See Administrative Procedure AP 12.401 for more information. Principal Investigators
Fiscal Administrators
Chancellor / Dean / Director/ Chairperson
Office of Research Services
As UH’s authorized organizational representative (AOR), ORS is responsible to conduct final institutional review of all extramural proposals prior to submission to the sponsor. Any complete proposal submitted to ORS with less than five (5) business days for review will be considered a late submission.
If an award is made based on a late submission, the PI’s unit will be responsible to cover all costs incurred by UH as a result of any proposal errors. Such costs may include cost sharing commitments or the covering of unallowable commitments of UH resources.
PROPOSAL SUBMISSION
Expand the items below for more information on each step in the proposal submission process.
= Must be completed for all proposals = Must be completed if applicable to your proposal
Proposals for extramural funding are required to be submitted to sponsors through ORS as UH’s authorized organizational representative. To forward a proposal to ORS for review and subsequent sponsor submission, a proposal development record (PD) must be created in myGRANT, UH’s central extramural proposal and award system. The complete and fully approved PD must be received by ORS at least five (5) business days prior to the proposal submission deadline. Expand the items below for documentation required if your proposal includes the indicated item.
The following must be attached to your myGRANT PD for each subaward contemplated in the proposal: Notes: For internal collaborations, PIs must negotiate and obtain agreement from all parties on the Research Training and Revolving Fund (RTRF) credit split, and enter the credit split in the myGRANT proposal development record. Full workflow approval will become formal documentation of the credit split for RTRF fund allocation purposes. All External Collaborations The following must be attached to your myGRANT PD if the proposal includes external collaborators: Foreign/International Collaborations In late 2017, the United States (US) government announced its dedication to promote and protect US research and innovation from the risk of illicit appropriation and theft by foreign competitors. While UH encourages international collaboration, it is important for investigators to be transparent about their foreign relationships and activities. Accordingly, if your proposed project involves foreign/international collaboration, the following are required: See Foreign Influence in University Research for more information. A completed SFI/COI Disclosure Form must be provided for every subrecipient or external collaborator who will be a co-investigator on the project if the subrecipient or external collaborator: If you are submitting a proposal for Small Business Innovation Research (SBIR) or Small Business Technology Transfer (STTR) funding, the following guidelines apply: Implementation of a conflict of interest management plan may be required when these guidelines are inadequate, and will be determined on a case-by-case basis. Questions related to SBIR / STTR proposals should be directed as follows: The UH Office of Innovation and Commercialization (OIC) or the UH Office of Technology Transfer (OTT) should be consulted as soon as possible if your proposal will involve any of the items below. Expand the indicated item for process and/or other information. If your proposed project has a deliverable or the potential to result in a new invention or novel technology, such as a new product, device, plant, software, website, material, compound, research tool or improvements to existing technology, please contact OTT at the proposal stage. They will work with you to determine next steps which will speed up the process from award acceptance. If your proposed project involves the use of pre-existing intellectual property, such as inventions, copyright works, patent pending inventions or proprietary materials, please notify OTT at the proposal stage. They will work with you to put protections or permissions in place, if needed. If your proposed project contemplates the exchange or sharing of confidential or proprietary materials between UH and a third party, please notify OIC at the proposal stage. They will work with you to determine whether a material transfer agreement (MTA) or a non-disclosure agreement (NDA) may be required. If required, OIC will obtain relevant information, then negotiate the MTA and/or NDA directly with the third party and follow through to execution. More information on MTAs and NDAs may be found here. Once the proposal is in its final stages, it should be reviewed for the following:
A quick reference of institutional information for extramural proposal submission is posted here. Some important items to check are that the applicant name is “University of Hawai‘i”, and not a specific campus name, and that the correct DUNS number is being used. Once the federal government transitions from DUNS numbers to a Unique Entity Identifier (UEI) (expected in December 2020), check that the correct UEI is being used. Once you have determined that the myGRANT proposal development record (PD) is complete, click the “Submit for Review” button to start routing the PD for workflow approval. The system will notify each worfklow approver individually when it is their turn to review the PD. Approvers will have the option to “Approve” or “Return for Changes”. Returning a PD for changes will send the proposal back to the PD initiator to make changes and require re-routing through the entire workflow for approval. After all workflow approvers have approved the PD, the PI’s assigned ORS specialist will receive a notification that the PD is ready for review. For problems with workflow approval or to request workflow routing changes, please send an email to orshelp@hawaii.edu and include the proposal number (upper left of the PD) and/or the PD document number (upper right of the PD), together with a detailed description of your issue(s). Once ORS receives notice that the myGRANT proposal development document is ready for review, they will complete an institutional check of the proposal package and work with the PI/FA on any revisions, if needed. When the proposal is final and ready for submission: Prepare myGRANT proposal development record (PD)
Obtain any UH-required documentation
Subawards
Internal collaborators
External collaborators (domestic and international)
Non-federal, non-UH co-investigators
Address SBIR / STTR issues
Inquiry Type
Office
Email
General
ORS
Assigned Pre-Award Specialist
Conflict of interest
ORC
coi@hawaii.edu
Licensing & intellectual property
OTT
uhott@hawaii.edu or use contact form
Address intellectual property issues
Potential for the proposed project to result in a new invention or novel technology with commercial value
Pre-existing intellectual property
Exchange or sharing of confidential or proprietary materials
Review for accuracy and compliance
Accuracy of UH institutional information
Compliance with sponsor requirements
Compliance with UH requirements
Submit myGRANT PD for workflow routing & approval
ORS proposal review and submission
PROPOSAL SUBMISSION
Click for Institutional Profile SF424 Application for Federal Assistance – UH-tailored Guide for Completion References
Federal
Grants.gov Workspace
National Institutes of Health (NIH)
National Oceanic and Atmospheric Administration (NOAA)
National Science Foundation (NSF)
POLICIES & PROCEDURES
RP 12.202 | Principal Investigator |
RP 12.211 | Ethical Guidelines in the Conduct of Technology Transfer Activities |
EP 12.214 | Conflicts of Interest and Commitment |
AP 12.304 | Procedures for Disclosing and Addressing Conflicts of Interest Related with Extramurally-Funded Activities |
AP 12.401 | Procedures for the Preparation and Submission of Proposals to External Sponsors and the Review / Approval Requirements |
AP 12.410 | Accounting for Cost Sharing |
Inquiry Type | OVPRI Office |
|
Proposal submission or sponsor-specific questions (Including limited submissions) | Research Services | Assigned Pre-Award Specialist |
Animal research | Research Compliance | Denise Yee deniseye@hawaii.edu |
Biosafety | Research Compliance | Steve Case stevec@hawaii.edu |
Conflict of interest | Research Compliance | coi@hawaii.edu |
Export controls | Research Compliance | uhoec@hawaii.edu |
Human research | Research Compliance | uhirb@hawaii.edu |
Intellectual property | Technology Transfer | uhott@hawaii.edu |
Inventory disclosure | Technology Transfer | uhott@hawaii.edu |
Technology transfer | Technology Transfer | uhott@hawaii.edu |