, which is highly recommended for social science research proposals. If you wish to

request Odum Institute review, they must receive the document at least 3 business days prior to the

planned submission date.

ecrt: The Effort Certification and Reporting Technology (ecrt) system is used by UNC to monitor effort

expended for grant purposes. For those proposing salary for themselves or others, they should be

aware that an ecrt notification will go out twice per year to anyone who is funded by grant monies to

certify their effort on grant activities. This is not an audit caused by any difficulty; rather, it is a routine

reporting mechanism and must be completed in a timely manner.

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eRA Commons: Those applying for funding from NIH will need to have an eRA Commons login. To create a login, email

the Contracts and Grants Pre-Award Officer to let them know you will need one, as the login must be

created by the university. They will contact OSR to make the request, and they will follow up with the

researcher directly. For the initial email to the Pre-Award Officer, please include your first name, middle

initial, last name, UNC email address, preferred user ID, and the roles you are requesting (usually it will

be PI, but if you are a staff person or student making the request, it may be different). Additional details

on creating the eRA Commons login and the access roles are on the eRA website.

Beginning September 15, 2021, eRA Commons has begun to require Two Factor Authentication for login.

Additional information and steps to create the Two Factor Authentication can be found here. Once

logged in, eRA Commons will be where researchers can track the status of proposals, add required

additional documentation, submit reports and updates, and generally manage any grants.

Export Control: All university projects are subject to Export Control regulation, regardless of the home country or visa

status of the investigator. There may be additional questions or requirements for researchers who are

not Permanent Residents or U.S. Citizens. For information about those requirements, please contact the

SILS Human Resources Consultant or ISSS.

To submit a proposal for university approval, we will need to report on the following questions:

1. Have you signed or been asked to sign a DoD Form 2345 “Militarily Critical Technical Data

Agreement” related to this project?

2. Do you anticipate that the project work may involve:

a. Sending/transporting/transmitting/carrying any material or equipment related to this

project outside the U.S. (examples include: GPS, biologicals, diagnostic kits, reagents)?

b. Travel outside the U.S.?

c. Transmitting funds (through payments, for example) or good or technology to any of the

following countries on the OFAC list: Balkans, Belarus, Burundi, Central African Republic,

Cuba, Democratic Republic of Congo, Iran, Iraq, Lebanon, Libya, North Korea, Russia,

Somalia, Sudan, Syria, Ukraine, Venezuela, Yemen or Zimbabwe?

3. Some types of research may have export control implications even if all work is conducted

within the U.S. Do you anticipate that the project work may involve:

a. Non-commercial encryption or information security software?

b. Any equipment, technology, materials or software specifically designed, modified or

adapted (even slightly) for a military purpose or that may involve national security?

c. Any classified materials, equipment, technology or data?

*Please note that one of the questions is if travel outside the U.S. is included. As travel restrictions are

expected to change in 2021 and 2022, keep this in mind when planning conference travel to disseminate

findings. If international travel for conferences is expected, the Contracts and Grants Pre-Award Officer

will need to report that in the materials for university approval.

F & A Rate: See Indirect Rate. Also known as Overhead.

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F & A Waiver: For funders who do not permit use of the standard UNC negotiated F & A or Indirect Rates, unless the

alternate rate for F & A is posted on the funder website, an F & A Waiver form will be required. The

Contracts and Grants Pre-award Officer will complete this if needed, however, it may cause a slight

delay in university approval so plan accordingly. If a funder has a posted policy on their website

regarding their F & A allowance, a waiver will not be required, however, if the PI is informed via email

from the funder that they will only allow a small percentage of F & A, or no F & A, please let the Pre-

Award Officer know so that they may complete the F & A Waiver form and forward it for signature.

Facilities, Equipment and Other Resources: Researchers may be asked to provide a document describing the resources that are available to them.

This will include physical facilities such as laboratory and office space; equipment like servers,

computers, software and eye trackers; and other resources that will be made available to them which

may include things like access to datasets or research support or expertise. The Contracts and Grants

Pre-Award Officer has examples of previously used documents which can often be updated to suit new

proposals, depending upon the research focus of the project. For faculty who will be partnering with

other university departments or units, the Facilities, Equipment and Other Resources document for that

unit will also be needed, as it may reflect additional items that may not otherwise be included. In

addition, if a researcher is collaborating with an investigator from another university, they will need to

request a Facilities, Equipment, and Other Resources document from that university and department,

and this will be combined with the document for SILS into a single report of all facilities and resources

available for use on the research project.

FastLane: FastLane is currently used by NSF for processing most grant applications. For researchers, a FastLane

login will need to be created prior to being able to create a proposal and PIN for an NSF proposal, and

the PI role will need to be approved by the university, which can take 1 – 2 days. For SILS faculty, once a

proposal and PIN are created, the researcher should add the Contracts and Grants Pre-Award Officer as

an Authorized User, as well as turning on SPO Access to Edit and Submit proposals. Once the proposal is

created, the Contracts and Grants Pre-Award Officer will enter all information and documentation for

the proposal. FastLane is in the process of being replaced by Research.gov and will likely be phased out

by the end of 2022. Research.gov is in testing at present and is going live in phases based upon type of

proposal (for example, EAGER may go live at one time, and CAREER at another). If you are applying for

NSF funding, before creating a proposal, please check with the Pre-Award Officer to determine if the

proposal will be submitted using FastLane or Research.gov.

First Three Documents: For any proposal, three documents will need to be completed and finalized prior to the others: budget;

budget justification; and abstract/project summary/project description. These are required to be able

to begin a proposal in RAMSeS. To submit the proposal for university approval, it is required to have at

minimum these three documents, and the budget and budget justification must be in final or nearly final

form. Once these documents are submitted, making changes to the budget and budget justification that

are more than minor only impacting the totals slightly may require that the proposal be rejected and

returned to the department/PI for revision and resubmission for approval. There is no preference on

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abstract/project summary/project description, however, if an abstract is not submitted, a draft version

will be submitted based upon the summary or description to begin the internal university approvals.

The draft abstract/project summary/project description can be swapped out later once a final version is

available prior to submission to the funder.

Graduate Research Assistant: A Graduate Research Assistant (GRA) is a student hired to work on a project. A full GRA will work

approximately 20 hours per week for 9 or 12 months and be paid a stipend, and receive a tuition benefit

and health insurance. GRAs must be registered in coursework at a level appropriate for their program

(there are different registration minimums for master’s students and doctoral students). For proposals

with shorter periods of performance, GRAs may be included for a semester instead of a full year.

Grants.gov: Grants.gov is the federal government’s mechanism for searching and applying for funding. Funding

opportunities may be searched on Grants.gov, and applications for funding can be submitted directly

through Grants.gov, or one of the other programs used by NIH or NSF to transfer information into

Grants.gov. If a proposal will be submitted using Grants.gov, the Contracts and Grants Pre-Award Office

will work with OSR to submit required documentation. Investigators may use Grants.gov to track the

status of proposals once submitted.

GSHIP: Graduate Research Assistants qualify for a tuition benefit as well as health insurance. The Graduate

Student Health Insurance Program (GSHIP) is included for all grant-funded GRAs, and the current rate is

$4,223.04/year. The rate changes ones per fiscal year, and details can be found here.

How to Hire a Student (Hourly Worker or Graduate Research Assistant): If you have been awarded a grant that allows you to hire a student, you will need to follow the

departmental hiring process. You may need to conduct interviews or have specific parameters or rules

you will need to follow (undergraduate vs graduate student, must be a full-time student, etc.). Hiring

may not take place until an award is made, funds have been received by the university, and a Chartfield

string has been created. If you will be hiring any hourly staff (such as students to work at check-in for

workshops, or for short-term coding projects), you will need to work with the SILS Human Resources

Consultant on this hiring process.

Human Subjects Research: When submitting an application for funding, before approving the application, the Office of Sponsored

Research (OSR) will need to know if the project may involve human subjects research. If human subjects

research will be included in a project, there will need to be IRB approval in place prior to the beginning

of any interaction with research participants, and this will need to be reflected in the Data Management

Plan (DMP). IRB approval does not need to be in place in order to submit a proposal, but the

investigator must inform the Contracts and Grants Pre-Award Officer at the time of proposal submission

how they plan to address the IRB process (is it pending or will it be completed Just In Time?). To submit

a proposal for university approval, the PI will need to report on the following questions:

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1. Does this research involve human subjects? If yes:

a. Does the research include “human subjects research” as defined by federal regulations,

including exempt research where data is identifiable?

b. Does the research involve the collection or use of biospecimens that are individually

identifiable or for which there is at least a very small risk that there is some way to

deduce the identity of an individual?

c. Does the research generate individual level, human genomic data from biospecimens, or

the use of such data, regardless of whether the data is “identifiable” per the Common

Rule?

d. Does the research involve information about an individual for which there is at least a

very small risk, as determined by current scientific practices or statistical methods, that

the subject’s identity could be deduced?

e. Is human research being conducted at UNC-CH?

f. Is human research being conducted by subcontractor(s)?

g. Has your research team submitted an application for IRB approval? If yes, what is the

number? If no, is your IRB application not yet submitted, or will you submit JIT?

*Please note that if subcontractors will be involved in human subjects research, all these

questions will need to be answered by them as well.

Independent Contractors: If a PI will be working on a project that may require specialty assistance or labor, that may require that

they hire Independent Contractors. Independent Contractors may not be employees of UNC or a North

Carolina state agency, and typically have skillsets that may not be available if a PI hires hourly student

assistants (such as being able to conduct participant interviews in languages other than English,

completing computer programming assignments in less-common programming languages, or creating

video or graphic displays for project dissemination). Independent Contractors must go through a formal

hiring and approval process prior to beginning any work and will require a background check unless the

project qualifies for an exception. Information about hiring Independent Contractors in SILS may be

found here, and university Independent Contractor information is available here.

Indirect Rate: Also known as the F & A Rate or Overhead, this is the amount the university will receive for Facilities and

Administrative costs. The F & A funds that come from a grant are divided up by the university for

various expenditures toward the university research enterprise, and some of the funds will come to SILS

for infrastructure and administrative support for research. The Indirect Rate charged will be dependent

upon the type of activity being pursued (the most common rate is for Research, which is currently

negotiated at 55.5%). If you are not certain what F & A Rate will be included in your project, and need

that figure for planning purposes, please contact the Contracts and Grants Pre-Award Officer for

assistance. All awards will be charged an Indirect Rate at the level negotiated by UNC and the federal

government, unless otherwise specified by the funder. Some foundations and non-profit entities cap

the F & A Rate, or disallow indirects entirely, and if that is the case, additional documentation may be

needed before a proposal can be finalized. If that occurs, please allow at least two additional days for

processing if an F & A Waiver document is required. The terms “F & A Rate”, “Indirect Rate”, and

“Overhead” are used interchangeably.

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Infoporte: Infoporte contains data from ConnectCarolina that is used for tracking finances and human resources

actions. If you are a PI on a funded project, you may need to access Infoporte for data tracking and

reporting requirements for the university and/or your funder. Each person’s Infoporte dashboard looks

slightly different based upon their access and the processes they may need. The SILS Faculty Handbook

contains a document that walks through Infoporte and its most commonly used features. Please note

that Infoporte is a reporting database requiring nightly updates, it is typically a day behind.

Intellectual Merit: NSF uses two principles for conducting merit-based reviews of proposals: Broader Impacts and

Intellectual Merit. Intellectual Merit looks at the ability of the project to create new scientific

knowledge and/or refine current understanding of problems. Reviewers will look to see how novel the

idea or approach are and if the project has been structured in a manner that will likely be successful.

IPF (Internal Processing Form): This is the document created by the Contracts and Grants Pre-Award Officer in RAMSeS for submission

of a proposal to the department and to OSR, as well as any other academic units impacted by a

proposal, for approval. This document will be numbered, with two digits for the fiscal year, followed by

four digits for the proposal itself (for example, 22-9999). Generally, faculty will not need this, however,

if there are issues with a proposal and discussion is taking place between departments or between

administrators and OSR, they will usually reference the IPF, which is how the proposal can be located.

The IPF is the same as the proposal number listed on the email that will be generated when submitted

and will require approval by the PI. The PI is not expected to complete the IPF, rather, the Pre-Award

Officer will work with OSR to create and submit the IPF.

IRB: The Institutional Review Board will examine any project utilizing human or animal subjects and once

approved, will provide the PI with an IRB Number. If a project has an IRB Number at the time of

proposal (for example, if a proposal is for a supplement or continuation of an existing project), provide

that number to the Pre-Award Officer for inclusion in proposal materials. The IRB process itself is

involved and may take several months. There is information about the IRB process at UNC here.

JIT: Projects involving human or animal subjects have the option, at the time of proposal, of indicating that

their IRB status is current (and we will report the IRB number), not yet applied for, or JIT (Just In Time).

Any of these options are fine at the time of proposal, it simply needs to be accurate to the researcher’s

intentions for the IRB approval. For a project that will not take place unless external funding is secured,

use JIT.

For NIH proposals, if the proposal has made it through initial review and is being examined more closely,

its status on eRA Commons may be listed as JIT, with a list of any required documents for the proposal

to continue in the review process. Do not send any documents unless they are being requested by NIH

at this point. At times, they may show as JIT, but not have any documents needed, so it is important at

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that time to wait until something is requested, or to check in with your NIH Program Officer for

guidance.

Letter of Collaboration (not a Letter of Support): NSF proposals may request a Letter of Collaboration for a project. This is typically the case if any items

on the Facilities, Equipment and Other Resources are not being provided directly by the university to all

researchers, or by SILS for faculty to use. For example, if a project includes the use of RENCI servers or

the Eye Tracker Lab, a Letter of Collaboration from them would be appropriate, indicating that those

items or research space will be available. Another example would be if Google has agreed to provide

data to the investigator to use for the research project. The letter should be on electronic letterhead

and come from someone in a leadership position over the named equipment or facility, and NSF

requires specific wording (letters sent in any other format are considered noncompliant and may cause

a proposal to be rejected):

"If the proposal submitted by Dr. [insert the full name of the Principal Investigator] entitled [insert the

proposal title] is selected for funding by NSF, it is my intent to collaborate and/or commit resources as

detailed in the Project Description or the Facilities, Equipment and Other Resources section of the

proposal."

Letter of Intent to Enter into a Subcontract: For any project involving a subaward (whether UNC will be the lead institution or the subawardee),

there will need to be a Letter of Intent (LOI). This letter is generated from a standard form, and there

will be a different version depending upon whether UNC will be the lead or the subawardee. The LOI

usually takes a few days to be completed and signed, so additional time should be allowed. The LOI is

part of the Subaward Package and will need to be submitted to OSR for signature and approval. Please

work with the Contracts and Grants Pre-Award Officer for completion of this letter.

Letter of Support (not a Letter of Collaboration): Letters of Support should only be included in proposals if requested in the solicitation. NSF, NIH, IMLS

and others may reject without review proposals that include extraneous materials. If a Letter of Support

is requested, or it states in the solicitation that they will be allowed, there is no set format. For funding

opportunities that are designed for early career investigators, such as NSF CRII or NSF CAREER, a Letter

of Support from the Dean is usually required. If you need to request a Letter of Support, please feel free

to contact Dean Marchionini directly, and copy Susan Sylvester on the email. Please be sure to include

the due date for the letter, and please make it earlier than the proposal submission deadline.

Modified Total Direct Costs (MTDC): F & A amounts are frequently figured using Modified Total Direct Costs. The MTDC is generated by

combining all direct costs for a project (Total Direct Costs) and subtracting designated items. Most

frequently, Participant Costs, Equipment (as defined by federal regulation as physical property which

costs in excess of $5,000 for a single item), and Tuition and Mandatory Allowable Fees are excluded.

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NIH Standard Dates: Many NIH funding opportunities will only report a submission deadline as according to Standard Dates.

NIH utilizes a master calendar for their different funding types (R01, R13, T15, T32, etc.). You can find

the link to the NIH Standard Dates here. Standard Dates are posted for submission deadlines as well as

review periods and award notifications.

Notice of Award (NOA): The Notice of Award is the official documentation from the funder indicating that funding will be

disbursed to the university for the researcher or project. These NOAs usually come in the form of a

letter or contract and will include details including the exact amount of the award, how to do invoicing,

and reference to reporting requirements and deliverables. Usually, the NOA is sent to OSR as well as the

PI, however, it is always appreciated that you forward any NOA you receive to the Pre-Award Officer and

the Post-Award Business Officer for tracking.

Office of Sponsored Research (OSR): OSR is the official part of the university with the authority to submit proposals on behalf of the

university, and to enter into research contracts on the university’s behalf. All universities with a

research enterprise have some version of this, with names like Sponsored Projects Office or University

Research & Partnerships. If you are collaborating with researchers at other institutions, any internal

rules set by UNC’s OSR must be followed by researchers at the other institution, and UNC researchers

must adhere to any rules or timelines set by that university’s Sponsored Projects Office.

For researchers who are working on a proposal, it will need to be approved by the department (SILS)

and the university, at minimum. That approval comes from OSR, and if they have any concerns about

the state of a proposal before submission, they may contact the Contracts and Grants Pre-Award Officer

or the investigator to address these issues. Proposals should be complete and made available to OSR no

later than 5 business days prior to the submission deadline. Once submitted, OSR will complete their

review and will formally submit proposals to funders.

ORCID: The ORCID iD is a durable identifier that can be used for publications as well as proposals. While not

strictly required, it is a good idea to create a login. For investigators who are planning to use SciENcv for

creating their Biosketches as well as Current and Pending Support or Other Support documents, they

will be able to import items from ORCID into SciENcv and avoid transferring information over and doing

additional data entry.

Other Support (NIH): NIH utilizes a somewhat-standardized format for their Other Support document, and many other

funders request NSF-Formatted or NIH-Formatted Current and Pending Support or Other Support

documents.

NIH has not yet provided a set format in a fillable form for their Other Support document, but there are

online examples, or SciENcv may be used. Please note that NIH updated their Biosketches and Other

Support documents on May 25, 2021, so please be certain to use the new format. Please note that NIH

is planning to update their format for Biosketches again January 25, 2022.

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Overhead: See Indirect Rate.

PAPPG: The PAPPG is the manual for completion of NSF applications and management of NSF awards. The

Proposal & Award Policies & Procedures Guide contains instructions for completing all NSF

documentation for proposals, however, if a solicitation includes details that are contrary or in addition

to any instructions in the PAPPG, the solicitation instructions will always take precedence. The PAPPG is

updated annually to reflect current NSF regulations and will govern the proposal process as well as the

post-award reporting and invoicing procedures.

PHS 398: Many NIH and AHRQ applications will include supplemental documents in addition to the SF 424. These

supplemental documents mostly come from PHS 398. These documents will be completed online by the

Contracts and Grants Pre-Award Officer using ASSIST or Grants.gov.

PI (Principal Investigator): The PI is the lead investigator for the project. The PI will be responsible for completing the proposal for

funding as well as working with the Post Award Business Officer to complete all required reporting. The

PI will generally supervise GRAs and work with other investigators on completing all deliverables and will

be the point of contact for the funder on any questions they may have regarding deliverables, reporting,

and invoicing. The PI is also responsible for the IRB process for any proposals involving human subjects.

Preliminary Data: Some NIH solicitations require the inclusion of preliminary data to demonstrate the potential value and

feasibility of the research. This data may be collected from a pilot study or from a small study that is

being incorporated into a larger project. Not all NIH funding mechanisms require preliminary data, but

most will allow it. Additional details and advice on strategically using preliminary data and incorporating

it into a proposal can be found here.

Program Officer: The Program Officer works for the funding agency and is there to provide support throughout the

proposal and review process. NSF lists their Program Officers according to the different Directorates

and NIH has them divided according to Institutes. IMLS and NEH assign Program Officers on a project by

project basis, but tend to keep them working on related topics (for example, usually the same Program

Officer will work on multiple library projects for IMLS, and different Program Officers will be assigned to

museum projects). Solicitations usually list the name and contact information for the appropriate

Program Officers. It is highly advantageous to reach out to the Program Officers for any programs you

intend to apply for. The Program Officers will often review brief descriptions of projects and provide

input on whether or not it will meet the goals of the solicitation and may suggest other options for

funding opportunities that may be more in line with a project.

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Project Description or Research Strategy: This is the technical proposal or the scientific proposal portion of a proposal package. This will be the

portion that the PI will typically spend the most time completing. The solicitation will include any details

in terms of required content and page limitations. Most Project Descriptions are limited or 15 pages for

NSF, and 12 pages for NIH, and may specify the need to include Broader Impacts, Intellectual Merit,

Specific Aims, and Preliminary Findings. The solicitation will include any of these requirements and will

refer the investigator to the general rules required for submission (usually a master document on the

NSF, NIH, NEH or IMLS website). Private or Non-Profit funders may include all details for the Project

Description in the funding solicitation or may also refer the investigator back to their website to a

master document or the FAQs.

Project ID: The Project ID is the number that will be assigned by OSR once a Notice of Award (NOA) is received.

Once the Project ID is set, the SILS Post-Award Business Officer will be able to set up the account for

making purchases, hiring students, etc.

Project Leadership Plan: NIH generally requires this document for any proposals with multiple PIs and recommends it for

proposals with a single PI. The Project Leadership plan will detail who is responsible for different tasks

of the proposal, including activities such as conducting interviews, leading the data analysis, supervising

graduate students, and disseminating findings. NIH provides examples and additional information in the

PHS 398 guide, as this is a PHS 398 document.

Project Narrative: The Project Narrative is typically only required by NIH, and is shorter than the abstract. It should not

exceed 3 sentences to identify the value and potential of the project. It will likely be written in a way

that the Specific Aims are touched on, since they define the goals of the project.

Project Summary: The Project Summary is typically required for NSF. This is a document that will be entered into FastLane

by being cut and pasted into boxes. Once it is pasted into those boxes and printed from FastLane, it

must not exceed one page. This is usually a close match to one page of a Word document, but on

occasion may require the omission of a sentence or two. Research.gov allows the upload of a 1-page

PDF for the Project Summary.

The Project Summary consists of three sections: Overview, Intellectual Merit and Broader Impacts.

Intellectual Merit and Broader Impacts are the two general review criteria NSF uses for ranking

proposals for funding. The Project Summary is usually the one-page representation of your project that

will be reviewed for determining if a project is a good fit, and should be written in a way that it can be

understood by a wider audience than just the NSF Directorate to which an investigator is applying.

RAMSeS: RAMSeS is the UNC program used for completing internal processing and review of proposals.

Investigators do not normally have access to RAMSeS directly, instead it is used by administrators across

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the university to complete the proposal process, monitor approvals, and if awarded, it will also be used

for tracking the award and its associated accounts. The Contracts and Grants Pre-Award Officer will

enter all required information and documentation into RAMSeS for the proposal. This will allow for the

required internal approvals. There are generally two tracks involved in any proposal submission that

take place simultaneously: internal process and funder process. The internal process is managed

through RAMSeS while the funder process will be managed through ASSIST, Grants.gov, FastLane or

Research.gov, etc.

References: The References section is the bibliography for the Project Description or Research Strategy and will be

loaded as a separate document, meaning that References do not count against page limitations for the

Project Description or Research Strategy. Generally, no page limit is set and no specific format is

required for the References section, as long as it is in an academically accepted format (APA or MLA, for

example) and that all authors are named on publications in the References section (no use of et al).

Research.gov: Research.gov is the site where investigators can track their NSF proposals once they have been

submitted. FastLane is used only for proposal submission, and once the proposal is submitted will not

be accessible using FastLane. The proposal ID and PIN from FastLane will not be valid in Research.gov,

and the proposal will show with a new ID, which will remain with it going forward (this ID will be emailed

to the PI once the proposal is submitted). From Research.gov, investigators can check the status of a

proposal, and also if necessary, make changes to a proposal that has already been submitted. As

FastLane gets phased out in 2021/2022, NSF will shift proposal submission into Research.gov. As with

FastLane, the PI is not expected to fill out any forms in Research.gov, rather, the Pre-Award Officer will

work with OSR to complete the necessary paperwork once the PI creates the proposal.

Research Strategy: See Project Description.

Results from Prior Support: NSF requires that PIs and Co-PIs include information about any NSF funding from the past 5 years,

including any no-cost extensions that fall within that window. This information is included in the Project

Description and will count against the page limit. When reporting Results from Prior Support, each PI or

Co-PI should report the award number, amount, period of support, project title, summary of results and

a listing of any publications resulting from the research. Proposers who do not have any prior support

should include a sentence at the end of the Project Description stating that no support has been

received from NSF in the past five years.

Salary (options for grant uses for faculty effort): Faculty have three options for the use of their grant funds for salary. They may use them for summer

salary, course buyout, or to offset departmental salary expenses.

Summer salary is payable for faculty on 9 month contracts, but cannot exceed 3 months of salary. Also

note that NSF has a rule that not more than 2 months of summer salary on all combined projects may

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come from them. Please keep this in mind when creating project budgets, particularly if you are

currently funded on multiple projects, or are on long-term projects. In addition, any summer instruction

or other forms of university support are included as summer salary.

Course buyout is another option for researcher salary and will need approval by SILS Leadership. A

course buyout currently costs $16,000 and will need approval at the time an award is made. Approvals

for course buyouts must be requested in advance and will be considered based upon departmental

instructional needs. Do not assume a request for course buyout will automatically be approved.

The departmental salary offset will utilize the grant funding towards payment of the faculty member’s

salary. For example, if a grant will pay 3% of the PI’s salary, but the faculty member does not want to

use the funds for summer salary or for a course buyout, they would have the option to use those funds

as a departmental salary offset.

SciENcv: SciENcv allows investigators to enter their pertinent Biosketch, Current and Pending Support, and Other

Support information once and generate NSF- or NIH-formatted documents as needed. This allows for a

“one stop shop” for creating these documents. As long as the investigator keeps SciENcv up to date, the

documents they run will be accurate, up to date, and compliant with current NSF and NIH formatting

requirements. SciENcv is the preferred option for most federal funders and allows for easier swapping

of items in and out of Biosketches and moving Pending Support to Current Support. If you need some

help getting started, there is a great (under 4 minute) video on using SciENcv.

SF 424: The SF 424 is the most common format for proposal submission in Grants.gov. The Contracts and

Grants Pre-Award Officer and OSR are very familiar with it and will be able to provide guidance as

needed. For most proposals for federal funds, the solicitation will indicate the need for an SF 424, which

will provide an indication of what items and supplemental documents will be required (Biosketch,

Current and Pending Support (NSF) or Other Support (NIH), Data Management Plan, etc.). The PI is not

expected to complete the SF 424 documents, rather, the Pre-Award Officer will work with OSR to

complete the necessary paperwork.

Scope of Work (also known as a Statement of Work): The Scope of Work (SOW) is the list of activities and deliverables for a subawardee. The SOW must be

approved by OSR at UNC as well as the Sponsored Projects Office at the other institution. The SOW

becomes the basis of the contractual agreement between the institutions and as such needs to be

detailed enough to include all the deliverables and timeline.

SILS IT Fee: SILS IT provides software licenses, desktop support, website administration, maintenance and support;

as well as other necessary resources for research staff to complete the work of the project. The cost is

calculated at $50/hour at 40 hours each project year for a total of $2,000 each project year. This fee is

mandatory for all grant and gift budgets. Requests to have this fee waived must be approved by Gary or

Tammy. If your project will be purchasing computers, servers, or other IT equipment, there is an

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additional cost for cradle to grave support for this hardware. Additional information, as well as the

complete departmental IT policy manual can be found here.

Specific Aims: NIH requires that proposals indicate a project’s Specific Aims. Typically, this will equate to three primary

goals of the research project. The Specific Aims should be specific enough to demonstrate a thorough

understanding of the research question(s) as well as a robust strategy for completing the project. These

Aims should be interrelated, but not completely interdependent. For example, for your project, Specific

Aims two and three should not be entirely dependent upon Specific Aim one. If that is the case, if

Specific Aim one doesn’t work out, there is no purpose in continuing the funding. Advice about creating

strong Specific Aims can be found here.

Statement of Work: See Scope of Work.

Subaward or Subcontract: For projects that involve researchers at multiple institutions, the options are to submit a collaborative

proposal, or to submit a single proposal from the lead institution that includes a subaward or

subcontract. Please let the Contracts and Grants Pre-Award Officer know right away if a subcontract will

be included in a project budget, and if possible, the contact information of the business officer from the

other institution who will be managing their portion of the proposal. Proposals with subcontracts often

take longer to be approved, as the legal department/OSR at each institution must approve the details.

The subcontractor must submit, at minimum, to the lead institution the Subaward Package: budget,

budget justification, Letter of Intent to enter into a subcontract, and a Scope/Statement of Work. The

Pre-Award Officer can provide additional information about this as needed.

Subaward Package: For a researcher to enter into a subcontract, either as the lead institution or as the subawardee, they

will need to complete the subaward package. This is the documentation OSR and the department will

need to review in order to approve the proposal. The subaward package is made up of the budget,

budget justification, Scope of Work (SOW) and the Letter of Intent to Enter into a Subcontract (LOI). The

investigator will work with the Pre-Award Officer to draft the budget and budget justification and will

work with the other institution(s) to assemble the remaining documents. It can take several days to get

this documentation together, as the LOI will need a signature from someone with institutional signing

authority.

Summer Salary: For faculty members on a 9-month contract, they may use external funds toward summer salary.

Summer salary may be reported as person-months, or as a percentage of effort. For faculty who are on

9-month contracts, they may earn up to 3 months of summer salary from all sources (research, as well

as teaching summer courses). Please keep in mind that NSF also caps their funding at 2 person-months

of effort from all NSF projects for each investigator per year. If being funded by NSF, an investigator on

a 9-month contract may earn up to 2 person-months from all NSF projects, and then will have 1 person-

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month of effort that may come from other sources (NIH, AHRQ, Google, Facebook, Carnegie Foundation,

Belk Foundation, etc.)

Most commonly, faculty will request person-months of effort for summer salary, but for projects that

include mostly investigators who are on 12-month contracts, such as clinical research faculty, the effort

may be reported as a percentage of effort. If that is the case, the faculty member may not provide more

than 33.3% effort. To figure the amount, it is the percentage of effort multiplied by the faculty

member’s 9-month salary. For example, if a faculty member earns $90,000 and are including 25% of

their effort on a project, that would equal $22,500.

Timeline for Completing Grant Applications: 2-3 weeks prior to sponsor deadline: Notify Pre-Award Officer of intention to submit

8-10 business days prior: FINAL Budget and Budget Justification info due to Pre-Award Officer

5 business days prior: Documents to OSR (including draft of science components)

2 business days prior: All proposal documents due + FINAL science due to OSR

The reason for the internal deadlines is that there are multiple levels of approvals and review required

before submission to the funder. Once we submit things, they need to be approved by the department,

then it goes to OSR. When OSR does their review, they look at every document to make sure we are

compliant with funder rules and regulations, and that we are not in danger of any type of potential

issues with overextending faculty time, involvement with foreign funding, improperly documented

human subjects research, patent violation, or export control violations, etc. They also have to review all

proposals from all parts of the university, so there are times when they may have many applications to

review, or may be short-staffed, holidays may come up, and various issues may introduce additional

delays.

For applications that are known to be very involved (NSF CAREER, NSF CRII, IMLS LB21, NIH T15 or those

that involve collaboration with researchers outside of SILS), please plan on extra lead time.

NOTE: The Contracts and Grants Pre-Award Officer will make every effort to submit all applications to

the funder regardless of lead time, but these timelines allow for last minute adjustments and edits

and reduce the strain on OSR. If you see an opportunity with a short turnaround time, please contact

the Pre-Award Officer to discuss feasibility of submission.

Total Direct Costs (TDC): This is the combined amount of all direct costs for a grant. This may be the amount used to figure

Indirect Costs, although Modified Total Direct Costs are used more frequently for calculating Indirects.

The budget and budget justification will normally include both the MTDC and the TDC for reference.

Some funders will list a budget amount in the solicitation based upon Total Direct Costs (for example,

total direct costs not to exceed $200,000 for a one-year award; $300,000 for a two-year award). If the

award is capped in this fashion, TDC will be used to keep overall spending below the allowable

threshold, and Indirect Costs will be figured according to the rules of the funder.

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Tuition and Mandatory Allowable Fees: Tuition and Mandatory Allowable Fees are charged to the grant for any Graduate Research Assistants.

These are students who are working in a significant manner on the project, and who have their stipend

and fringe/healthcare costs included in the personnel costs of the grant. Not all university fees are

considered allowable by federal regulation, so the Pre-Award Officer can provide investigators with

current amounts for Tuition and Mandatory Allowable Fees.

Tuition and Mandatory Allowable Fees differ from program to program, so if you are planning a budget

that includes students from multiple programs (such as a CS PhD student and an Occupational Health

Master’s student and an MLS student), they may have differing amounts to include. Please ask the Pre-

Award Officer for appropriate amounts to include, and to work with the business office of other

departments as needed for these fees for programs outside SILS.

PLEASE NOTE: If a student is hired on a project on an hourly basis, they will not receive a tuition benefit.

However, if an hourly student surpasses a set threshold of salary in a semester or a year, they will be

required to have their tuition covered by the department. Please watch the amounts very closely and

check in frequently with the SILS Post-Award Business Officer and/or Human Resources Consultant, if

your project is employing any hourly graduate students.

UNC Institutional Information: Information for the entire university, including tax identification numbers, DUNS, as well as current

fringe and healthcare rates can be found on the UNC Information Sheet. The most current version of

that can be found here: Information Sheet - UNC Research.