Research News & Information

UTMB Research Q & A

1. Do I need to get prior approval to submit my proposal late?
   Answer: For NIH proposals, prior approval is not necessary. Simply include a cover letter noting the reasons for the delay. For all other sponsors, please contact Toni D'Agostino (todagost@utmb.edu) or Kelly Lee (klee@utmb.edu) who will contact the sponsor for guidance on your behalf.
   
   

2. I have a progress report due October 1. Can I be late?
   Answer: NIH will provide an extension for submission of progress and other reports. Prior approval is not needed. If submitting a paper progress report, include a cover letter noting the delay. If submitting an eSNAP report through Commons, submit an e-mail to the grants specialist and program officer noting the delay.
   
   

3. How do I obtain institutional approvals when I am ready to submit my proposal or progress report?
   Answer: If an electronic NIH proposal, send the PureEdge or Adobe file as an e-mail attachment to klee@utmb.edu with a cc to todagost@utmb.edu.
   
   If the proposal is submitted via another electronic system (FastLane, NSPIRES, Proposal Central, CDMRP, etc.) notify klee@utmb.edu with a cc to todagost@utmb.edu when your application has been uploaded. Where possible, send the uploaded information as an e-mail attachment.
   
   For paper proposals and progress reports, send the documents as an e-mail attachment to klee@utmb.edu with a cc to todagost@utmb.edu.
   
   For electronic progress reports (eSNAP and HRSA ehandbook), notify klee@utmb.edu with a cc to todagost@utmb.edu that the report has been uploaded and is ready for submission.
   
   

4. I am collaborating with another institution on proposals due during the October deadline. How do I get the required approvals and documents to my collaborator?
   Answer: E-mail todagost@utmb.edu. Through e-mail correspondence, Toni will ensure a signed letter of intent, budget, biosketch and any other relevant documents get to the PI with whom you are collaborating. Please include the e-mail address and phone number of the collaborating PI.
   
   

5. I have received a subaward (also known as a subcontract) via e-mail. What should I do with it?
   Answer: Forward the e-mail, with the subaward attached to Susan Ramsey (seramsey@utmb.edu) for processing.
   
   

6.  I have received an award notice via e-mail. What should I do with it?
   Answer: Forward the e-mail, with the award notice attached to Connie Barton (cjbarton@utmb.edu) for processing.
   
   

7. I have not been able to communicate with my grant coordinator and need assistance. Is there any available?
   Answer: Please contact klee@utmb.edu and advise her of the assistance needed and the deadline under which you are working.
   
   

8. I would like to request a no-cost extension. Whom do I contact?
   Answer: E-mail todagost@utmb.edu and provide a brief justification for the extension.
   
   

9. I previously submitted a proposal and now have supplemental material I want to send, but I don’t know when I will have it ready. What do I do?
   Answer: Contact your SRO directly. Please cc todagost@utmb.edu to show institutional official concurrence.
   
   

10.  I have assessed the damage and need to request supplemental funds from my Sponsor. How do I go about this?
    Answer: Please contact todagost@utmb.edu who will seek guidance from the Sponsor as to the availability and mechanism required (e.g., modified proposal, letter to the program official, etc.) by the sponsor.
    
    

11. I have received e-mails from my Sponsor regarding the submission of closeout documents (final report, invention statements, etc.).
    Answer: For NIH projects, a grace period has been provided allowing for delays in the submission of all reports. If you have already prepared the final technical report and invention statement and wish to have it submitted, you can either contact klee@utmb.edu or todagost@utmb.edu for assistance with the submission. Otherwise the technical report can be uploaded through eRA Commons. You can also disclose any inventions (if applicable). You will need to e-mail todagost@utmb.edu so that she can approve the document.
    
    For all other sponsors, please contact klee@utmb.edu or todagost@utmb.edu who will enter into discussions with the Sponsor on your behalf based upon your situation.
    
    

12. I have a training award and need to complete paperwork regarding an appointment or a termination. What assistance is available?
    Answer: Please contact klee@utmb.edu or todagost@utmb.edu who will access the appropriate forms and then obtain the requisite information from you so that the forms can be completed and submitted.
    
    

13. Prior to the storm, I had been notified that award documents or other documents requiring institutional processing were being placed in the mail for delivery. Should I wait until the mail catches up or is there something that can be done?
    Answer: Please pass along any information you have regarding the sender’s contact information to cjbarton@utmb.edu, klee@utmb.edu or todagost@utmb.edu and the documents in transit.  We will work with your contact to obtain the documents in another format (fax or e-mail attachment).
    
    

14. I have received a clinical trial agreement from a private pharmaceutical company and it needs to be reviewed. What should I do?
    Answer: Forward the e-mail with the agreement attached to seramsey@utmb.edu for processing.
    
    

15. A fully executed clinical trial agreement from a pharmaceutical sponsor was to be delivered to UTMB. Should I just wait until the mail service is back or should I contact the sponsor?
    Answer: E-mail seramsey@utmb.edu to inform her that you had expected to receive the agreement. Susan will follow-up with the sponsor and ask to receive an electronic copy while the mail service is down.
    
    

16. Will the sponsors allow us to continue charging salary to the projects even though the labs are not back to normal operations?
    Answer: We have heard specifically from NIH that they will permit the limited expenditure of award funds, in accordance with grantee policy, to continue paying salaries and fringe benefits to researchers under unexpected or extraordinary circumstances.
    
    

17. I am expecting an award and would like to have the project established in the financial system so that salary can be charged to the project. Is this possible?
    Answer: Yes, please contact cjbarton@utmb.edu who will work with you and your administration to get the project established in PeopleSoft.