Research Handbook

Primary Point of Contact:

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 Administration 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

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

D. J. Swepston, Director

 

Proposal Preparation and Submission

Proposal preparation and submission should occur in the following order:

• PI meets with department/school head to discuss the proposed research;
• NO LATER THAN 20 BUSINESS DAYS PRIOR TO SUBMISSION DEADLINE. PI makes intent known to the Research Office by submitting the Intent to Propose Form.
• PI meets with grant manager to discuss nuances of the proposed project;
• Pre-Award Administration prepares required agency forms with university and college information
• Pre-Award Administration develops project budget;
• NO LATER THAN 10 BUSINESS DAYS PRIOR TO SUBMISSION DEADLINE pre-award administration must receive the final budget, justification and SOW. Pre-Award Administration will then initiate proposal routing for necessary college and university signatures, including institutional approval by VPR;
• PI completes technical content of the project description/narrative and provides to pre-award administration at least TWO BUSINESS DAYS prior to submission deadline;
• Pre-Award Administration submits proposal.

 

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

 

Data Management Plans

Many agencies, including NSF and NIH require data management plans be submitted with proposals. Resources for the development of this plan are below.

 

Organizational Standards

 

NIH

NSF

 

DMP Tool can be used to develop the data management plan. Use your OKEY login to access.

 

DMP Tool

Further research data information and resources

 

Conflict of Interest

Prior to routing, all faculty proposing to be PI or co-PI must complete an annual Conflict of Interest statement. Please click here for further information and to complete the form.

 

Routing Requirements

ALL proposals must be routed prior to submission. Pre-Award Administration MUST receive the following proposal documents a minimum of a week prior to submission, unless multiple colleges or cost share are involved, then the following documents must be submitted 10 working days ahead of the proposal submission deadline.

 

PI’s must provide: 

• The FINAL budget
• The final budget justification (see Budget Development for example)
• Project Summary/Statement of Work

Pre-Award Administration will prepare the routing sheet for signatures. Adobe Sign may be used for signatures. 

 

**Budget modifications will not be accepted after routing has commenced.**

 

Templates

Pre-award administrators will assist in the planning and development of the proposal budget with PI involvement guiding the necessary expenditures to implement the project description. A budget template and budget justification template are accessible below.

 

Budget Justification Template

 

Two Year Budget Template

 

 

Current Rates

• Indirect Costs
• Benefits
• FY22 Graduate Student Tuition = 20.57% (Rate Effective August 01, 2021 through July 31, 2022)
• To review OSU’s Historical Rates please click here.

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. 

 

Responsibilities and Expectations

 

PI Responsibilities:

• Understand and adhere to university, state, and sponsoring agency policies regarding the administration of the research.
• Meet the ethical and regulatory requirements for the responsible conduct of research.
• Obtain necessary certifications and assurances (e.g., human subjects protection, animal care, hazardous chemicals) to conduct the research.
• Notify the department/school any time there is a change in personnel so that appropriate forms can be processed.
• Verify personnel time and effort (monthly).
• Review monthly financial statements for verification of expenses.
• Complete reports (e.g., progress, final) required by agency.

 Department/School Support:

• Maintain financial records of project expenditures and fund code balances.
• Monitor all project expenditures to avoid deficit spending and to ensure expenditures are appropriate.
• Answer budget questions.
• Issue monthly financial statements to the project PI.

Post-Award Administration Support:

• New Fund Code Creation: When a proposal is funded, the Research and Graduate Studies Office will acquire and provide the PI an assigned fund code number. After receiving this fund code the investigators can make charges on the project.
• Subcontract Negotiations: If your project includes subcontracted services to an outside entity, the Research and Graduate Studies Office will help with subcontract negotiations.
• Project Changes: If the PI determines that project revisions are necessary (e.g., revised statement of work, budget modifications, time extensions), the Research and Graduate Studies Office will assist with contract modifications and extensions.
• Financial Oversight: The Research and Graduate Studies Office provides oversight for allowable (vs. unallowable) charges given agency and budget requirements, monitors appropriate use of purchases and initiates budget corrections.
• Audits of Project Accounts: If a project is audited, the Research and Graduate Studies Office will facilitate and serve as a liaison between the university’s Grants and Contracts Financial Administration (GCFA) Office and the auditing agency.
• Progress and Final Reports to Funding Agency: The Research and Graduate Studies Office will submit copies of agency reports (technical and financial) to the university’ Grants and Contracts Financial Administration (GCFA) Office.
• Project Closeout Procedures: The Research and Graduate Studies Office facilitates project closeout issues between the PI and the university’s Grants and Contracts Financial Administration (GCFA) Office.

Travel Requirements

 

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. Please complete and submit the travel approval form here.

 

Travel Form

 

Other Resources

Further Post-Award Resources

 

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.

• • IRB
  • IACUC
  • Research Laboratory Safety
  • Biological Safety
  • Bloodborne Pathogen Safety
  • Radiation Safety
  • Research Misconduct

Svetlana Kurklinsky, Director

 

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

 

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

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 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 Cowboy Innovations office, 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.

Matt Vassar, Director

 

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

• Student Research
• Student Research Policy
• Student Research Personnel

Oklahoma State University Policies and Procedures

 

Grants and Contracts Financial Administration

 

OSU-Stillwater Vice President for Research

Authorized Official:

Vice President for Research  

 

Cognizant Federal Audit Agency:

Office of Naval Research

800 N. Quincy

Arlington, VA 22217

(703) 696-7742

 

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