Templates & Boilerplates

Budgetary

Indirect Cost Worksheets

Use the following IDC cost worksheet forms for budgets that begin on or after July 1, 2021 (FY 2022):

Use the following IDC cost worksheet forms for budgets that begin on or after July 1, 2020 (FY 2021):

The Research Service Core (RSC) has developed a very helpful NIH Budget Template to assist you with your budget that can be accessed via Research 360. Research 360 is a web-based, one-stop shop for research administration tools developed by the Research Service Core. It is a dashboard system that reports on both Pre and Post Award research administration activities, tracks workloads, and provides dashboard style analytical reports. The NIH Budget Template is found here:

UC/VA Worksheet

UC/VA Salary Worksheet (updated 1/7/2020)

Salary Waiver Template

Salary Waiver Template 2018.doc

PHS Face Pages & Walk-Throughs

PHS 398 Pre-Populated Face Page (Rev. 3/2020)

PHS 2590 Pre-Populated Face Page

PHS 398 and PHS 2590 Walk-Throughs

Just-In-Time

Other Support Template (Updated 5/2021)

On March 12, 2021, NIH released NOT-OD-21-073 : Upcoming Changes to the Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021 as well as NOT-OD-21-110 : Implementation of Changes to the Biographical Sketch and Other Support Format Page. These two notices inform the research community of NIH's upcoming changes to both the Biosketch and Other Support. Use of these two forms is requested for applications, progress reports, JIT, post-submission/award that are due on or after May 25, 2021 and required for applications, progress reports, JIT, post-submission/award that are due on or after January 25, 2022. If it is due prior to May 25, 2021, then you will continue to use the current formats, but if you are submitting for the June 5, 2021, but submitting prior to May 25, 2021, it is requested you use the new formats.

On March 30, 2021, HS SPPO held a quarterly Contacts Meeting where we discussed the upcoming changes. The PDF of the PPT is located here. Since then, NIH released the above clarification notice that this new form is requested to be used for deadlines on or after May 25, 2021 and that it is firmly required for deadlines on or after January 25, 2022. Note, as the updated Other Support FAQs state , faculty can also start to use this form now.

HS SPPO has also created a page which focuses on the current format and upcoming format for Other Support. It can be found here. In early FY 2022, investigators will be able to utilize SciENcv to help develop their Other Support which will automatically format according to NIH requirements.

For Other Support due on or before May 25, 2021 (note, this form can be used till January 24, 2022, but it is requested by NIH to use the new Other Support form earlier, if possible), HS SPPO has created two templates you can use to complete your Other Support that falls within NIH's Other Support policy. We have one for the JIT or application stage and we have one for the non-competing continuation (RPPR progress report) stage.

For Other Support due on or after May 25, 2021 (note, faculty can wait to use the new form till deadlines on or after January 25, 2021, though it is requested by NIH to use this form be earlier, if possible), NIH has created one mandatory form you are to use to complete your Other Support that falls within NIH's Other Support policy. This is to be used for JIT, application stage, as well as during the RPPR. Note: all personnel must now electronically sign this form prior to submission to NIH. If it is to go into an application, this form must be flattened by printing the document as a PDF to remove all formatting.

New Other Support Form Page

Human Subjects Training Certification Letter

Templates & Letters

Institutional Support Letter for COVID-19 Research Applications

Some agencies FOAs, including some of NIH's NOSIs are requiring an institutional letter stating that regardless of COVID-19-related lab closures, research on COVID-19 or SARS-CoV-2 will still be allowed to proceed. UC San Diego has created a template letter that can be used with these types of research applications. You can download it here.

Institutional Training Grants

Discrimination and Sexual Harassment & Violence:

The University of California is committed to ensure that proper policies, procedures, and oversight are in place to prevent discriminatory harassment and other discriminatory practices. Sponsors often require that the University provide assurances that policies and practices are in place to protect those engaged in a sponsored research project. This page provides links to the University's policies as well as specific sponsor requirements that may come into play when negotiating a research agreement.

RPAC has secured a letter from UC Provost Michael Brown to meet the new requirement for institutional training grant applications found in NIH Notice Number NOT-OD-19-029. This letter is to be used in all Institutional Training Grants and can be found here.

Additionally, RPAC has created a new page that will house additional information and resources on discrimination and sexual harassment in research agreements. This can be found here.

Boilerplates

Animal Facilities

The University of California, San Diego is fully accredited by the Association for Assessment and Accreditation of Laboratory Animal Care, International (AAALAC), and holds an approved NIH Assurance and USDA License.

There are currently approximately 204,000 square feet of animal facilities at 32 locations. Support includes quarantine rooms, sterile operating rooms, post surgical recovery rooms, radiology and diagnostic laboratory services.

There is a farm facility that provides indoor and outdoor housing for farm animals and other species. Veterinary care is provided on a 24 hour basis, including weekends and holidays, by a staff comprised of veterinarians and animal health technicians. Research support services include training classes, seminars and wet labs offered throughout the year.

UCSD Vertebrate Animal Facilities

Cloud Computing Services

Cloud Computing Services (research storage, managed services and cloud services) from Information Technology Services (ITS) or San Diego Super Computer (SDSC), or through direct contracts with Amazon Web Services or Microsoft Azure via Marketplace, will be exempt from the application of the indirect costs when acquired to support extramurally funded research (effective July 1, 2017).

Here are the SDSC services that fall under this exemption waiver:

SDSC Cloud storage
Commvault
Project Storage
Triton Shared Computing Cluster (TSCC)

For more information: https://blink.ucsd.edu/technology/cloud/about.html

Foreign Component in Progress Report

G.9 FOREIGN COMPONENT

Provide the organization name, country, and description of each foreign component.

Foreign component is defined as significant scientific activity that was performed outside of the United States, either by the grantee or by a researcher employed by a foreign organization, whether or not grant funds were expended. The following grant-related activities are significant and must be reported:

involvement of human subjects or research with live vertebrate animals;
extensive foreign travel by grantee project staff to collect data, or conduct surveys or sampling activities; or
any grantee activity that may have an impact on U.S. foreign policy.

Examples of other grant-related activities that may be significant are:

collaborations with investigators at a foreign site anticipated to result in co-authorship;
use of facilities or instrumentation at a foreign site; or
receipt of financial support or resources from a foreign entity.

Foreign travel for consultation does not meet the definition of foreign component.

Here is example language you can use if you have foreign collaborations that resulted in co-authorship:

Foreign Justification in ASSIST Application (New, Renewal, Resubmission, Supplement)

R&R Other Project Information Form: Item 6: Does this project involve activities outside of the United States or partnerships with international collaborators? Indicate whether this project involves activities outside of the United States or partnerships with international collaborators. Check "Yes" or "No." If Yes, list the country(ies) as well as you are required to upload a Foreign Justification under Item 12: Other Attachments.

Justification under Item 12: Other Attachments

The Foreign Justification should "[d]escribe special resources or characteristics of the research project (e.g., human subjects, animals, disease, equipment, and techniques), including the reasons why the facilities or other aspects of the proposed project are more appropriate than a domestic setting. In the body of the text, begin the section with a heading indicating "Foreign Justification" and name the [PDF] file "Foreign Justification.“
The Foreign Justification example language below can be used when your project involves collaborations with foreign experts that could result in co-authored publications in the future.

HS-TSC (Health Sciences Technology Services Charge)

BUDGET LINE ITEM: HS-TSC (Health Sciences Technology Services Charge) $$$$

BUDGET JUSTIFICATION:

UC San Diego Health Information Services costs have been included to reflect costs associated with the increased level of security required for all personnel within UC San Diego Health, which includes UC San Diego School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, Herbert Wertheim School of Public Health and Human Longevity Science, and the hospitals and clinics. These charges are directly attributable and proportionally applied for the individual(s) included in the proposed budget on the project.

TO BE USED IN THE DETAILED BUDGET JUSTIFICATION:

UC San Diego Health Information Services (IS) provides mandatory Information Technology Services to all of Health Sciences faculty and investigators, to include costs associated with the increased level of security required for all personnel within UC San Diego Health, which includes UC San Diego School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, Herbert Wertheim School of Public Health and Human Longevity Science, and the hospitals and clinics. To mitigate the specific risk profile of this highly connected environment, UC San Diego Health Information Services ensures that all PIs who IS provides services to, whether they directly access patient information or not, operate in a highly secure desktop, application and server environment with dedicated and highly trained support. Charges are based on percent of FTE working on a grant and are charged on a monthly basis.

These costs are not included in the campus' Facilities & Administration (F&A) rate as an indirect cost. UC San Diego auditors have determined that it is both equitable and consistent with the OMB Circular 2 CFR 200 provisions on cost allocability that the costs be assigned to FTE on grant and contract funds. Accordingly, an allocable portion of these Technology Services costs are included in this proposal as direct project costs.

For questions about the Health Sciences Technology Services Charge please contact Erika Wilson

Indirect Costs Budget Justification

BUDGET JUSTIFICATION, OPTION 1: UC San Diego's F&A rate agreement was signed on May 23, 2018 by the Department of Health and Human Services (DHHS). Our current rate for FY 2022 is 58.00%, until amended.

BUDGET JUSTIFICATION, OPTION 2: UC San Diego's indirect costs are calculated based on Modified Total Direct Costs (MTDC) as defined in 2 CFR Part 200.68 using Facilities and Administration (F&A) rates approved by the U.S. Department of Health and Human Services (DHHS). MTDC is comprised of total direct costs less capital equipment, alterations and renovations, patient care costs, off-campus rent, tuition and fee remission, scholarships and fellowships, participant support costs, costs associated with cloud/shared computing services, and that portion of subcontract costs in excess of $25,000. Additionally, the total amount of subawards to other UC campuses are excluded. Proration is based on the number of days at the applicable rate.

This project will be located on-campus. UC San Diego's F&A rate agreement was signed on May 23, 2018 by the U.S. Department of Health and Human Services (DHHS). Our current rate for FY 2022 is 58.00%, until amended.

NGN Costs

BUDGET LINE ITEM: NGN Charge (Next Generation Network) $$$$

BUDGET JUSTIFICATION:
UC San Diego Information and Technology Services (ITS) charges a flat per month fee for services to provide state-of-the-art technology infrastructure and services to the campus community. These charges are directly attributable and proportionally applied for the individual(s) included in the proposed budget on the project. These costs are not included in the campus' Facilities & Administration (F&A) rate as an indirect cost. UC San Diego auditors have determined that it is both equitable and consistent with the OMB Circular 2 CFR 200 provisions on cost allocability that the costs be assigned to FTE on grant and contract funds. Accordingly, an allocable portion of these NGN costs are included in this budget as direct project costs.

NIH Salary Cap Statement

1) The PI or Dr. [insert name]'s current institutional base salary exceeds the NIH salary cap.

2) The PI or Dr. [insert name]'s current salary rate exceeds the NIH salary cap and the actual salary budgeted is based on the NIH salary cap in effect at the time this proposal was submitted. If the NIH salary cap increases prior to award, we request the NIH award Dr. [insert name]'s salary at the new salary cap rate.

When the department escalates the salary cap for future years:

3) A 3% increase in salary is requested in future years but it is understood that it is contingent upon future NIH salary cap rates.

Other Support Overlap Statement

The PI should always address any scientific overlap:

“Potential commitment overlap for Dr. ________ between (insert grant #) and the application under consideration. If the application under consideration is funded with Dr. ________ committed at (insert calendar months), Dr. _________ will ….. (ex. request approval to reduce months, reduce effort accordingly, etc.)”

Paid Direct Foreign Post Docs & Students

Approved language to be used in section G.9 Foreign component of the RPPR (Progress Report) if you have Paid Direct foreign Post Docs or Students:

X were visiting graduate students from X Foreign University. They were financially supported by a scholarship from the foreign government, which covered their living expenses in San Diego, with no fund brought here to support their research work in the lab at UCSD. All the research work and experimental data reported in our most recent paper were done in Dr.’s X UCSD lab.

Resource Sharing Plan

Plan for Intellectual Property and Sharing of Research Resources
Intellectual property and data generated under this project will be administered in accordance with both University and NIH policies, including the NIH Data Sharing Policy and Implementation Guidance of March 5, 2003.

Ownership of sole or joint inventions developed under the project will be owned by the institution(s) employing the inventor(s). Inventors shall be determined by U.S. Patent law, Title 35 SC. University and Participating investigators/institutions will disclose any inventions developed under the project and such inventions will be reported and managed as provided by NIH policies. Sole inventions will be administered by the institution employing the inventor. Joint inventions shall be administered based on mutual consultation between the parties. Similar procedures will be followed for copyrights.

Materials generated under the project will be disseminated in accordance with University/Participating institutional and NIH policies. Depending on such policies, materials may be transferred to others under the terms of a material transfer agreement.

Access to databases and associated software tools generated under the project will be available for educational, research and non-profit purposes. Such access will be provided using web-based applications, as appropriate.

Publication of data shall occur during the project, if appropriate, or at the end of the project, consistent with normal scientific practices. Research data which documents, supports and validates research findings will be made available after the main findings from the final research data set have been accepted for publication. Such research data will be redacted to prevent the disclosure of personal identifiers.

PI/Department to complete next section

Describe the following for the specific project:

Expected schedule for data sharing if different from above.
Format of the final data set
How will data be shared (sent electronically, etc.)

UCSD Resource Sharing Plan