- Proposal Preparation & Submission
Proposal Module Updates
a. Campus users can now mark pre-proposals as ‘Invited’ and link to their full proposal record.
b. The Submission deadline question has been moved to not be confused with start and end dates (is now Q4.0 on P1.0 of the Smartform).
c. Copied proposals no longer copy the deadline or any associated attachments (with the exception of solicitation or scope of work documents), to prevent confusion with new deadline and/or documents.
d. After a proposal is marked ‘Yes’ for Live Vertebrate Animals, the IACUC Protocol Selector is available to link to the appropriate protocol (now consistent behavior across all modules).
e. PI Certify and PI Eligibility Status Approval activities now available in ‘Pending Proposal Team Response: Post Submission’ state.
f. Approvers are automatically refreshed when Respond to Change Request Activity completed.
g. Complete SF424 activity enhancement: reduces steps for Core Office and automatically saves generated 424 PDF to Submission documents.
h. IF a country is indicated on Smartform page 3.0 Questions 3.A-3.E that is also listed as an embargoed country in 3.F but is not selected in 3.F, UFIRST will throw a validation error.
i. Validations will run on Complete Post Submission Updates Activity – will prevent you from completing without a deadline or title entered on the Smartform (similar to validations at time of original proposal submission).
j. Disappearing Ad Hoc Approval issue fixed.
a. Human subject and animal questions are now on pages 4.0 & 5.0 of the Smartform, not the Agreement Compliance Form (ACF). If the agreement includes funding to UF, a proposal is required and these questions will show the read-only Y/N answers of what was on the proposal module, with additional human subjects details or protocol selectors, as applicable. If the Agreement is of a type that does not require a proposal, those questions will be open for edits on the AGR smartform. Edits to these Yes/No answers can only be made by contacting DSP.
b. ACF changes – this will impact Principal Investigators! The Global Compliance section of Proposal Smartform P3.0 Q3.0 is now also incorporated into the ACF. These questions and answers will copy over as entered at time of PRO but should be edited and updated with additional details, information, or changes as known at time of agreement.
c. Data Use Agreements are now routed to the Office of Clinical Research (OCR). A reminder that a Data Use Agreement (DUA) is an agreement that governs the sharing of data between research collaborators who are covered entities under the HIPAA Privacy Rule. A DUA establishes ways in which the information in a limited data set (LDS) as defined in 45 CFR 164.514(e)(2) may be used by the intended recipient, and how that data set is protected.
d. IT Security placeholder section removed from ACF; Last question of ACF reworded for clarification.
e. PI Concurrence does not carry over to an AGR Modification from original AGR, but is optional.
a. ACF changes – this will impact Principal Investigators! The Global Compliance section of Proposal Smartform P3.0 Q3.0 is now also incorporated into the ACF. These questions and answers will copy over as entered at time of PRO but should be edited and updated with additional details, information, or changes as known at time of award.
b. IT Security placeholder section removed from ACF.
c. Last question of ACF reworded for clarification.
d. ‘Other Sponsored Activity’ is not a recognized mission per the University’s financial statements and as such is no longer available as a project purpose. All projects should select the appropriate institutional mission: research, instruction, or service (including extension and public health services). Please see the updated language on our website: http://research.ufl.edu/dsp/award-management/notice-of-award-acceptance-noa.html If you have questions about project purpose, please contact email@example.com
e. IRB/IACUC protocols entered at time of proposal will copy onto the award Smartform.
f. FCOI completion, management and bypass activities extended to DSP Review, DRC Review, and C&G Review states.
g. FCOI display on summary workspace enhanced for greater visibility into status of FCOI.
h. Comments from Send FCOI Certification reminder activity included in corresponding notification it generates.
a. Create Date [of record] added to In Progress worklist.
1. Budget Revisions – when a budget revision is initiated and changes are made, a summary of those changes will now be available that the budget level. Navigating to the individual budget workspace will show changes from old to new, as well as Adjustments to individual categories. Navigate to Budget Workspaces and click on the working budget link (not the Smartform pages).
2. Post Submission Updates (PSU) – Currently, the “Notify Core Office of Post Submission Update” activity is used to request a PSU update by the unit or the Core Office. With the Friday update, this activity becomes “Initiate Post Submission Update”. This activity is used to initiate any request for post submission update – a Just In Time request, an updated Current and Pending, an equipment quote, other miscellaneous documents needed, etc. Once the request type is selected and a deadline is entered, you can indicate if the PSU is completed and you would like to send to DSP, or if the responsible unit needs to provide the PSU requested information. If sending to the unit, you can select the recipients of the email you are about to send. To complete the Post Submission Update, the unit will utilize the “Notify Core Office of Post Submission Update” activity. This activity is the same as was previously completed and will route the PSU back to the Core Office. The Core Office will then complete the PSU, or can send it back to the unit if they require additional information. For more information on Post Submission Updates, please see this section of our website https://research.ufl.edu/dsp/proposals/just-in-time-and-post-submission-documents.html
a. The “Notify Core Office of Post Submission Update” activity no longer has options to notify the Core Office a proposal is Not Funded or Withdrawn. Those actions can be completed on another activity.
3. Other Proposal updates:
a. Red text will display at the top of the budget personnel grid if any personnel listed have a salary listed that does not match their profile.
b. Clarified wording on Proposal P3.0 Question 3.0.
c. The Human Subjects/de-identified data or tissue question that was formerly on P3.1 will now show on P3.0 immediately after Q1.0a: Human subjects including human data or tissue or collection of data through surveys? Answer Yes – Will you use only de-identified data or tissue… appears. If both Q1.0 a & b are marked ‘YES’ – this will map to ‘NO’ on the Human Subjects question on the 424 (if applicable). Page 3.1 Human Subjects will not appear in the Proposal Smartform pages if the answer to Q1.0a & b is YES and Q1.0c is NO.
d. Select the appropriate IRB Exemption numbers below on P3.1 Q1.0 will no longer appear if the IRB Review status is Exempt. If requested, that information will need manually entered on the 424.
4. Agreement updates:
a. If the agreement is created from a proposal that is not yet in Pending Sponsor Review, red text will appear at the top of the AGR workspace notifying you the PRO needs to be in Pending Sponsor Review prior to Fully Executing the agreement.
b. The sponsor awardID is no longer required upon initial AGR data entry, but will be required prior to full execution.
5. Award updates:
a. Upon award integration, a selected program code will validate against the selected purpose. This provides for improved accuracy in reporting.
b. If the PI was given PI eligibility for that specific award only, red text will appear at the top of the award workspace.
c. Various additional integration bug fixes.