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  New  OCGA Master Training Calendar

 American Recovery and Reinvestment Act of 2009
 Research Funding
 Proposal Preparation
 Forms and Templates
 Policies and Procedures
 Clinical Trials and Industry Research
 Research Policy & Compliance (including Conflicts of Interest in Research)
 Electronic Research Administration (Click here for Grants.gov Information. Last updated on 03/16/2007)
 Updated 9.14.2012  Subaward Initiation & Management
Research Policy Index -- An alphabetical listing of UCLA, UC, and Federal links to research policies, procedures, and information
Training Resources page (for access to the Glossary and Post-Award Administration Handbook)




 Office of Research Administration
 Office of Intellectual Property & Industry Sponsored Research (OIP-ISR)
 Office of Extramural Fund Management (EFM)
 Office of the Human Research Protection Program (OHRPP)
 Office of Research Administration, Department of Medicine
 Research@UCLA
 Research | School of Medicine
 Strategic Research Initiatives North Campus

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

Fall Quarter 2014 OCGA Proposal Deadline Calendars
Posted on 09/24/2014
This is a reminder that proposals and supporting internal documents are due to OCGA for review five working days before they need to be submitted electronically or mailed.

For your convenience, the attached provides lists of deadlines for the Fall Quarter in two formats. 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.

Please distribute this information widely to proposal preparers and reviewers in your unit. For questions about specific deadlines, please consult with your DRA or OCGA Team.

>> Fall 2014 Deadlines by Date
>> Fall 2014 Deadlines by Sponsor

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.

Summer 2014 Proposal Deadline Calendars
Posted on 06/25/2014
This is a reminder that proposals and supporting internal documents are due to OCGA for review five working days before they need to be submitted electronically or mailed.

For your convenience, two lists of deadlines for the Summer Quarter 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.

Please distribute this information widely to proposal preparers and reviewers in your unit. For questions about specific deadlines, please consult with your DRA or OCGA Team.

>> Summer 2014 Deadlines by Date
>> Summer 2014 Deadlines by Sponsor

Spring Proposal Deadline Calendars – REVISED
Posted on 05/02/2014
The Spring 2014 proposal deadline calendars have been revised to reflect adjustments to NIH deadlines due to extended eRA Commons and ASSIST downtime over the Memorial Day weekend. NIH has made the following changes to standard due dates:

Activity Codes Program Description Original Due Date Revised Due Date
P Series Program Project and Center Grants May 25, 2014 May 29, 2014
R 18, U18, R25 Research Demonstration Education Programs May 25, 2014 May 29, 2014
T Series, D Series Institutional National Research Service Awards and Other Training Grants May 25, 2014 May 29, 2014
C06/UC6 Construction Grants May 25, 2014 May 29, 2014;
C07, G08, G11, G12. G13, G20, R10, S06, S11, S21, S22, SC1, SC2, SC3, U10, UG1, R24, U24, U19, U45, U54, U56 Other Activity Codes May 25, 2014 May 29, 2014

Revised calendars are calendars which include OCGA deadlines and are linked below.

In addition, a number of funding opportunities with non-standard due dates have been revised. See NOT-OD-14-070 for a complete list of affected FOAs.

>> Spring 2014 Deadlines by Date
>> Spring 2014 Deadlines by Sponsor

Spring 2014 Proposal Deadline Calendars
Posted on 03/14/2014
This is a reminder that proposals and supporting internal documents are due to OCGA for review five working days before they need to be submitted electronically or mailed.

For your convenience, two lists of deadlines for the Spring Quarter 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.

Please distribute this information widely to proposal preparers and reviewers in your unit. For questions about specific deadlines, please consult with your DRA or OCGA Team.

>> Spring 2014 Deadlines by Date
>> Spring 2014 Deadlines by Sponsor

Winter Quarter 2014 Proposal Deadlines
Posted on 2/4/2014
This is a reminder that proposals and supporting internal documents are due to OCGA for review five working days before they need to be submitted electronically or mailed.

For your convenience, two lists of deadlines for the Winter Quarter 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.

Please distribute this information widely to proposal preparers and reviewers in your unit. For questions about specific deadlines, please consult with your DRA or OCGA Team.

>> Winter 2014 Deadlines by Date
>> Winter 2014 Deadlines by Sponsor

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.

IMPORTANT UPDATES REGARDING FEDERAL SHUTDOWN
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

VICE CHANCELLOR’S MEMO ON DISCLOSING FINANCIAL INTERESTS RELEVANT TO FEDERALLY SPONSORED CONTRACTS AND GRANTS FOR RESEARCH
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

VICE CHANCELLOR’S MEMO ON DISCLOSURE OF FINANCIAL INTERESTS IN NON-GOVERNMENTAL SPONSORS
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

CALIFORNIA FORM 700-U NEW VALIDATION FEATURE
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

VICE CHANCELLORS' MEMO REGARDING BENEFIT RATE INCREASE
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


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Last page update on 9/24/2014

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