University of Delaware
Toolbox

UD Proposal Guide for Department Administrators

Proposal Tools & DataClick on subject to expand or collapse.
""Proposal Check List
To process a proposal,
Research Office requires the following items:
  1. Fully approved Webform with necessary attachments

  2. Statement of Work and/or Abstract

  3. Detailed Budget AND Budget Justification being presented to the sponsor

  4. Sub-recipient documents, including:
  5. Program Solicitation

  6. Any forms and/or sponsor certifications that require Research Office signature

  7. Conflict of Interest form must be in good standing at the time of submission (see Conflict of Interest (COI) Policy and Web COI Form)

Items 2, 3, and 4 can be attached in the Attachments tab of the UD Grants System (PeopleSoft 8.9) and will appear on the web form. (If any item is too large to be attached to the UD Grants system please use the UD Drop Box.)

Other items that can be attached to the Documents section:

  1. Any notes/information on cost sharing - please see Third Party Cost Share Documentation.
  2. Human Subject, Recombinant DNA, Radiation, and Animal Use Protocol approvals Work
  3. The full proposal
""Proposal Information Form
This form is provided as a guide to use when preparing a proposal for submission through the Research Office. Download Proposal Information Form.
""Proposal Writing Resources
""Budget Categories

Proposal budgets are itemized by budget categories. The categories map to accounts when the proposal is awarded. Use this budget category list to guide the proposal budget process.

Budget Category
Account
OSRPER
120200
OTPROF
120400
PSTDOC
120800
STPOST
120800
SRPERS
121100
PERSON
121800
GRADST
122600
GRADFL
122700
CLERK
123000
OTPERS
125200
STUWG
126000
UNDERAD
126000
FRINGE
129000
TRAVEL
130000
DOTRAV
130100
FOTRAV
130500
OTHER
140000
SUPL
140000
FOOD
145600
CONSLT
146000
SHIP
146800
PTSUBS (Participant Support Non Empl)
146100
PTSTIP (ParticipantSupport Student)
146115
PTTRAV (Participant Support Vendor)
146190
146800 CMES Ship Charges MTDC
PARTINC (Participant Incentive)
149250
REU
148100
PBLCTN
148300
TUITIO
149000
OCMNT
150000
FABCAT
153100
SUB<25
153200
SUB>25
153300
RENTAL
154200
155200 RVSHARP Operations Billings MTDC
EQUIP
160000
COMPTR
170000
FACADM
195000

 

""Standard Proposal Information
Animal Welfare Assurance Number
A3773-01
Cognizant Federal Agency

Office of Naval Research (ONR)

Linda Shipp - 703.696.8559

Congressional District
DE-001
DHHS Human Subjects Assurance Number
FWA00004379
E-mail for Electronic Award Notifications
Federal Interagency Commission on Education (FICE) Number
001431
Fiscal Officer's Title
Vice Provost for Research
Indirect Cost Agreement Date
07/01/2006
Indirect Cost Rate Type
Predetermined
IPES SID Number
1000170
Misconduct in Research, Latest Annual Report
02/07/2005
North American Industry Classification System (NAICS) code
611310
PHS Entity Number
1516000297A1
State of Delaware Organizational Code
90-01-01
University IRS Number
51-6000297
University of Delaware Commercial and Governmental Entity Code (CAGE)
015X1
University of Delaware Date of Incorporation
02/05/1833
University of Delaware DUNS Number
05-900-7500
University of Delaware Fiscal Officer
Dr. Charles Riordan
""Equipment
The Facilities and Administrative Cost-Rates Agreement defines "equipment" as an article of non-expendable tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Please direct any questions relating to this policy to your Contract and Grant Administrator.
""Rates / IDC Calculations

The University facilities and administrative cost-rates agreement pdf with the U.S. Department of the Navy is to be used on grants, contracts and/or other agreements issued or awarded to the University of Delaware by all federal agencies. The predetermined rate agreement provides the negotiated facilities and administrative rates from July 1, 2012 to June 30, 2015. This agreement also provides provisional rates effective 7/1/2015 that are in effect until a new predetermined rate agreement is executed.

""""Predetermined Facilities & Administrative Cost Rates for Fiscal Year 2013
Type of Sponsored Activity Unit Site of activity Type of sponsor Rate
Organized Research
College of Agriculture
On-campus Federal 41.0%
State 27.0%
Industry 41.0%
Off-campus Federal 28.0%
State 23.3%
Industry 28.0%
All Other Units
On-campus Federal 53.0%
State 38.0%
Industry 53.0%
Off-campus Federal 28.0%
State 26.4%
Industry 28.0%
Other Sponsored Activities (Public Services)
All Units
On-campus Federal 43.0%
State 32.0%
Industry 43.0%
Off-campus Federal 27.0%
State 24.9%
Industry 27.0%
Sponsored Instruction (Training)
All Units
On-campus Federal 51.0%
State 32.0%
Industry 51.0%
Off-campus Federal 36.0%
State 27.0%
Industry 36.0%
""""Predetermined Facilities & Administrative Cost Rates for Fiscal Year 2014
Type of Sponsored Activity Unit Site of activity Type of sponsor Rate
Organized Research
College of Agriculture
On-campus Federal 41.0%
State 27.0%
Industry 41.0%
Off-campus Federal 28.0%
State 23.3%
Industry 28.0%
All Other Units
On-campus Federal 55.0%
State 38.0%
Industry 55.0%
Off-campus Federal 28.0%
State 26.4%
Industry 28.0%
Other Sponsored Activities (Public Services)
All Units
On-campus Federal 43.0%
State 32.0%
Industry 43.0%
Off-campus Federal 27.0%
State 24.9%
Industry 27.0%
Sponsored Instruction (Training)
All Units
On-campus Federal 51.0%
State 32.0%
Industry 51.0%
Off-campus Federal 36.0%
State 27.0%
Industry 36.0%
""""Predetermined Facilities & Administrative Cost Rates for Fiscal Year 2015
Type of Sponsored Activity Unit Site of activity Type of sponsor Rate
Organized Research
College of Agriculture
On-campus Federal 41.0%
State 27.0%
Industry 41.0%
Off-campus Federal 28.0%
State 23.3%
Industry 28.0%
All Other Units
On-campus Federal 56.0%
State 38.0%
Industry 56.0%
Off-campus Federal 28.0%
State 26.4%
Industry 28.0%
Other Sponsored Activities (Public Services)
All Units
On-campus Federal 43.0%
State 32.0%
Industry 43.0%
Off-campus Federal 27.0%
State 24.9%
Industry 27.0%
Sponsored Instruction (Training)
All Units
On-campus Federal 51.0%
State 32.0%
Industry 51.0%
Off-campus Federal 36.0%
State 27.0%
Industry 36.0%
""""Facilities & Administrative
         Indirect Cost Account Exclusions
Obj Code Description
Exclusion
122700 Graduate Fellow - Non-Taxable MTDC
126300 Stipends MTDC
146100 Participant Support Non Employee MTDC
146115 Participant Support Student MTDC
146190 Participant Support Vendor MTDC
146800 CEOE Ship Charges MTDC
148800 Audit Fee MTDC
149000 Tuition MTDC
149300 Financial Aid MTDC
153100 Equipment Fabrication MTDC**
153300 Subcontract Payments > $25,000 MTDC*
154200 Rental Cost of Offsite Facilities MTDC
155200 RVSHARP Ship Charges MTDC
16xx Equipment > $5,000 MTDC
19xxx Overhead & Credits MTDC


* Overhead is calculated on the first $25,000.00 of each individual subcontract /subgrant.

** The dollar amount set for items to be added to an existing tag is $2,000 per item. Items cannot be combined to total $2,000 before it can be value adjusted to an existing tag. Also, the item cannot be a replacement part. The account for replacement parts is 150300.

NOTE: Modified Total Direct Cost (MTDC) as defined in University's current negotiated agreement for Indirect Cost and Fringe Benefit Rates with the U.S. Department of Navy, Office of Naval Research.

""""Fixed Fringe Benefit Rates for 7/1/13 through 6/30/14
Personnel Status
Rate
Faculty/Professional 34.7%
Staff 58.4%
Graduate Students 3.5%
Other (non-student miscellaneous wage and off-campus faculty) 8.0%


For agriculture 3-A accounts, use 29.0% for faculty and professional, 44.7% for salaried staff, 3.5% for graduate students and 8.0% for others.

Provisional agreement attached here.

""""Off-Campus Definition

For all activities performed in facilities not owned by the institution, the off campus rate will apply. (For all activities performed in facilities rented with institution funds, the on campus rate will apply). Grants or contracts will not be subject to more than one indirect cost rate. If more than 50% of a project is performed off campus, the off campus rate will apply to the entire project.

 

""""Salary Increments

For future years, add (see note) to the base salary for all employees, including graduate assistants on sponsored projects.
NOTE: These rates are negotiated annually.

Download Salary Reference Sheet
MS Excel  excel document    PDF   pdf document 

""""Tuition Rates
Full-time Undergraduate Students
Annual Tuition

Information on undergraduate tuition and student fees are available at the UD Billing and Collection Web site.


Graduate Students Tuition Policy

In order to achieve consistency in graduate tuition rates across programs and colleges at the University of Delaware, UD is implementing market-based tuition rates for all graduate students. More information on the UD graduate tuition policy and answers to frequently asked questions, as well as approved rates for tuition, room and board, and student fees are available at the UD Billing and Collection Web site.

""Gifts & Sponsored Agreements

There often exists a question over whether funds from a foundation or other (non-federal) organization are to be treated as gifts or sponsored awards. The two are very much intertwined. Awards may be received as either a gift or in the form of a sponsored agreement. In certain situations, a gift may be administered out of the Office of Sponsored Programs Administration, located in the UD Research Office, or jointly with the Development office; these determinations are made at the time of the solicitation/proposal.

For additional information download the documentation on Research-Related Gifts and Sponsored Agreements.""

""F.A.Q. (Proposal and Grants Management)
Follow this link to Frequently Asked Questions on Proposal and Grants.
""Data Management Plans
Follow this link for information on Data Management Plans.



Where can I locate research funding opportunities? How do I develop a competitive proposal? Where do I find the UD data I need to complete my budget? You'll find the answers here, courtesy of the Research Office. A handy proposal checklist also is provided for your convenience.

Frequently Asked QuestionsRemember, it takes time and effort to develop a successful proposal — in fact, proposal success rates average 20–33%, depending on the field. Funding agencies reject half the proposals they receive because the applicant did not follow instructions or the proposal did not match the funding program.

However, the rewards for garnering research funding can be great, enabling you to explore new frontiers, instruct your students in the conduct of research, and yield new discoveries and knowledge of benefit to society.

"" Getting started in Research at UD

"" Research Administration
      Roles and Responsibilities

"" Additional training resources


Proposal Guide F.A.Q. Click on the questions below to learn the answer.

(1) Am I eligible to serve as a principal investigator (PI) on a research proposal?""

Find the answer on our PI Eligibilty Web page.

(2) Where can I find research funding?""

A good starting point is our Funding Opportunities Web page. It includes information on the Community of Science database, which is accessible by UD employees, in addition to links to the Web sites of key federal agencies that support research. Information on limited submission opportunities, General University Research grants, and UD Research Foundation grants also is available here.

(3) I've found a research opportunity that is right up my alley. What are the next steps?""

First, familiarize yourself with UD's Responsible Conduct of Research. Compliance with UD's code of conduct, policies, and procedures is critical. If human or animal subjects, for example, would be used in your research project, you must abide by specific policies and complete specific forms and reviews as part of the proposal application. You'll find links to all of UD's policies and procedures and required forms here.

From a practical standpoint, you need to make sure you have enough time to develop your proposal and meet the agency's funding deadline. Competitive applications often reflect the input of multiple colleagues, and large, multidisciplinary and multi-institutional projects require a great deal of advance planning even before writing the proposal can begin. Keep in mind that the Research Office needs a minimum of 72 hours — three business days prior to the agency deadline — to process your proposal, or it will not be submitted to the sponsor. More background on the policy is available here.

From a fiscal standpoint, you need to know if "cost-sharing" is required by the funding agency. "Cost-sharing" refers to the University's commitment of funds, equipment, or services toward the project, beyond the funding that would be provided by the agency. Typical examples include equipment, personnel effort, and tuition. If cost-sharing is required, you need to find out if your dean would approve this cost before proceeding.

With the appropriate adminstrative approval, the next thing to do is to notify your departmental research administrator of your proposal plans. This individual works in partnership with a contract-and-grant representative in the Research Office. You can locate your department's research administrator on our Staff Directory Web page. This individual can help you learn the ropes by assisting you in the completion of required forms and in answering questions about cost rates and other details related to the development of your budget. If your proposal is for a federal grant and will need to be submitted via Grants.gov, this individual can help answer your registration questions.

(4) How do I develop a competitive proposal?""

You need to have good, innovative ideas, an understanding of the funding agency's mission and goals, and pay careful attention to the theme and requirements specified in the funding announcement. A good proposal should be compelling, understandable, well-organized, grammatically correct, and exhibit correct spelling, and it must meet the due date, formatting, and length requirements specified in the agency's guidelines.

If you've carefully read the agency's funding announcement and have specific questions about a proposal idea, consult the program officer at the funding agency for advice or clarification.

Most proposals contain common elements, such as the following:

  • A project summary that should clearly articulate the significance and innovation of the research and its expected outcomes;
  • A project description that details the goals of the project and how you will accomplish them, often including how you will evaluate the project and disseminate the research to various public audiences to meet "broader impacts" requirements;
  • References cited;
  • A budget that is in line with the award range of the funding program along with a detailed budget justification that has been developed in compliance with UD's current rates (see the "Proposal Tools and Data" sidebar on this Web page);
  • Biographical sketches of the project team; and
  • Letters of commitment/support from appropriate administrators and partnering institutions. Please note: To request a letter of support from the UD Vice Provost for Research Office, the Provost, or President, please follow this procedure:
    • • Draft the letter of support
    • • E-mail the letter to your contract-and-grant administrator in Research Office. To locate the correct staff member, see the Department Administrator directory in the Staff Directory.
    • • If changes to the letter are required, you will be notified.
    • • Research Office will shepherd the letter and proposal to the appropriate UD administrator for signature and provide a copy to you for your files.

If your proposal requires an evaluation component, an excellent resource to consult on campus is the UD Education Research and Development Center. If your proposal requires "Broader Impacts" in informal public education and outreach, contact the Research Communications Initiative in the UD Office of Communications and Marketing for advice. The office participates in selected proposals and also is aware of other units on campus who are involved in public education and outreach that may be available to assist you.

As you draft your proposal, make sure to cross-reference your content with key themes and requirements indicated in the funding announcement. Ask colleagues with experience writing winning proposals to read your draft and provide constructive criticism. You might also ask to serve on an upcoming proposal review panel for a particular agency to gain further insight into how proposals are evaluated.

Developing competitive research proposals is hard work, but the rewards can be great in terms of future discoveries. It's important not to discouraged if your proposal is not funded, but to learn from the experience and move on, for another opportunity likely lies just around the corner....

Please follow this link to Data Management Plans.

(5) My proposal has been funded! Now what do I do?""

At this point, notify Research Office, your dean, and departmental research administrator with the good news, as well as the UD Office of Communications & Marketing, which may issue a news release about your award.

You should then work closely with your departmental research administrator in establishing your research project account, or "Purpose," in UD PeopleSoft. You'll find all the guidelines for setting up the award, maintaining it, and closing it out in our online Grants Management Guide.

And while you may just be beginning your grant now, be sure to review the section of the Researcher's Toolbox on "Protecting Your Results," which includes our online Intellectual Property Guide and important policies, and tour the Technology Marketplace.

Also, don't miss the "Presenting Your Results" section of the Researcher's Toolbox for helpful advice on preparing for media interviews, developing scientific posters, presenting public lectures, garnering UD and external media coverage of your research, and more.

Remember, research is an important part of our mission here at the University of Delaware, and you have serious responsibilities as a UD research investigator. We want to make sure you are familiar with our requirements and help facilitate your research success. If you have any questions, contact us at udresearch@udel.edu. Good luck with your research!

(6) What is the difference between Post Doctoral Fellow and Post Doctoral Researcher?""

Post Doctoral Fellow Guidelines


 


The title of "Post Doctoral Fellow" is designed for people who are at the University doing research primarily as independent learners, not on assigned projects as employees; the “Post Doctoral Fellow” designation is akin to an advanced graduate student, and the IRS specifically views post doctoral fellows as non-employees.
 
While there are Post Doctoral Fellows at the University who fit this description, there are also some who currently have this designation but are not eligible under existing UD policy, IRS regulations, or visa status.  These people must be handled differently.
 
Therefore, there exists the job title of "Post Doctoral Researcher" for researchers who are here primarily to work on assigned projects as employees for a limited period of time after having obtained their doctorates.
 
The characteristics of Post Doctoral Researchers are:
•      Professional position
•      Fiscal appointments
•      Requires doctorate
•      Minimum full-time annual rate of $33,097 (effective 7/1/10)
•      Benefits will be charged in the same way as other professionals (this is a significant difference from post doctoral fellows)
•      Annual appointments, renewable up to 2 times for a total of three years; exceptions may be approved by the appropriate Dean
•      HR code information:
      •  Job code:  299990
      •  Salary plan:  272 (full-time) or 273 (part-time)
      •  Salary grade:  90
 
Questions regarding processing forms for post doctoral researchers, tax implications, etc., should be directed to HR systems administration. Questions concerning visa status should be directed to Foreign Student and Scholar Services.

Post Doctoral Researcher Implementation Guidelines


 
The position of Post Doctoral Researcher should be used when appropriate instead of Post Doctoral Fellow. The question of when this is appropriate is an academic judgment to be made primarily by the Dean in the context of the individual’s actual activities and Visa status. Post Doctoral Fellows’ primary responsibilities are comparable to those of graduate students: expanding their own knowledge, and often working with and guiding graduate and undergraduate students. The responsibilities of Post Doctoral Researchers are comparable to those of employees, where payment is dependent upon fulfilling an assigned work plan. 
 
The following guidelines should be considered by Deans making the judgments.
 
1. Individuals with H1B Visa status cannot appropriately be classified as Post Doctoral Fellows.
 
2. For U.S. citizens and for others when Visa status is compliant, such as permanent residents and those who hold F-1 and J-1 Visa status, initial appointments may be made for one year as a Post Doctoral Fellow, as long as the Dean approves that this is consistent with the expectations of the appointment. The letter of appointment should stipulate the responsibilities in a manner that is congruent with such an appointment and should be signed, or otherwise approved, by the Dean.
 
3. Beyond the initial year, Deans will determine on an empirical basis whether the appointment should be as Post Doctoral Fellow or Post Doctoral Researcher based on the actual activities of the individual. When Visa status is compliant, two years is expected to be the maximum length of time for someone to hold Post Doctoral Fellow status, unless there is continuing external funding specifically for a Post Doctoral Fellow for a longer period.
 
4. When Visa status is compliant, current Post Doctoral Fellows should be reviewed by the Dean and a judgment should be made as to whether they are appropriately classified as Fellows, or whether they should be Post Doctoral Researchers or some other classification. The timing of that review may coincide with the end of the Post Doctoral Fellow’s current funding. That is, they may continue in this classification until the end date of their current funding source, at which point the Dean should review their classification in the context of the individual’s actual activities.

(7) How do I gain secured access to the Grants system for proposal submission and inquiry?""

Send an E-mail to ovpr-access@udel.edu. Provide the following in the body of the e-mail:
Name: Employee Name
EMPLID: XXXXX
User ID:
Role Name: Identify Role Name*
Instance: FIPRD
DepartmentID (numeric):
*Access roles (indicate which one(s) needed):
Grants - Research Administrators (Proposal entry and inquiry) GM_RESEARCH_ADMIN
Grants - Proposal Data Entry only GM_DATA_ENTRY Grants - Proposal Inquiry only GM_PROPOSAL_INQ

(8) I have a Post-Doc listed in my NSF proposal budget. What should I include in my Mentoring Statement?""

The attached "Sample" Mentoring Statement is not meant to be used as a UD standard but is meant to be used as guidance to assist faculty in meeting the NSF proposal requirement.

(9) I am preparing a NIH application that involves human subjects and I see there is an entire section of the Research Plan that is devoted to Human Subjects. What should be addressed in this section?""

In this section, you’re required to address three areas: inclusion of human subjects, inclusion of women and minorities, and inclusion of children. Please see the attached document for details on this section of the Research Plan.