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- 1-2 months – Notify Ida of a potential funding opportunity that you will be applying to or will be a collaborator on. At minimum, the date will be noted and any initial planning can move forward as needed.
- 3 weeks – Development of budget, looking at all the requirements of the RFP, coordinating between any collaborators or co-PIs.
- 7 days – Budget is finalized
- 4 business day – OSP requires a at least 4-business day lead time that a PI is going to apply to a proposal. We will need to submit a PRF (Proposal Review FormFP (a proposal review form) through the university’s UT Research Management System (RMSUTRMS). Ideally, this is done a few days before to allow enough time for OSP to review. If we need to catch any errors or adjust, then this extra time is helpful.
- 1-0 days – Submission! If possible, the recommendation is to submit at least one day before the proposal deadline, so that if any revisions or corrections need to be made, there is enough time to do so.
- Please note that if UT Austin will be a sub-award to another institution, timeline will be moved up a least a week.
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- Reviews rules and regulations for each sponsor and funding opportunity and program announcement.
- Develops budget with researcher and coordinate what proposal documents will be needed for proposal submission. Create budget and budget justification which you will review and make final edits if needed.
- Can coordinate with subaward for proposal materials
- Prepare grant application via the electronic submission portal for each sponsor and upload the requisite documents as needed, though PI can do so if preferred. We track and retain copies of documents for internal records, so please forward any final applications or budgets for submissions not submitted by iSchool.
- Create a PRFFP in UTRMS, which always will require these items before being submitted to OSP. The PRF FP that is submitted serves as our notification to OSP that we will require their services.
- Detailed budget
- Budget Justification
- Statement or scope of work – this does not need to be elaborate, mostly just a paragraph or so of the work you intend to do. Can use project summaries or description from the proposal application as well.
- Any consultant letters of commitment
- Subaward materials: 1) Budget, 2) Budget Justification, 3) SOW 4) Institutional letter of commitment
- Prepare with you budget revisions based on funding or award terms, if necessary
- Prepare and coordinate with you on consultants – Setting up agreement or purchase order, and then later, upon completion, coordinate payment to consultant
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- Rates are based on approved salaries for the fiscal year and are derived from the University approved pay plans for the job categories. In accordance with UT Austin budgeting practices, salary rates are escalated by 3% in subsequent years.
- Faculty are budgeted using their 9-month institutional base salary. This rate is extrapolated to a 12- month rate for calculations for summer months.
- Staff are appointed using their 12-month salary rate. Generally, if the scope of their work is meant to be covered by the F&A rate, they should not be budgeted. If you intend to hire an individual as a staff member, we can use a TBD rate.
- Postdoctoral fellows are appointed using their 12-month salary rate for the calendar year. At this time, we are using a $54K - $56K annual base.
- GRAs are appointed depending on semester usually. iSchool does not yet have an official rate but we are basing PhD rates at a minimum of $30K $31K annual ($2500 $2583 monthly). Masters GRA rates are set between $24K - $27K. A full-time GRA is considered to a 20-hour per week GRA. Part-time is 10-hours per week.
- Hourly employees and research assistant can be used, depending on the scope of work. If you want to hire a student has an hourly worker, they must not do work that is contributing to research. Here is more information as to what is acceptable for non-academic student employment. Please refer to this link for academic student employee rules.
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- The university has current federally negotiated fringe rates, with a 0.5% escalation for the start of each future fiscal year. Fringe rates are applicable to any full time faculty or staff and GRAs. Current FY 2122-22 23 fringe rates are 30.09% 30% for full time benefits eligible employees. More information on UT Austin fringe guidelines are here.
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Course Release – Requires approval from Dean Meyer and ADE . before proposal is submitted, email request and record is acceptable See attached policy.
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If voluntary, this is generally discouraged. Requires Significant cost share resources beyond PI effort requires approval from Dean Meyer BEFORE before proposal is submitted, email request and record is acceptable. iSchool faculty are allowed to cost share up to 25% of effort per year.
Limited Submissions - https://research.utexas.edu/find-funding/limited-submission-programs/
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IRB – If your project requires human subjects, a IRB application must be approved before spending can occur. It is the PI responsibility to complete any IRB applications, which must be approved before work can begin. Some funding agencies require some sort of documentation at the time of review (NSF). You can always submit an application even if you don’t know whether this will be funded, especially if the will need participant expenses at the beginning of the project. https://research.utexas.edu/ors/
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