Frequently Asked Questions

Pre-Award

• What do I need to consider when putting together a grant proposal?

• What is the timeline for submitting a research proposal for review, approval and mailing to a funding agency?

• What is the procedure for getting the Department Chair's signature on a research proposal?

• Upon completion of the grant proposal...

What do I need to consider when putting together a grant proposal?
Health Resources and Services Administration (HRSA) has suggested the following when preparing grant proposals:

What is the timeline for submitting a research proposal for review, approval and mailing to a funding agency?

Investigators should contact their site's Research Administrator as soon as possible when considering the submission of a research proposal. Your RA will assist you in determining what forms need to be completed, and what timeframe is realistic in order to meet the application deadline. The RA will provide guidance for obtaining the proper approvals required by the University.

Investigators should plan to complete the research proposal at least two weeks before the application deadline.

All research applications must be approved by the Chair of the Department. The proposal is due at the Office of the Chair 8 working days before the grant is due to the funding agency.

Research applications must be received by the campus Contracts and Grants office at 9:00am, four working days before the grant is due to the funding agency.

In addition, you will want to coordinate with your site's RA to allow time for photocopying and assembling the grants package. If you have any questions regarding timeline or submission process, please contact your Research Administrator.

What is the procedure for getting the Department Chair's signature on a research proposal?

All research applications and proposals must be approved and signed by the Chair of the Department prior to submission to the campus Contracts and Grants office. To obtain the Chair's signature, a complete proposal package must be submitted to the FCM Financial Manager for preliminary review and routing to the Chair.
Investigators should contact their designated Research Administrator for assistance with the proposal package, which consists of the following, assembled in order:

• Department of Family and Community Medicine - Proposal Checklist (optional)
• Contracts & Grants Approval Form
• PI waiver form (if applicable)
• Conflict of Interest/ Financial Disclosures
• Committee Approvals (CAR/CHR) (if applicable)
• NIH Human Subjects Training Certification (if applicable)
• Agency specific application materials, including:

- cover pages/face pages/summary pages
- budget (also internal budget) (if applicable)
- budget justification
- abstract/scope of work/research plan
- key personnel biosketches (if applicable)
- key personnel other support information (if applicable)

• Memorandum of Understanding (MOU) for all VAMC faculty (if applicable)
• Additional Letters of Support (if applicable)
• Any other additional attachments

The site RA should sent the Original and required number of completed copies to:

Geri van Engers
Financial Manager
Dept. of Family and Community Medicine
500 Parnassus Avenue, MU3 East, Box 0900
San Francisco, CA 94143-0900
Tel: (415) 514-1687
Fax: (415) 476-6051
E-mail: vanengeg@fcm.ucsf.edu

Upon approval signature from the Chair, the site RA will be contacted to pick up the proposal from the Chair's office on Campus. The site RA will then ensure delivery of the completed application and all required copies to the Contracts & Grants office at Laurel Height, Suite 320.

Note: reprints and publications do not need to be sent to the Office of the Chair for review - but will need to be added before submission to UCSF Contracts & Grants office, if these items are required by the agency.