GRANT PROCESS

 

The goal of the Grants and Research Office is to help you at every stage of the grant application process, both before the grant is submitted and if successful, to help guide you through the post award process, including assistance with management and use of the funds, the accounting processes with purchases, subcontracts, and travel, hiring personnel, and understanding the IRB system. Please call (559) 499-6414 or email gro@fresno.ucsf.edu if you need assistance.

Step-by-Step Process


The following steps will assist us in assuring that the pre-award process can be completed in a short time frame while minimizing problems.

For Grants, Contracts and Subcontracts with the federal or state government or non-profit organizations:

 

1.

Identify: Find an appropriate funding agency for your project. If you need help, fill out the online request form.

2.

Assistance: Ask GRO for assistance, as early in the process as possible, if you need help with any aspect of grant writing, such as:

  • Research design

  • Data analysis

  • Facilities description

  • Budget details

  • Feedback on proposal



3.

Notify 16 days prior to deadline: Fill out Notice of Intent to Submit Grant form (MS word form) and send to gro@fresno.ucsf.edu 16 days prior to agency deadline. You will be contacted to review the grant instructions, forms and all associated project information immediately. 
The form requests:

    • Title of Project

    • Funding Agency

    • Deadline

    • Budget and proposal information


    The GRO office must be contacted no later than 16 business days prior to the funding agency deadline. If this deadline is not met, a Request to Waive form (MS word form) signed by Department Chair and Associate Dean must be obtained by the faculty member. Optimally, the GRO office should be contacted two months prior to deadline for full assistance.

4.

Submission to funding agency: All grants and contracts must be submitted to UCSF Contracts and Grants 5 business days before the agency deadline – no exceptions. If you do not require any assistance with the grant application, you may submit it to UCSF Fresno GRO 7 business days prior to the deadline for preparation of internal paperwork, and receipt of appropriate signature.  Most funding agencies will not review an application without these signatures.

 
5..

Institutional Review Board information: For most UCSF Fresno projects, the Community Regional Medical Center IRB will review the application and once approved, it will be registered with the UCSF Committee on Human Research. If your project is at the VA Hospital, Children’s Hospital or another location, please call GRO for information. 

Link for CRMC IRB form: http://communityforum.cmcinet.org/forms/IRBapplication.doc

 

6.

Award: If a grant is awarded, it must have IRB approval to sign the contract with the funding agency.  Many funding agencies will notify the PI two months prior the start date to start the IRB process.  It is not necessary to have IRB approval to submit a grant. 

When a grant is awarded, the funds become University property and all expenditures are subject to University guidelines and policy. UCSF will assign the funds a distinct number for use in any expenditure. The UCSF Fresno Accounting Office postaward specialist will help with understanding this process.  

 

For Clinical Trials or other projects sponsored by industry:

1.

Notify:  The GRO office must be contacted 16 days prior to the first IRB hearing of a clinical trial or project. Please fill out the Notice of Intent to Submit Grant or Contract form and email to gro@fresno.ucsf.edu. You will be contacted to review the budget and other associated project information immediately. The following documents must also be included with the Notice of Intent to Submit Grant or Contract form:                     

  • Protocol*

  • Informed Consent

  • Contract

  • Budget**

  • IRB submission date

*Some companies require a Confidential Disclosure statement before sending along protocol information. All Confidential Disclosure statements must be approved by UCSF Industry Contracts before PI signature.
**All budgets based on per subject activities must be converted to a typical grant budget with staffing effort.

2.

Negotiation: The clinical trial contract is negotiated by UCSF Industry Contracts and all documentation above must be submitted at one time before the negotiation begins.  The contract cannot be signed until receipt of full approval by the IRB.  When IRB approval letter is received, please send to GRO immediately.

3.

Contract Award:  When a contract is awarded, the funds become University property and all expenditures are subject to University guidelines and policy.     UCSF will assign the funds a distinct number for use in any expenditure.  The UCSF Fresno Accounting Office postaward specialist will help with understanding this process.