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Winter Quarter 2017 Proposal Deadline Calendars
Posted on 01/30/2017
This is a reminder that proposals and supporting internal documents are due to OCGA Proposal Intake Team (proposals@research.ucla.edu) five working days before they need to be submitted electronically or mailed.

For your convenience, two lists of deadlines for the February and March, 2017 are attached. One is sorted by sponsor, the other by deadline date. While extensive, these lists are not all inclusive. They are intended to complement, not replace, sponsor guidelines. Researchers and preparers should refer to the latest version of sponsor guidelines when preparing their applications to ensure that deadlines have not changed. The OCGA deadlines take into account weekends and university holidays. Programs that are not listed are subject to the same five working day OCGA deadline. When planning submissions, you should also consider internal departmental review deadlines. Departments and units with Departmental Research Associates (DRA) may have different deadlines and should consult with their DRA for department/unit-specific deadlines.

For questions about specific deadlines, please consult with your DRA or OCGA Team.

>> Winter 2017 Deadlines by Date
>> Winter 2017 Deadlines by Sponsor

OCGA is Moving
Posted on 12/01/2016
As announced by Associate Vice Chancellor, Marcia Smith, at the November Research Administrators Forum (RAF), the UCLA Office of Research Administration will be moving to 10889 Wilshire Boulevard, (formerly the Occidental Standard "Oxy" Building). To facilitate this move, which will occur during the Winter Closure, OCGA will be CLOSED December 20, 21, and 22, 2016 and January 3, 2017. We will return to our standard business operations at 8:00 am on Wednesday, January 4, 2017.

All sponsored project transactions (proposals, awards, non-financial pre- or post-award requests or approvals) that require institutional submission, acceptance or execution between December 20, 2016 and January 4, 2017, must be received by OCGA no later than 8:00 am on Monday, December 12, 2016.

We appreciate your patience and cooperation during this transition, and look forward to seeing you in our new location in the New Year.

Revised NSF Proposal and Award Policies & Procedures Guide (PAPPG)
Posted on 10/31/2016
We are pleased to announce that a revised version of the NSF Proposal & Award Policies & Procedures Guide (PAPPG), (NSF 17-1) has been issued. The PAPPG has been modified in its entirety, to remove all references to the Grant Proposal Guide (GPG) and Award & Administration Guide (AAG). The document will now be referred to solely as the NSF Proposal & Award Policies & Procedures Guide. The document will be sequentially numbered from Chapter I-XII and all references throughout have been modified to reflect this change. Given the number of important revisions, the community is strongly encouraged to review the by-chapter summary of changes provided at the beginning of the PAPPG.

The new PAPPG will be effective for proposals submitted, or due, on or after January 30, 2017. In addition to the significant change mentioned above, other revisions include:

  • Addition of new sections on Special Processing Instructions and Types of Proposals, including two new types, RAISE and GOALI;
  • Additional instructions for proposers on completion of the Collaborators and Other Affiliations information;
  • Supplemental guidance on submission of proposals by organizations impacted by a natural or anthropogenic disaster;
  • Implementation of 45 CFR 690.118 for applications and proposals lacking definite plans for involvement of human subjects;
  • Update on the type of information that NSF may request from proposers with regard to Federal environmental statutes;
  • Supplemental information regarding treatment of NSF awards with canceled appropriations; and
  • Numerous other changes and clarifications throughout the document.

Webinars to brief the community on the new PAPPG will be held on November 7th and January 19th at 1 PM EST. Registration is required on the outreach events website.

While this version of the PAPPG becomes effective on January 30, 2017, in the interim, the guidelines contained in the current PAPPG (NSF 16-1) continue to apply. We will ensure that the current version of the PAPPG remains on the NSF website, with a notation to proposers that specifies when the new PAPPG (including a link to the new Guide) will become effective.

If you have any questions regarding these changes, please contact the Policy Office on (703) 292-8243 or by e-mail to policy@nsf.gov.

Funding Opportunity: Carbon Neutrality
Posted on 03/29/2016
The Institute for Energy Efficiency and the National Center for Ecological Analysis and Synthesis, at UCSB, have issued the attached Call for Proposals for the TomKat UC Carbon Neutrality Project. This opportunity, which is funded by a grant from the TomKat Charitable Trust, is aimed at supporting research that will advance the UC Carbon Neutrality Initiative launched by President Napolitano. Proposals are solicited from any of the ten UC campuses and the three affiliated national laboratories.

In order to meet the April 18, 2016 submission deadline, proposals are due to OCGA (proposals@research.ucla.edu) no later than Monday, April 11. If you have questions, please contact the OCGA Subaward Team for your department/unit.

>> Call for Working Group Proposals

New OCGA eRA Help Email
Posted on 01/20/2016
As announced in the January Research Administrator's Forum (RAF), the transition of S2S Grants Support email to OCGA eRA Help, has been completed. With this change, the s2sgrants@research.ucla.edu has been disabled and replaced by erahelp@research.ucla.edu and the type of support provided has been expanded.

In addition to support for the S2S Grants (Cayuse) system, OCGA eRA Help will provide a single point of contact for a broad range of external electronic Research Administration (eRA) systems such as NIH eRA Commons, NSF FastLane, proposalCentral, Grants.gov, CDMRP eBRAP, American Heart Association Grants@Heart, just to name a few. OCGA staff will be available to assist with:

  • Questions regarding registration for multiple systems:
    • Who should register?
    • Do users self-register or does OCGA register users?
    • Do I have an existing account?
    • How can my password be reset?
    • How do I update my account information/user profile?
  • Assistance with system errors and validations
  • Which system should be used for a particular opportunity or sponsor
  • Questions regarding sharing access to applications, progress reports, and other "documents"

OCGA eRA Help will be monitored by multiple staff during normal business hours. This takes the guesswork out of who to contact for assistance and eliminates impersonal out-of-office responses.

Please see the attached RAF presentation for additional information.

>> RAF January 2016

FY 2016 NIH Salary Cap
Posted on 01/06/2016
On December 24, 2015, the National Institutes of Health (NIH) issued NOT-OD-16-045 Notice on Salary Limitation on Grants, Cooperative Agreements, and Contracts.

The DHHS salary cap is established as Executive Level II of the Federal Executive pay scale. The Consolidated and Further Continuing Appropriations Act, 2016 (Public Law 114-113), which was signed into law on December 18, 2015, increases Executive Level II pay scale from $183,300 to $185,100 effective January 10, 2016.

  • All new and competing NIH applications should reflect the new cap of $185,100. The S2S Grants system has been updated with the new cap.
  • Salary earned between October 1, 2015 and January 9, 2016 is capped at $183,300.
  • Salary earned between January 10, 2016 and September 30, 2016 is capped at $185,100.
    • For awards that were proposed at the previous rate of $183,300, but are awarded at the new rate of $185,100, NIH generally will not increase awards to cover the cap. In most cases, PIs may rebudget under NIH Standard Terms.
    • Refer to the Notice of Award and NIH Grants Policy Statements for specific information pertaining to each award.

Refer to the full text of NIH-OD-16-045 or the NIH Salary Cap Summary for more information. Please refer to the ORA Portal Salary Cap Tool to ensure appropriate Salary Cap Rate is applied.

Please contact your OCGA Team for further clarification or assistance.

NIH FY 2015 Fiscal Policies
Posted on 01/13/2015
On December 30, 2014, the National Institutes of Health (NIH) issued three important notices related to FY 2015 fiscal policies. The following notices are summarized in the attached document:

  • NOT-OD-15-048 – Ruth L. Kirschstein National Research Service Award (NRSA) Stipends, Tuition/Fees and Other Budgetary Levels Effective for Fiscal Year 2015
  • NOT-OD-15-049 – Notice on Salary Limitation on Grants, Cooperative Agreements and Contracts
  • NOT-OD-15-050 – NIH Fiscal Policy for Grant Awards – FY2015

>> NIH FY 2015 Fiscal Policies

Revised EPASS
Posted on 9/24/2014
The following changes have been made to the Extramural Proposal Approval and Submission Summary (EPASS) form:

  • The Affiliated with Center/ORU question in Section 2 has been clarified to read, "Have the services of any campus Center of ORU been used in the development of this proposal?"
  • Not Applicable has been added to the pick-list for this question.
  • The Use of Hospital Services question in Section 6 has been removed because it is no longer needed.

If you have saved previous versions of the form on your local computer, please replace them with the version dated 09/12/14 (attachment below).

Please note that correctly capturing affiliation or assistance with or from UCLA Centers or Organized Research Units is critically important. To ensure that we have the most current and accurate data OCGA cannot accept previous versions of the EPASS after October 13, 2014. The form will also be available on the OCGA website no later than Thursday, September 25.

Please contact your OCGA Team if you have questions.

>> Extramural Proposal Approval and Submission Summary (EPASS) Form

OCGA Master Training Calendar
Posted on 8/21/2014
OCGA is pleased to announce the launch of the OCGA Master Training Calendar. Presented by subject matter experts, this new training opportunity offers monthly, 90 minute sessions on focused topics of interest to the UCLA research administration community.

These regularly-scheduled sessions are held the first Thursday of the month (with a few exceptions), beginning September 4, 2014 in the Kinross Building, Room 210 from 10:30 a.m. to noon. There is no cost to attend these sessions, but we encourage attendees to RSVP for planning purposes.

>> Click here to view complete details.

OCGA Observance of UCLA Holiday Closure
Posted on 12/16/2013
The Office of Contract and Grant Administration (OCGA) will observe the UCLA closure that begins on Monday, 12/23/2013. As such, OCGA will close at 5:00 PM on Friday, 12/20/2013, and will reopen at 8:00 AM on Thursday 1/2/2014.

To ensure timely review and processing of sponsored project activities, applications and related documents with a sponsor due date between December 20th and January 2nd should be submitted to OCGA no later than 8:00 AM on Monday, 12/16/2013.

Posted on 10/01/2013
In an effort to keep our research community apprised of developments related to the partial government shutdown due to the lapse in appropriations, updates will be posted here until the federal government resumes normal business operations.


FY 2013/14 Technology Infrastructure Fee (TIF) Rates
Posted on 7/18//2013
Information Technology Services has announced Technology Infrastructure Fee (TIF) rates for AY 2013/14. Effective July 1, 2013, TIF rates are $35.42 per FTE per month. These costs should only be budgeted for sponsor funded effort and should not be applied to summer compensation for faculty on academic year appointments.

For questions regarding the application of TIF in budgets, please contact your OCGA Team.

FY 2013/14 Graduate Student Fee Remission Rates
Posted on 7/18/2013
Graduate Division has posted Fee Remission and Non-resident Supplemental Tuition Remission rates for AY 2013/14. When preparing budgets, the following costs should be budgeted for all qualifying[1] Graduate Student Researchers (GSRs):

Benefit Type Cost per Quarter Total AY 2013/14
Health Insurance (100%) $879[2] $2,637
Fee Remission 1 (100% of Tuition) $3,740 $11,220
Fee Remission 2 (100% of Student Services Fee) $324 $972
Total $4,943 $14,829

In addition, $5,034 per quarter or $15,102 per academic year should be budgeted for qualifying[1] non-resident GSRs.

As a reminder, these costs are excluded from F&A assessment. For questions regarding budgeting of GSR fee remissions, please contact your OCGA Team.

[1]For complete information on qualifications, see the Academic Apprentice Personnel Manual.
[2]Estimated amount of $879.21 is rounded to the nearest whole dollar.

Academic Year 2013/14 Research Administrators Forum (RAF) Dates
Posted on 6/27/2013
Academic Year 2013/14 Research Administrators Forum (RAF) Dates

>> 2013-14 RAF Schedule

Revised EPASS Form and Instructions
Posted on 2/25/2013
Based on feedback from both campus and OCGA users, and changes in ORA business processes, the Extramural Proposal Approval and Submission Summary (EPASS) form and instructions have been revised. The revised version, dated 02/04/13, replaces the version dated 06/06/12 and is attached for immediate use. Please replace copies of the previous version of the EPASS that you have stored on your local computers with this version. If you currently have EPASS forms in process, you do not need to start over with the new version. OCGA will accept the version dated 06/06/12 until Friday, March 29, 2013. Beginning April 1, 2013 EPASS forms prepared using the 06/06/12 version will be returned to the preparer and may delay proposal processing.

The attached RAF presentation from February 2013 highlights the changes to the form.

The form and instructions will be posted to the OCGA website and ORA Online Resource Center during the week of February 25.

Please send any feedback, questions or concerns related to the form and/or instructions to your OCGA Team.

UCLA Implementation Plan for NSF Responsible Conduct of Research Training Requirement
Posted on 02/12/2010
UCLA has outlined the attached plan to implement the National Science Foundation’s requirement of training in the Responsible Conduct of Research for students (undergraduate & graduate) and postdoctoral scholars supported by NSF research grants as mandated in the America COMPETES Act.  Principal Investigators are not required to include a copy of the plan with NSF proposals.

>> Click here for more information

UPDATE: Furlough Exchange Program
Posted on 09/18/2009
On September 15, 2009 Executive Vice Chancellor and Provost, Scott Waugh, released a memo announcing the approval of the Furlough Exchange Program by UC President Mark Yudof.

>> Click here for more information

REMINDER: Use of E-RAS to Expedite ARRA Award Set-up
Posted on 09/18/2009
To ensure that awards are set-up and data is captured for required awards, departmental administrators are reminded to use the E-RAS (Electronic Request for Authorization to Spend) mechanism to establish a fund number where circumstances permit.

>> Click here for more information

NOTICE: S2S Grants (Cayuse) System Upgrade
Posted on 09/18/2009
A maintenance update was performed to the S2S Grants system on the evening of Wednesday, September 9, 2009.

>> Click here for more information

NOTICE: eRA Commons User ID Requirement in NIH Annual Progress Reports
Posted on 09/18/2009
PHS 2590 forms and instructions were updated in June 2009 to include a new requirement related to individuals participating in NIH-funded projects in postdoctoral roles. 

>> Click here for more information

POLICY UPDATE: Revision of Procedure 925.3,"Disclosing Financial Interests Relevant to Federal Sponsored Contracts and Grants for Research"
Posted on 09/18/2009
UCLA Procedure 925.3, "Disclosing Financial Interests Relevant to Federal Sponsored Contracts and Grants for Research," has been revised. The primary change is the extension of disclosure requirements to all federal agencies.

>> Click here for more information

UPDATE: Changes to Award Synopsis Distribution
Posted on 08/05/2009
Based on feedback from the campus community, ORA has provided updates and clarifications to the award synoposis distribution/posting procedure.

>> Click here for more information

NOTICE: Changes to Award Synopsis Distribution
Posted on 07/27/2009
The Office of Contract and Grant Administration is pleased to annouce that scanned award packets, which include the signed copy of the award synopsis and sponsor award documents are now available on the ORA Online Resource Center

>> Click here for more information

NOTICE: S2S Grants (Cayuse) Version Upgrade
Posted on 06/12/2009
Please be advised that the S2S Grants (Cayuse) system will be upgraded to Version 3.7 on Saturday, June 20th. The System will be unavailable from approximately 1:00 a.m. to 3:00 a.m. to install the upgrade.

>> Click here for more information

Hints & Tips: California Institute for Regenerative Medicine (CIRM) Proposal Submission
Posted on 02/06/2009
Faculty who are planning to submit proposals to CIRM are advised that the submission procedure is complex.  Although CIRM identifies its awards as grants, they are processed as contracts in OCGA, as are all awards from State of CA agencies.  As a result, CIRM proposals are handled by  Contract and Grant Officers rather than Grant Analysts.

>> Click here for more information

Hints & Tips: Grants.gov Submission Issues
Posted on 02/02/2009
Vice Chancellor Roberto Peccei relaeased a memo on January 27, 2009 regarding the potential for submission delays the importance of adherence to Policy 910.1.

>> Click here to view the memo

Policy Updates: NIH Salary Cap
Posted on 02/02/2009
The cap for salaries paid under National Institutes of Health (NIH), Agency for Healthcare Research and Quality (AHRQ) or Substance Abuse and Mental Health Administration (SAMHSA) grants, cooperative agreements, or contracts, has increased to $196,700 as of January 1, 2009.

>> Click here for more information

Memo Regarding NSF Implementation of the America COMPETES Act and Postdoctoral Training
Posted on 12/12/2008
Vice Chancellors Roberto Peccei and Cladia Mitchell-Kernan relaeased a memo on December 8, 2008 with guidance related to NSF's implentation of the America COMPETES Act and the effect on postdoctoral training.

>> Click here to view the memo

Memo Regarding Budgeting of Employer Contributions to UCRP
Posted on 11/10/2008
Vice Chancellors Roberto Peccei and Steven A. Olsen released a memo on October 27, 2008 outlining the resumption of employer paid contributions to UCRP, effective July 1, 2009 and the need to budget these costs in contract and grant budget proposals. Updated guidance on proposal preparation is available at: Employee Benefit Rates

>> Click here to view the memo

Changes to National Cancer Institute Clinical Trial Reporting Procedures
Posted on 10/24/2008
The National Cancer Institute has just announced changes to their clinical trials reporting requirements which will take effect in January 2009. Preliminary information is available at: www.cancer.gov/ncictrp. As more information becomes available from NCI it will be posted on ORA-News and the OCGA web.

Memo Regarding Grants.gov Submission Update
Posted on 10/17/2008
Vice Chancellor Peccei released a memo on September 30, 2008 announcing system-to-system (S2S) capabilities for Grants.gov proposal submission.

>> Click here to view the memo

Posted on 07/18/2008
UCLA Procedure 925.3, “Disclosing Financial Interests Relevant to Federally Sponsored Contracts and Grants for Research” has been revised in response to suggestions made after a recent not-for-cause federal site visit

>> Click here to view the memo

Memo on Regental Policy on Research Funded by the Tobacco Industry
Posted on 07/18/2008
Vice Chancellor Peccei released a memo dated July 11, 2008 announcing the regental review and approval process for research funded by the tobacco industry.

>> Click here to view the memo

Memo on Change in On-line Non-PEAR Application
Posted on 07/11/2008
Vice Chancellor Peccei and Associate Vice Chancellor/Controller Abeles released a memo announcing a change in the On-Line Non-PEAR application in regards to Late Cost Transfers, effective July 14, 2008.

>> Click here to view the memo

Memo on Clinical Trial Subcontracts
Posted on 06/03/2008
Vice Chancellor Peccei has released a memo alerting the campus to the transition of responsibility from the Office of Contract and Grant Administration (OCGA) to the David Geffen School of Medicine Office of Clinical Trials (OCT) for the handling of incoming clinical trial subcontracts received from non-profit organizations in which the prime funding originates from a pharmaceutical company or similar industrial entity.

>> Click here to view the memo

Posted on 03/07/2008
UCLA Procedure 925.2, “Disclosing Financial Interests in Non-Governmental Sponsors of Contracts, Grants and Material Transfer Agreements for Research,” has been revised. It applies to all requests for research support submitted to for-profit and non-profit organizations.

>> Click here to view the document

Policy Updates: NIH Salary Cap
Posted on 02/15/2008
Excerpt: "Salaries paid under National Institutes of Health (NIH), Agency for Healthcare Research and Quality (AHRQ) or Substance Abuse and Mental Health Administration (SAMHSA) grants, cooperative agreements, or contracts, are tied to..."

>> Click here to view the full document

OCGA Relocation
Posted on 09/12/2007
The Office of Contract & Grant Administration will be relocating on Friday September 14, 2007 to the Kinross building. The move will be completed on Monday September 17, 2007. The office WILL BE CLOSED on both days. Please note that our new address effective 09/08/2007 will be:

Office of Contract & Grant Administration
11000 Kinross Avenue, Suite 102
Box 951406
Los Angeles, CA 90095-1406

>> Click here to view VCR Peccei's memo

Posted on 05/11/2007
A validation feature has been added to the California Form 700-U, “Statement of Economic Interests for Principal Investigators.”  The validation version of the form will provide prompts to remind responders to complete each of the required fields. Upon completion, respondents will also receive a message if a supplemental form must also be completed.  The validation version of the Form 700-U can be completed on-line.  However, because of State requirements the form must still be printed and signed in ink prior to submission.  This validation version of Form 700-U is available on the Research Policy and Compliance Forms page.

>> Click here to view the Forms page

Posted on 03/14/2007
UCLA Vice Chancellors request 2% increase in benefit rate be used in proposal budgets to cover proposed increase in UCRP contribution for those payroll categories that pay into the UCRP - 5% merit and equity increase also to be budgeted

>> Click here to view the full memo

Click here to view the archive

Last page update on 1/30/2017

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