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Handbook for Research & Sponsored ActivityIn support of research and sponsored activities at the Oklahoma State University Center for Health Sciences, this handbook, known also as the Research Handbook, is designed to assist new and established investigators in the conduct of research.

Pre-Award Request Form


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Travel Form

ALL travel and conference fees which are requested to be charged to a grant MUST be pre-approved at least 5 business days prior to travel

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  • Overview of Sponsored Projects Administration

    Dawn Underwood, Vice President for Research 


    In the ten-year strategic plan for the OSU Center for Health Sciences, the University identified the following goals: 

    • Fulfilling the health care needs rural and underserved Oklahoma;
    • Producing graduates who are dedicated, effective, and compassionate community leaders;
    • Providing excellent care and health-related community service;
    • Being a leader and innovator in education;
    • Being the medical school of choice


    Many of these goals are accelerated by the research endeavors taken on by our outstanding faculty and the research administration staff assisting them.


    The Research Office strives to provide a customer-service approach to our researchers, and therefore, offers the following information, templates and forms to guide the research funding process consistently and efficiently.


    Areas of Research

  • Roles and Responsibilities

    To view a full list of OSU CHS Research Administration Staff and their contact information, please click here.

    Are you not sure who you should contact? Click below for a quick look at the primary functions of each administrative section.


    Functional Chart


    Organizational Chart

  • Pre-Award Administration

    Jonathan Myers, Director 


    Pre-Award Administration provides support to faculty in the preparation, review, submission and acceptance of all sponsored projects at OSU-CHS.


    For further information, visit the Pre-Award page found here.


    Pre-Award Process 

    Individual faculty may not directly submit a proposal to a funding agency. Pre-Award Administration serves as the AOR for official submission.

    1. Find a Funding Opportunity

      1. The first step in the proposal process is to a locate a funding opportunity. The funding opportunity is the “advertisement” by the sponsor agency for applications to be submitted. These usually include instructions, forms, and other information on the application they want. Funding opportunities can be found in several locations. OSU-CHS offers Funding Institutional to the faculty and staff to search for funding opportunities and further resources can be found at the OSU-CHS Medical Library website. There are additional, external websites to search for opportunities:


    • National Institutes of Health
    • GrantsNet (DHHS)
    • NIH
    • NSF
    • CDC
    • HRSA
    • Defense Advanced Research Projects Agency
    • (DARPA)
    • Congressionally Directed Medical Research
    • Programs
    • ProposalCENTRAL
    • Alzheimer’s Association
    • American Heart Association
    • American Diabetes Association
    • American Cancer Society
    • Juvenile Diabetes Research Foundation
    • International
    • Robert Wood Johnson Foundation
    • Oklahoma Center for Adult Stem Cell Research
    • (OCASCR)
    • Oklahoma Center for the Advancement of Science and Technology
    • The Foundation Fighting Blindness
    • Susan G. Komen FoundationPresbyterian Health
    • Foundation (PHF)

    Once a Funding Opportunity is located, PI eligibility will need to be confirmed for the sponsor and OSU-CHS. The OSU-CHS Principal Investigator Guidelines can be found here.


    2. Submit Pre-Award Request Form

    The Pre-Award Request Form has all the information on the project you are planning to submit: title, due dates, sponsor, etc. This form should, ideally, be submitted at least 14 business days prior to the due date of the application. Once the form is submitted, the pre-award office will contact you to set up a proposal kick off meeting.


    3. Develop Proposal

    After the proposal kick-off meeting, the pre-award office will supply you with templates and forms for the application. The pre-award office will assist in the creation of the budget and budget justification along with ensuring other required documents meet agency guidelines. Budget and budget justification templates can be found at the links provided. Current rates can be found on the Pre-Award Administration.


    4. Routing

    Routing is the process of obtaining institutional review and approval for the application. This is done through Cayuse. A finalized budget, budget justification, and draft statement of work are required for routing. Other documents may be required, depending on the submission. Documents for routing should be received at least 7 business days prior to submission. Once the application goes into routing, you will receive an email with instructions to complete the Cayuse approval process.


    5. Final Documents

    Final submission documents should be sent to the pre-award office at least 2 business days prior to the submission deadline. This gives the pre-award office the opportunity to review and approve the documents before submission. Many agencies require Data Management Plans with submission. OSU-CHS offers resources found here for creating these documents.


    6. Submission

    Individual faculty may not directly submit a proposal to a funding agency. Pre-Award administration serves as the AOR and signing official for official submission. Once the application is submitted, the pre-award office will send a confirmation email to the PI.


    7. Award Acceptance

    When a notice of award is received, the pre-award office will process and execute the award. At this point the award is handed off to post-award to have an account set up and the project can be expensed and completed.


    8. Post-Acceptance Activity

    Pre-Award also assists with subaward creation and execution along with other project changes that require sponsor approval.


  • Award and Contract Negotiations



    The Director of Award and Contract Negotiations works with CHS Office of Legal Counsel to resolve concerns and legal issues on all CHS sponsored programs and research-related agreements prior to final approval and signature by the Vice President for Research. Such agreements include Confidentiality Agreements, Research Collaboration Agreements, Clinical Trial Agreements and other Contracts for Research, Extension or Training.


  • Post-Award Administration

    Michael Sauer, Director


    Post-award administration of sponsored research typically is primarily involved with financial management, allowable costs, cost sharing, sub-award agreements, audits, and project close out procedures.


    For further information, visit the Post-Award page found here.


  • Compliance

    Amber Hood, Director


    Cayuse is now implemented for use with IACUC and IBC. Please click here to submit through Cayuse.


    For further information regarding each area of compliance, please click the respective link below.

  • Clinical Research

    Candida Barlow, DIRECTOR


    Reference information and how to find clinical trials can be found by clicking here.


    If a PI plans to submit an application that includes a Clinical Trial, the Clinical Trials Pre-Award needs to be completed and can be found here. This needs to be submitted at least 4 weeks prior to the submission deadline. Clinical research documents for review can be sent to This includes protocol, consent, lap and IP manual, CTA, budget, and any other documents provided by the sponsor the clinical trial.


    Stipend cards are used for clinical trials. A website can be found here to submit an online request form to activate a stipend card account for using during the clinical trial.


    Please use your OKEY login to access the SharePoint repository of Clinical Research Policies.

  • Training Requirements

    Please review and complete the Training for New Research Faculty


    For all faculty with research-related employees, please find the New Employee Safety Checklist as a reference for requirements.

  • Industry and Intellectual Property

    Industry funding must be handled with separate agreements based upon the partnership. Please discuss with the Research Administration regarding what type of agreement is appropriate.


    Sponsored Research Agreement template 


    Research Services Agreement template


    IP Policy Waiver Request template


    The Office of Technology Commercialization, housed on the Stillwater campus, is available to provide individualized assistance when intellectual property is being developed. This team can assist with intellectual property protection, industry partnerships, and venture capital funding.


    Further information on current OSU Center for Health Sciences partnerships can be found here.

  • Medical Student Research

    Matt Vassar, Director


    Please refer to the following links for further information regarding medical student research.

  • Additional Resource Links
  • Frequently Used Information

    Authorized Official:

    Vice President for Research  


    Cognizant Federal Audit Agency:

    Office of Naval Research

    800 N. Quincy

    Arlington, VA 22217

    (703) 696-7742


    DUNS Number: 606192896

    FEI/EIN: 73-1383996


    NIH IPF Code: 688801

    NSF Institutional Code: 5300009087

    NAICS Code: 611310

    Cage Code: 1LC34
    Federalwide Assurance Number: FWA00005037

    Animal Welfare Assurance: A3679-01

    USDA Certificate: 73-R-0019

    Type of Institution: Comprehensive, Public, State University

    Tax Exempt Status: Nonprofit, state agency exempt under section 115(a)

    Congressional District: 1st (OK-001)

    State Senate District: 11th

    State House District: 73rd

    Tax Exempt Permit

    Workers’ Compensation Certificate

    OK Secretary of State Registration

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