Contracts & Grants Frequently Asked Questions

What is the function of the Contracts & Grants Office? How does it differ from the UCSB Office of Research?

The Contracts & Grants Office is a unit within the Gevirtz Graduate School of Education. The Contracts & Grants Office supports the faculty, researchers and students in all Gevirtz Graduate School of Education programs and departments in the following areas: research development, human subjects, proposal preparation, and contracts & grants administration.

The UCSB Office of Research (OR) helps members of the university community secure support for their research and creative activities. OR works with all of the academic units on campus to develop the best research programs possible and is charged with ensuring the integrity of UCSB research and providing assurance to governmental and private funding agencies and to the public that the research is conducted in accordance with the highest ethical standards.

How do I know whether or not I need to get Human Subjects approval for my research project?

Any UCSB faculty, staff or student doing research that involves Human Subjects must have either Human Subjects approval, or an exemption, for the research results to be published in any form including theses and dissertations. This includes pilot studies (even if it involves just one subject), funded or unfunded research, and research on yourself, your staff, your students, or your friends. "Human Subject" means a living individual about whom an investigator (whether professional or student) conducting research obtains: (a) data through intervention or interaction with the individual or (b) identifiable private information. For more information, visit http://www.research.ucsb.edu/compliance/human-subjects/regulations-policies-and-guidance/definitions

How do I get Human Subjects approval for my research project?

Requests to use human subjects in your research are made using a web-based application module (Office of Research Application for the use of Human Subjects; ORahs). ORahs is a new system that opened in May 2009. Tutorials about how to use the system are available at:www.research.ucsb.edu/compliance/human-subjects/orahs-tutorials

Once your protocol has been reviewed by the Human Subjects Committee, you will receive an email that your protocol is pending approval. Once you receive this email, please print the entire protocol, sign where indicated and have your faculty advisor sign (if applicable) and submit the protocol to the Contracts & Grants Office. We will acquire Department Head’s signature and submit the protocol to the Office of Research. You will then be notified via email when you may begin human subjects research.

Protocols will not be approved until all investigators have completed the HS training module. See:http://hstraining.orda.ucsb.edu/faqs.htm for further information.

What are the deadlines for submitting Human Subjects protocols?

The Human Subjects Committee meets on the second Tuesday of each month. Protocols must be submitted via ORahs by the last day of the preceding month in order to be reviewed at the next meeting. Once you submit your protocol online, you will be notified via email regarding your protocol's scheduled review date.

I submitted a Human Subjects protocol. How will I know if it has been approved?

Once you submit your protocol online, you will receive email notifications updating you on the status of your protocol. If corrections are necessary, your protocol will be placed into your Corrections queue within the ORahs system to edit and resubmit.

Once provisional approval is in place, you will receive an email notification of what steps to follow to finalize the approval (eg. signature page, training, conflict of interest). Note that once approval is provided you will not receive a paper copy of the approval, you can access the approved consent forms and signed signature page in the ORahs system. At any time, you can log into the ORahs system to check on the status of your protocol.

How do I find funding for my research project?

Numerous resources are available at the following Office of Research link (www.research.ucsb.edu/research-development). In addition the Contracts & Grants Office circulates notices of funding opportunities via our listserv. To have your name added, please contact Everly Manes.

I want to submit a research proposal for an award. Where do I start?

Please notify the Contracts & Grants Office as soon as you have decided to apply for a specific award. At a minimum, we ask that you notify us one month prior to the submission deadline for federal awards and two weeks prior to the submission deadline for non-federal awards. Please keep in mind that if your proposal is anticipated to include subawards or cost sharing/matching, additional time may be needed.

Who can serve as a PI on a research award application?

Faculty and professional researchers employed by UCSB with at least a 50% appointment are automatically eligible to serve as a PI on an award. If you do not meet these criteria, please contact the Contracts & Grants Office to inquire about a possible exception to serve as a PI or Co-PI.

When do I need to submit a final version of my proposal to the Contracts and Grants Office?

We ask that you contact the Contracts & Grants Office as early as possible in the proposal preparation stage so that we can establish a timeline specific to your proposal. The UCSB Office of Research (OR) requires that we, as the administering department, submit a complete final version of the proposal to them a minimum of three full business days prior to the sponsor’s deadline. In the case of federal awards, OR requests that a complete final version of the proposal be submitted to them a minimum of seven business days prior to the deadline.'

See the Contracts & Grants Proposal Preparation page.

I received a notice from the sponsor to whom I had submitted a proposal that my project is being funded. What happens now and when can I begin accessing award funds?

If you receive an award notification directly from the sponsor, please notify the Contracts & Grants Office immediately so that we can begin working with the UCSB Office of Research (OR) to process the award. Only OR can officially accept an award on behalf of the university; thus, they must work with the sponsor to determine the terms and conditions of the award and accept it. Once the award has been accepted by OR, it will be sent to UCSB Extramural Funds Accounting so that an account can be established. Once the account has been set up, the Contracts & Grants Office and the PI will be notified and the PI will have access to the funds. The entire process typically takes a few weeks, but may take longer if negotiations of the terms and conditions of the award are necessary.
*Please Note: You cannot begin hiring employees or otherwise spending funds until you have received notice from that an account number has been established by UCSB.*

I have subcontracts/consulting agreements as part of my research project. How/when/by whom are these initiated? How long will it take for them to be established?

Subawards should be included in the proposal budget. Once the prime award has been established, the PI should prompt the Contracts & Grants Office when they are ready to set up subawards. Establishment of a subaward typically takes a few weeks. If the subaward was not included in the proposal budget, re-budgeting may be necessary. Please contact the Contracts & Grants Office to discuss options.

What do I need to submit to be reimbursed from an award?

All requests for reimbursements from award accounts must be accompanied by a green sheet signed by the project’s Principal Investigator (PI) or Co-PI. Green sheets are available from the Contracts & Grants Office. Please submit the completed green sheet and the original receipt(s) to the Contracts & Grants Office and we will process your reimbursement. Additional forms are required for travel reimbursements.

What do I need to submit to be reimbursed for travel from an award?

All requests for reimbursements from award accounts must be accompanied by a green sheet signed by the PI or Co-PI. Green sheets are available from the Contracts & Grants Office. You should also complete and sign a Domestic (or Foreign) Travel Reimbursement Worksheet. Travel Reimbursement Worksheets are available from the Contracts & Grants Office and on the Faculty Resources page. Please submit the completed and signed green sheet and Travel Reimbursement Worksheet and the original receipt(s) to the Contracts & Grants Office and we will process your reimbursement.

*Please be sure to complete and sign the Travel Reimbursement Worksheet as the information requested is needed in order to process your reimbursement.*

What do I need to submit to be reimbursed for mileage from an award?

If all of the mileage for which you are seeking reimbursement occurred over the course of one round trip, then you need to complete and submit a Domestic Travel Reimbursement Worksheet signed by the traveler and a green sheet signed by the PI or Co-PI. Domestic Travel Reimbursement Worksheets are available from the Contracts & Grants Office and on the Faculty Resources page.

If the mileage for which you are claiming reimbursement occurred during a trip with multiple destinations or is from multiple trips, you will need to submit a mileage log in addition to the Domestic Travel Reimbursement Worksheet and green sheet. Mileage logs are available from the Contracts & Grants Office and on the Faculty Resources page.

If the only expense you would like to be reimbursed for is mileage, you will need to submit a mileage log in addition to a green sheet. In this case, the Domestic Travel Reimbursement Worksheet is not required. Mileage logs are available from the Contracts & Grants Office and on the Faculty Resources page.

*Please be sure to complete and sign the Travel Reimbursement Worksheet as the information requested is needed in order to process your reimbursement.*