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Institutional Approval of Proposals (e-PA005)

Every proposal to an external sponsor must be reviewed and approved by the principal investigator, co-investigators, the departments and the colleges involved. The principal investigator certifies that s/he accepts responsibility for the proposal and the conduct of the project and that the faculty involved in the work have agreed to participate. Administrators certify that the proposed work is consistent with their unit's objectives and that the unit will accept the transfer of unallowable costs or any overruns.
The Office of Sponsored Programs verifies that all the faculty and administrative units involved are in agreement by use of the Authorization to Seek Off-Campus Funding form (the e-PA005). This form is created and signed electronically and is accessed at http://osp.osu.edu/.

The basic components of the form

Title of the proposal

  • When the sponsor of the Ohio State's funding is not the source of the funding (e.g., when Ohio State will have a subaward on an NIH grant awarded to another university), use the name of the sponsor that pays Ohio State.
  • The prime sponsor of the award can be noted in the comments field.
  • The College of Medicine urges the inclusion of all faculty with more than 0% effort.
  • Each person listed must be an eligible principal investigator at Ohio State.
  • Each person listed will have full access to the proposal and awards in the PI Portal.
  • Percent Salary Recovery: this percentage is the effort for that individual in the proposal. This information does not flow from the e-PA005 to the award and is for purposes of reviewing the e-PA005 only.
    • The effort for key personnel noted in the PI Portal is entered at the time of the award by the Office of Sponsored Programs directly from information in the proposal itself.
  • List all the involved departments and/or centers.
  • Administrators in the orgs listed will have access to the proposal and award in the PI Portal.
  • % Proposal/Award Allocation: The distribution of award allocation drives the dollar value allocated to each org in proposal reports generated by the Office of Sponsored Programs (eActivity reports).
  • % Expenditure Allocation: The distribution of expenditure allocation drives the allocation of F&A to colleges. It also drives the dollar value allocated each org in eActivity's award and expenditure reports.
  • For questions about how to determine appropriate award and expenditure allocations, principal investigators may work with department/center administration or the COMOR.
Budget and Award Information
  • Proposed project start and end dates
  • Total budget amount requested from sponsor
  • Cost share requested
  • F&A rate and base
  • Graduate student (GA) fees responsibility
    • College — the college pays for the tuition
    • Department — the department pays for the tuition
    • Sponsor — the sponsor pays for the tuition
    • N/A — use only when graduate students will definitely not be appointed to the project. The sponsored program office is required to make a determination in these cases if the college, department or sponsor will pay for tuition in the rare case a graduate student is appointed to the project.
Compliance Areas
  • Check the boxes for the areas that apply to the proposal.
  • Checking some of the categories (e.g., Export Control) will automatically generate a notification to the Office of Research Compliance.
Conflict of Interest
  • Note any potential conflicts of interest.
Space Needs
  • Note where the work will be performed.
  • Click "Approve" to unconditionally approve the proposal for submission.
  • Click "Conditionally Approve" to allow the proposal to be submitted even when unresolved internal issues remain. The Office of Sponsored Programs will require that all signatories review and sign the form unconditionally before the award is accepted. 
  • Clicking "Disapprove" will stop the form from being routed further and force the creator of the form to create the form afresh.
    • Before disapproving an e-PA005, it is recommended that the signatory contact the creator to discuss the problems.
  • Comments can be added by signatories to clarify any items or causes for concern.


Graduate School Matching Tuition and Fees Award Program

The Graduate School offers a Matching Tuition and Fees Award Program to help programs and colleges attract and retain high quality graduate students.  The Graduate School accepts requests for fee authorizations for students in doctoral or master’s programs for whom stipends are paid from an extramural source, particularly fellowships or traineeships that are awarded through national competition and do not fully or partially fund the cost of tuition.  The National Institutes of Health and the American Heart Association are such examples.

As matching funds become more competitive, the Graduate School will rely upon a prioritization statement from respective college deans that indicates how the proposed grant/fellowship fits into the college’s missions.  Therefore, the College of Medicine Office of Research will submit matching tuition and fees requests to the Graduate School on behalf of COM faculty with training grant proposals or graduate fellowship applicants.
The College of Medicine Office of Research will coordinate the 3-part process for implementing the matching tuition and fees support through the Graduate School, which is:  (1) to submit a completed and signed Pre-Approval Request Form or Student-Specific Request Form; (2) If the fellowship or training grant is awarded, COMOR will submit a Student Specific Request Form and award documentation and sponsor policies regarding tuition and fees support; (3) Finally, COMOR will submit annual requests for matching tuition and fees for the duration of the fellowship or based on available funds. 
Notify the COM Office of Research at least two weeks prior to submission of the training grant or fellowship proposal.