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.
- Overview of Sponsored Projects Administration
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.
- Roles and Responsibilities
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.
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
- 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)
- Defense Advanced Research Projects Agency
- Congressionally Directed Medical Research
- Alzheimer’s Association
- American Heart Association
- American Diabetes Association
- American Cancer Society
- Juvenile Diabetes Research Foundation
- Robert Wood Johnson Foundation
- Oklahoma Center for Adult Stem Cell Research
- 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.
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.
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
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
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 ClinRes.Regulatory@okstate.edu. 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
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.
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
- Additional Resource Links
- Frequently Used Information
Cognizant Federal Audit Agency:
Office of Naval Research
800 N. Quincy
Arlington, VA 22217
DUNS Number: 606192896
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