Join us at our upcoming
HS SPPO Training Sessions!
May 10 - HS SPPO Orientation & Refresher 10:00-12:00 - Leichtag 2A05
May 17 - NIH Nuts & Bolts 10:00-12:00 - Leichtag 2A05
May 23 - HS SPPO Orientation & Refresher and NIH Nuts & Bolts 1:00-4:00 - CTF A-101 (Hillcrest)
Institutional Information for Health Sciences Fellowships & Faculty Scholarship Awards and for Acceptance forms:
Grants/Contractual Official, Administrative Official, Institutional Signture, etc.:
Financial Official/Fiscal Officer: (Note: mail code & other information is for OPAFS)
Rachel # Cook, Senior Grant Analyst
Health Sciences Sponsored Project Pre-Award Office (HS SPPO)
University of California, San Diego
9500 Gilman Drive, MC 0742
La Jolla, Ca 92093-0742
Tel: 858 822-4344
Fax: 858 822-0834
Donald Larson, Asst Vice Chancellor/Controller
Office of Post Award Financial Services (OPAFS)
University of California, San Diego
9500 Gilman Drive, 0954
La Jolla, CA 92093-0954
Tel 858 534-0336
fax 858 534-6867
|Media Contact or Publicity:||Technology Transfer Official:|
Debra Kain, Director
Health Science Communications
University of California, San Diego
9500 Gilman Drive, MC 8230
La Jolla, CA 92093-8230
Tel: 619 543-6202
Fax 619 543-5423
Dr. Jane Moores, Asst Vice Chancellor
Technology Transfer & Intellectual Property Services
University of California, San Diego
9500 Gilman Drive, MC 0910
La Jolla, CA 92093-0910
Tel: 858 534-5815
Fax 858 534-7345
UCSD is a 501(c)(3) non-profit corporation, owned by the State of California, and is a public/state controlled institution governed under the Board of Regents.
UCSD's DUNS # 80-435-5790
UCSD Taxpayer ID # (TIN) 956006144
UCSD NIH Entity ID # (EIN) 1956006144A1
AAALAC Accrediation Date 2/18/2011
Fellowships / Faculty Scholarship Awards Process
Health Sciences Postdoctoral and Faculty Scholarship Applications, Pharm:D. Applicants, Dual Degree applicants (MD/PhD and Pharm:D./PhD), and NIH LRP applicants
- Please note: The Office of Graduate Studies (http://ogs.ucsd.edu/Pages/default.aspx) should be contacted for Predoctoral fellowships for Ph:D. single degree students enrolled through OGS.
Rachel Cook signs as Institutional Official and/or Contract and Grant Officer as well as signs on behalf of Donald Larson when a Fiscal Officer's signature is required. Additionally, she signs as the official representing IRB and IACUC officials on agency form pages requiring signature. Melanie David signs in Rachel's absence and Gene Hasegawa signs on behalf of Donald Larson.
For Biohazards or Lab Safety Certifications contact Theresa Hull in EH&S 858 534-5366, assistant to Brenda Wong, the Biosafety Officer for a certification letter. Note: EH&S requires several days lead time.
Minimum requirements for institutional level signatures:
- A copy of the application & a copy or URL link to agency guidelines should be emailed or sent to Rachel at least 5 working days prior to submission.
- Electronic copies are preferred to paper. The research text may be in draft format.
- Applicants using Proposal Central can grant Rachel on line view access to their application, and do not need to print or email application copies.
- The hard-copy original signature page, with original department level signatures must be delivered to Rachel's office for signature. All department-level signatures (mentor, chair, etc) must be acquired prior to bringing applications to Rachel Cook for signature.
- Not required: UCSD numbers, RES Forms, PI Assurance Forms, Conflict of Interest Forms, PI Exception Forms, UCSD numbers, and internal budgets are not required for fellowship/scholarship applications.
What is being reviewed: Institutional information for correctness, agency policies, terms and conditions, any required budgets but only to the extent the budget conforms to agency requirement and departmental policies, evidence the department business office and the faculty mentor or sponsor are aware of and support the application.
The Department business office and faculty mentor are responsible for ensuring the applicant meets the agency's eligibility requirements. Any eligibility statements required by the funding agency must be signed by the department chair. Rachel will sign on behalf of the institution, if the agency requires, but only after the chair has first signed the statement.
Budgets: many fellowship applications are awarded by formula, but some agencies provide an institutional or supply allowance. The expectation is that those funds will be used to support the fellow's health insurance first. However, individual departments may allow the other use of the funds for supplies, etc., in consultation with the faculty mentor, provided the fellow's health insurance will be covered by other sources.
- Important Note: Under the University's federally negotiated indirect cost rate agreement, indirect costs are not requested in fellowship applications, even when the agency allows for indirect costs, and should not be budgeted.
Various Agency Electronic Application Systems
eRA Commons & Grants.gov: NIH F32, F31, & F30 Individual NRSA Fellowship Applications
For more information on NIH Individual NRSA Fellowship Applications, please go to this section of the HS SPPO Wiki: HSSPPO:Fellowships_FacultyScholarshipAwards/NIHNRSAFellowships
Grants@Heart Time: *American Heart Association (AHA) Applications*
The HS SPPO internal deadline for the January 10, 2012 deadline are as follows:
- Initiate application in AHA online submission system and select Rachel Cook as the Grant Officer and Donald Larson as the Financial Officer. Once you initiate your application and select Rachel as the Grants Officer, she will be able to login and view your application;
- 1/3 at 8:00 AM, complete online forms and budget for initial review;
- 1/6 at 8:00 AM, Postdoc Applications should be complete and all files uploaded into the system. Email Rachel that the application is ready for final review;
- 1/9 at 8:00 AM, Postdoc Applications should be finalized and released to Rachel for submission (submit to Grants Officer).
Any finalized application received on the due date cannot be given a guarantee that it will be successful submitted by the deadline. Though the deadline for AHA is stated as 11:59 PM, everything must be received and submitted no later than the close of business on that day.
Proposal Central: Various *Applications Submitted through this Portal*
Applicant should choose University of California, San Diego - Health Sciences for the institutional name. This can most easily be found by searching on city & La Jolla (not San Diego). (Grant applications will use The Regents of the University of California, San Diego).
Do not use any other versions of the University name which might appear. Once the applicant has started an application, he or she should grant both Rachel Cook and the department fund manager view access in Proposal Central. Fund managers may require an applicant to grant the fund manager edit capabilities.
Note: regarding CDMRP (DOD) applications. They will not accept late applications, so please plan in advance for an early submission. Unlike NIH, CDMRP will not postpone or delay deadlines due to natural disasters or server problems. The onus is on the applicant and they expect applications to be submitted early.
Education Grant Agreements in support of a Resident or Residency Programs
These are agreements from industrial sponsors, such as pharmaceuticals. Agreements should be forwarded to Rachel Cook for review and acceptance, and any negotiations with the agency regarding terms and conditions.
Once a fully executed agreement has been received back from the sponsor, the department prepares a Gift Acceptance UDEV 100-6 and a 700-U, and sends it with the signed agreement to the Gifts office.
NIH Loan Repayment Programs (LRP)
The NIH Loan Repayment Programs (LRP) is not a fellowship program as such. If an applicant is selected, NIH will make payments for educational loans directly to the lender on behalf of the applicant. The applicant applies on line with the NIH LRP program, but must designate an institutional official or administrative officer for certifying the applicant's institutional salary and commitment to research. Rachel Cook serves as the Institutional Official for all UCSD Health Sciences NIH LRP applications. General Eligibility Requirements: All eligible researchers and scientists, including women, individuals from underrepresented groups, and persons with disabilities are encouraged to apply for loan repayment. The general eligibility criteria applicable to all five extramural LRPs are listed on the following link: http://www.lrp.nih.gov/eligibility/eligibility_of_individuals.aspx. Apply online today! https://www.lrp.nih.gov/OASSecurity/apply.aspx. LRP wesbite for more information:http://www.lrp.nih.gov Facebook page: http://www.facebook.com/nihlrp.
Where do you go if HS SPPO will not be submitting your application?
Predoctoral (Ph:D.) Fellowships Faculty Scholarship Awards Applications are signed by Dr. Kim Barrett, Dean of Graduate Studies. Applicants and departments should contact Zoe Zilizk Michel, the Graduate Fellowships Faculty Scholarship Awards Advisor, x22938 or email@example.com. Applications for MSP (M:D./Ph:D) students enrolled in Medical Education are handled by Rachel Cook, the same as Health Sciences Fellowships Faculty Scholarship Awards/Scholarship applications.
General Campus Postdoctoral Fellowships & Faculty Scholarship Awards Applications: if the prospective fellow's appointment will remain in the General Campus department, the application should be handled by Research Affairs. Contact Jennifer Oh, in Research Affairs x46632 for details.
How to Obtain an IFOPAL
Fellowships Faculty Scholarship Awards and Scholarship Awards, and Educational Grant Agreements
Most agencies will require the fellow to formally accept an award. Some agencies have formal contracts or agreements which also must be signed by an institutional official, either a fiscal officer, a contract and grant officer, or administrative official. Award documents should be taken or sent to Rachel Cook for review. Rachel will sign on behalf of the University. Because many private funding agencies now include patent clauses and other problematic terms and conditions, it is important that award documents be reviewed before the fellow and/or the institution signs and accepts a fellowship agreement. In some cases, award terms will need to be negotiated with the sponsoring agency prior to formal acceptance of the award.
How to obtain an IFOPAL for said awards
Departments are responsible for submitting documents to the appropriate central campus office to obtain an IFOPAL. Depending on the source of the awards, there are three possible routes:
Private Agencies, including for-profit agencies: a Gift Acceptance Form UDEV 100-6 available at http://www-er.ucsd.edu/giftprocessing/default.asp should be completed and submitted to the Gifts office, along with a copy of the award documents, agency guidelines and/or terms, and a copy of the application. Additional documentation may be required, such as a signed 700-U PI Economic Interest Statement. The Gifts office will request a fund index from OPAFS which will then administer the award. Any fiscal reports required by the agency should be coordinated with and submitted through OPAFS.
Federal Agencies, such as NIH or DOD Army CDMRP awards: Award notice should be sent to directly to OPAFS. Any fiscal reports required by the agency should be coordinated through OPAFS. Any fiscal reports required by the agency should be coordinated with and submitted through OPAFS.
UC/State Agencies are handled in General Accounting by Robin Posner. Inter-campus transfers of funds need to be sent to Robin to be translated into an IFIS IFOPAL. Any fiscal reports required by the agency should be coordinated with and submitted by Robin Posner.
Sample Fellowships / Faculty Scholarship Awards Documents
- Fellowships Faculty Scholarship Awards vs Grant Example
- Fellowships Faculty Scholarship Awards Signature Page
- Note: do NOT use this signature page unless so directed by Rachel Cook. This is not a common form that is used.
Questions regarding the fellowship, faculty scholarship, and LRP application process can be directed to Rachel Cook at 858-822-4344 or firstname.lastname@example.org anytime!