Proposals Not Eligible for DRA Support

If a proposal is not eligible for DRA support, the PI/research team can proceed with the proposal submission with approval from the Department Chair, Research Dean, and College Finance.  The following elements are required to be eligible for institutional submission:

Complete and fully approved Cayuse SP record:

• Sponsor solicitation, guidelines, instructions – upload to “Proposal Attachments”
• Final and complete sponsor application package
• Detailed Budget and Budget Justification, regardless of sponsor budget requirements
• All PIs and Co-PIs meet VU PI eligibility requirements (see Principal Investigator Status on Sponsored Projects policy in the VU Policy Library) 
•  Approved Principal Investigator Exception Request Form is uploaded to Cayuse SP record, if applicable
•  All Key/Senior personnel are in compliance with:
  • CITI trainings
  • FCOI disclosure
  • IP Assignment
• If proposal will include Subaward(s) – the following is uploaded in Cayuse record
  • Statement of Work
  • Detailed budget broken out by year, including fringe and F&A rates
  • Detailed budget justification
  • Villanova Subrecipient Commitment Form , with the subawardee’s institutional sign-off
  • Rate Agreement
  • Facilities, Other Resources, Equipment
  • All documents as required by the sponsor per guidelines and notice of funding opportunity
• Detailed instructions for AOR submission are included as NOTE in Cayuse record (if AOR submission is required)
  • Confirmation that AOR is registered in system to submit 
  • If AOR signature is required, what documents require signature and where?
  • Where do they have to be signed?
  • NOTE: If any other signatures are required, obtain those prior to sending to OG&C.
• If submission through Cayuse S2S or sponsor portal is required (ex Research.gov, NSPIRES), the system may indicate that there are Errors or Warnings. 
  • Errors: Clear all errors before notifying OG&C to submit
  • Warnings: Confirm that warnings can be disregarded and will not impede submission 

ADDITIONAL REQUIREMENTS

• If sponsor is Military, include the Fundamental Research Determination letter in the proposal
• If sponsor limits the number of proposals per institution, upload confirmation to submit from Vice Provost for Research (VPR) to the Cayuse SP record. See Limited Proposal Submission Approval Process for more information.
• If required by NSF per the funding opportunity, upload the NSF Safe and Inclusive Working Environments Plan Off-Campus or Off-Site Research: Project Specific Plan.  Indicate if the plan is to be included in the proposal, ex subaward package if VU is not the prime.
• If the proposal is in response to the acceptance of an LOI/Pre-Proposal, invitation, cost proposal request, attach relevant previously submitted document(s) and sponsor notification(s). 

COMPLIANCE REVIEW

Once a Cayuse SP record has been fully approved and the status is “ORA Received” contact ResAdmin@villanova.edu to request the compliance review.  Any issues identified during the compliance review will be directed to the Lead PI and the Cayuse “Proposal Owner” as named in the Cayuse record.  Proposals are not eligible for submission until all compliance issues are resolved.  Compliance reviews may take up to 24 hours.  Plan accordingly. 

AOR SIGNATURE

If there are documents that require AOR signature:

• Email ResAdmin@villanova.edu with the Cayuse SP record #
• Attach the FINAL version of documents requiring AOR signature
• Include detailed instructions about the documents (ex. page # of signature block, etc)

AOR will sign once Cayuse record status is “Assigned to ORA Reviewer” and compliance conditions have been met.

NOTE: If any other signatures are required, obtain those prior to sending to OG&C.

PROPOSAL SUBMISSION

If AOR submission is required and when the proposal is final, contact ResAdmin@villanova.edu, with detailed instructions of the submission process.  Once submitted, OG&C will update the Cayuse SP record status to “Submitted-No Review.”

If AOR submission is not required, contact ResAdmin@villanova.edu with submission confirmation from sponsor (if received) and final full proposal as one merged document.  OG&C will update the Cayuse SP record status to “Submitted-No Review.” 

If, after submission, a system generated error or warning is received, the PI(s) and Proposal Owner are responsible for addressing and resolving.  NOTE: If the proposal is submitted on the due date, opportunities to correct system generated errors are limited, so the proposal may not be able to be submitted.

ADDITIONAL INFORMATION:

• Proposals that are not prepared by the DRA will not receive an SRA review.    
• Subaward vs Contractor checklist will be completed by OG&C only if the proposal is selected for funding. If the external collaborator is not categorized correctly in the proposal, a budget revision may be required.