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Grant Development - Paperwork
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Form 5
The road to submitting your proposal begins with the ORS Form 5. The Form 5 contains questions regarding amount of funding requested, indirect cost rate used, PI department, cost-sharing, animal use, human subjects, hazardous materials, export controls, conflict of interest, subcontractors, intellectual property, and restrictions on publishing.

Form 5a
If your proposal comprises PIs from more than one department, you need to fill-out a Form 5a, as well. Form 5a requires the signatures of the different department chairs and deans, so plan ahead.

Form 5b
If any of the PIs has a potential conflict of interest, they need to fill-out a Form 5b.

Compliance
The Form 5 also highlights compliance issues. If you will be using human subjects, you need to file an application with the Committee on Human studies. Although you do not have to file before submitting the proposal, you cannot accept award funds until it has been approved (~2 months). Similarly, if you will be using animals, you will need to file for approval from the Animal Care and Use Committee (~1.5 months). If you will be importing organisms, using radioactive or hazardous materials, or recombinant DNA, you will need approval from the Environmental Health and Safety Office.

Intellectual Property If your research results in a patentable invention, you should file an invention disclosure with the Office of Technology Transfer and Development (OTTED). An invention disclosure should be filed BEFORE any public disclosure of the invention. Additionally, if you will transfer any materials generated in your laboratory to another party, you should file a material transfer agreement. See OTTED site for information.

Timeline
The recommended time to get the required signatures for the Form 5 is listed below. (Stated timeline refers to days prior to proposal due date)
  • Department Chairman or County Administrator (10-12 days)
  • Fiscal Officer (7-9 days)
  • Associate Dean (7-9 days)
  • Office of Research Services (ORS) (5 days)
  • Post (2 days)
Electronic Filing

More and more grants will be filed electronically via Grants.gov. Although UH will be moving to an electronic grant submission and management system, it is not ready for implementation at this time. Currently, you are required to submit a hardcopy of Form 5 and your proposal to your Fiscal Officer. If revisions are not required, the Fiscal Officer will get the Associate Dean’s signature and forward the proposal to ORS for final review and signing. If revisions are needed, you will be required to provide a revised version to your Fiscal Officer. Once the Fiscal Officer has signed-off on your proposal, you can upload your final proposal version to the ORS website (link below). Only ORS can submit the proposal to the granting agency, not the PI. ORS will formally announce the release of the electronic submission and management system in the future.
Resources
Express Mail Carriers-Comparison
Company Phone Number Next Day 2nd Day Last Pick-Up Last Drop-off ***Cost
FedEx 1.800.Go.FedEx No Yes Call and Schedule by 1pm Kinko's S. King by 2 pm; FedEx 129 Pohakulana Pl by 3:30pm 2 days: 10:30 am ($87.98); 3 pm ($64.50); 4:30 pm ($45.88)
UPS 1.800.782.7892 Yes Yes Call by 4:45pm; picked up by 6pm Drop-box Manoa Innovation Center 5 pm; 128 Mokuea Pl by 6:00pm (839-1907) Next Day: 8 am ($110.05); 10:30 am ($78.84); 3 pm ($69.26); 2 days: 12 pm ($54.86); 5 pm ($49.38)
DHL 1.800.Call.DHL No Yes Call and Schedule by 4:30pm 550 Paiea Street by 6 pm 2 days: 12 pm ($86.58); 5 pm ($50.01)
USPS 1.800.Ask.USPS No Yes Call by 2 am; Pickup at usual delivery; Or on-demand pick-up for $12.95 fee USPS Airport by 4:30pm; Air Mail Facility 3600 Aolele St by 6 pm 2 days: 3 pm ($53.45); 3 days: $36.40
*** Estimated price based on: 20 lbs; package being picked up; no value of package; dropped off at a business location; from 96822 to Washington D.C. Note: Valid as of July 2005
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Last updated on 6/2/2006