University of California Multicampus Research Programs and Initiatives Applicant Webinar for 2021 Awards June 2020
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University of CaliforniaMulticampus Research Programs and Initiatives
Applicant Webinar for 2021 AwardsJune 2020
Webinar Agenda and Topics
• Overview of Funding Opportunity/Tips and Reminders
• Key Deadlines
• Submitting your proposal in SmartSimple
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We will begin with an overview of the MRPI program and key deadlines We will then have some more detailed instructions for how to use SmartSImple to submit your full proposal
UC Research InitiativesResearch Grants Program OfficeProgrammatic questions should be directed to us [email protected]
Director, UCRI: Kathleen Erwin
Program Officers: Leila Sievanen Jessica WuChris Spitzer
RGPO C&G: Rebecca Stanek-Rykoff
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There are a few of us from the UCOP Research Grants Program Office here today, and we will introduce ourselves and then give each of you on the call an opportunity to introduce yourselves as well. Let chairs introduce themselves Is there anyone else whose name we have not called? We want to welcome all of you here today As you can see, we have a very broad range of disciplines represented here, which reflects the highly multidisciplinary nature of the MRPI program.
MRPI Funding Priorities – All AwardsInnovative, compelling, novel multidisciplinary or interdisciplinary research
• At least three UC campuses (additional collaborators across the UC system encouraged)
• Engage faculty/researchers across career stages• Research and training opportunities for students• Benefit to UC and California• Plans for obtaining extramural funding to support
ongoing research activities
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Innovative, compelling, novel multidisciplinary or interdisciplinary research; Collaboration among at least three UC campuses (additional collaborators across the UC system encouraged); Genuine engagement of faculty/researchers across career stages; Meaningful research and training opportunities for students; Graduate student support Benefit to UC and California well-articulated; and Plans for obtaining extramural funding to support ongoing research activities beyond the award period.
MRPI proposals:• 2 award types: ▫ Planning/pilot (1-2 yrs; launch new collaboration)▫ Program (2-4 yrs; additional components required)
MRPI team structure and designated leads• One Applicant PI at host campus• One Co-PI at each of the other collaborating
campuses• Other collaborators are Co-Is; Trainees.
Multicampus Research Programs and Initiatives (MRPI)
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MRPI is a systemwide competition administered by the UC Office of the President. The goal is to provide an incentive for systemwide, multicampus, multidisciplinary research across the UC system that will benefit and strengthen the UC system as a whole. TO REMIND YOU OF THE STRUCTURE 2 award types – you’ve already applied for one of these so I won’t go into detail Each project team must include at least 3 UC campuses, collaborating together Only one applicant PI per project – Each campus must have one co-PI Others are co-Is
Highly Competitive• 100 LOIs accepted (of 226 submitted)
across all disciplinary areas and award types
• ~$18 M in total available funding for all awards
• Budgets should be judicious and well justified in relation to the proposed activities
• Adhere to budget guidelines in the RFP, Application Instructions, or that accompanied LOI notification.
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Congratulations on getting your LOI accepted. Very competitive process – only about 40% were accepted. We anticipate a funding success rate of 15-20% ~$18 million total funding for new awards across all categories and award types for this cycle. We anticipate approximately $18 million total funding for new awards across all categories and award types for this cycle. Budgets in both categories should be judicious and well justified in relation to the proposed activities and potential impact, demonstrate efficient use of funds, and include a justification that demonstrates knowledge of the reasonable and necessary costs to ensure success of the proposed activities.
Research Excellence and Innovation• High quality research on compelling topics• Innovative, multidisciplinary, and feasible
Strength of the Collaboration; Systemwide Impact and Benefit• Genuine engagement of faculty, researchers, and students from at
least three UC campuses• Positions UC for strategic excellence
Importance and Benefit to California
Quality of Graduate Student Training• Meaningful engagement by graduate students in innovative
scholarship• Supports advancement toward degree
Review & Scoring Criteria
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The next few slides describe the various criteria you will use to evaluate proposals. Research excellence is the first bar, and if the research is not highly meritorious, the application should not be scored at the top. This does not mean that research excellence is weighted more heavily than other criteria. Fundamentally, we only want to fund meritorious research. However, in our experience, we generally have more meritorious proposals than we can fund. Therefore the other criteria can be extremely important in the overall scoring and ranking of proposals. This includes collaboration Sometimes, a group of faculty puts together a proposal, but they’re really working individually and not doing much as a team. We don’t want to fund that. You’re also looking at the systemwide benefit, not just the benefit to the faculty at a single campus in a single field. We want to position UC to be successful for future extramural funding and to be able to attract and retain the best faculty and students because they see a UC as a premier university to be associated with. Will the project help further those goals? Projects can have benefits far beyond California, but they should benefit California. As we say in the RFP, we want to fund work addressing problems that impact California, the nation, and the world. The proposal needs to explain how this work will benefit California and the people of California. Finally, because UC is a premier research university, graduate training is very important. We want genuine engagement of grad students in the project’s work. We also want this to benefit the grad students: we want this to help with progress toward their degree and not distract them from that goal.
Public Engagement/Community Collaboration• Outreach appropriate to research scope and activities• E.g. community-based participatory research; citizen
science; K-12 education;• See RFP for additional guidelines and examples
Contributions to Undergraduate Research and Curricula• Transform curriculum or provide research, internship,
or fieldwork opportunities
Review & Scoring Criteria (Program Awards only)
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We have a few additional criteria that pertain to the Program Awards specifically. This is because they do not have the same budget restrictions and therefore have a higher bar. These additional criteria are new, even to previous reviewers. The first is public engagement, which could look very different between different proposals. This could involve, for example, community-based participatory research, citizen science, K-12 education Some proposals say, well, we’re going to create a community advisory board, and we don’t think that’s sufficient. If the proposal is lacking in this area, it needs to be very strong in other areas to be competitive. Among the great strengths of UC are opportunities to engage undergraduate students in research and scholarship. Or, if the research is just too advanced or esoteric, the proposal should explain how it will improve undergrad curriculum. We also want to evaluate whether this research collaboration can be sustainable in terms of securing outside funding. This is especially true of those that have received funding from us before. There is a high bar to justify continued systemwide funding, and the proposal needs to make the case that they are pursuing novel research directions or distinct new research activities.
Tips and Reminders – Full Application
▫ Follow Application Instructions; Read RFP & FAQs
▫ Use and follow the provided templates Check for correct award type and competition cycle
▫ Notify your campus C&G/SPO immediately of your intent to apply and the collaborators from other campuses
▫ Award Start Date: January 1, 2021. End Dec 31 (YEAR)
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Application instructions, RFP and FAQs are on our website and in SmartSimple Look over the start dates and make sure that you entered information in correctly; change anything entered incorrectly
Tips and Reminders – Full Application
Correct technical errors in the LOI and Full Applications
▫ Key Personnel Table Roles and academic titles required Name order (last name, first name) Use only allowable roles and designations Changes or Additions to Key Personnel: Key personnel may participate in one and only one MRPI
proposal Review eligibility criteria in RFP
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Look over the key personnel tables and make sure that you entered information in correctly; change anything entered incorrectly In the key personnel table - you need to put yourself as Applicant PI, they should fix it so there's exactly one Co-PI/site lead for each collaborating (non-host) site, and then there are co-Is or trainees. Roles and academic titles are required for all key personnel entered in the key personnel table You may make changes to the full proposal that are consistent with the scope of the accepted LOI, including adding campuses or key personnel. Key personnel may participate in one and only one MRPI proposal Review eligibility criteria in RFP
Tips and Reminders – Full Application
Proposal Access “PI-Assistant” designation is typically restricted to one
individual identified by the Applicant PI who has full proposal access and submission functionality
Co-PIs should be allowed to view the proposal in SmartSimple
Budget Access Collaborating campuses (including the UC national labs)
should each complete a “subcontractor” budget (if requesting funds)
Co-PIs can edit their own budgets if desired
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SHARING ACCESS TO THE PROPOSAL – If the PI will be requesting administrative assistance - this is the functionality to use. -Becky will talk more about the technical details of budget access – but we ask that you allow co-Pis and others collaborators to view the proposal -Collaborating campuses – including the UC national labs – should complete a subcontractor budget only if asking for funds. There is no need to submit a blank budget.
Tips and Reminders – Full Application
Add Co-PIs in 3 places in SmartSimple:
(1) Project Personnel table (in PROJECT CONTACTS tab)(2) Via the Invite Personnel function to grant view access to the proposal(3) In the subcontract to grant edit access to the site budget
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Applicant PIs will need to add the co-PIs in three places: (1) the personnel table, (2) the proposal Invite Personnel screen to grant view access to the proposal, and (3) the subbudget to grant edit access. All other project personnel need only be added once, to the personnel table.
Thursday, August 6, 2020 Full Proposals Due
Thursday, December 3, 2020 Expected Notification
Friday, January 1, 2021 Award Start Date
Key Dates
Accessing SmartSimpleLogin to SmartSimple: https://ucop.smartsimple.com/
First-time users register here
Returning users login here
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You must prepare and submit your LOI online using SmartSimple. The link and detailed instructions are available on CRCC’s website. All users accessing SS for the first time should click “Register Here” to register and create an account. - We’ll talk about this in the next slide. Applicants who have previously registered with SmartSimple or are returning to complete an in progress LOI should enter their username and password under “Login” and click the “Login” button on the SmartSimple homepage. Login issues – please contact RGPO
From Approved LOI to Full Application
1. Click on “In Progress Applications.”2. Locate the row for your submitted MRPI LOI. The “Status” Column will
indicate if your LOI is approved. Click “Open” to begin full application and access instructions and templates.
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Once you’ve received our email notification saying that your LOI is approved, you can then log into SmartSimple and start your application. Once you are in the system, you will be defaulted to the “My Applications” Home screen. Click on “In Progress Applications.” Click Locate the LOI that you submitted to our program, and under the Status column, it should say Invited to Full Application. This is also how you can check your LOI status -- if you’ve submitted your LOI, it will say LOI Submitted. Once our staff approves your LOI, you will receive an email, and the next time you log into SmartSimple, you can click on Open to start the full application. You will not have access to the application materials until your LOI is approved and the status changes to “Invited to Full Application.”
From Approved LOI to Full Application
3. Click on the “Continue” button at the bottom of the screen to access the Full Application materials.
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Once you’ve received our email notification saying that your LOI is approved, you can then log into SmartSimple and start your application. Once you are in the system, you will be defaulted to the “My Applications” Home screen. Click on “In Progress Applications.” Click Locate the LOI that you submitted to our program, and under the Status column, it should say Invited to Full Application. This is also how you can check your LOI status -- if you’ve submitted your LOI, it will say LOI Submitted. Once our staff approves your LOI, you will receive an email, and the next time you log into SmartSimple, you can click on Open to start the full application. You will not have access to the application materials until your LOI is approved and the status changes to “Invited to Full Application.”
Application Submission
Complete each section of the application.
Instructions can be downloaded from the top of every page.
Download templates and upload required attachments in the Documentation section.
Preview button generates PDF of application (including budget and all uploaded attachments)
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Once you click on Open, the system will ask you to confirm your LOI information. Click “Continue” to go to the first step of the Full Application, which is the title page for you to edit your title and project dates. Click Access the various application sections that appear horizontally across the top of the page. Click You can always download instructions at the top of each page. Click Download templates and upload required attachments in the Documentation section. Click Once you have completed each section, click “Submit to Signing Official” when you are done. Once the signing official submits the application, you will receive a confirmation email. We will discuss the Signing Official’s role in more detail on the next slide. Again for the purpose of today’s webinar we are not going thru each of these sections. The instructions on how to complete each section can be downloaded in SmartSimple, and if you have questions, you can always email us or call us. However, next, we will go through two sections that are different than in prior years as a result of our system change to SmartSimple: adding a Signing Official and completing the Budget.
Full Application: Invite someone to edit or view
1. Click on “Invite Personnel”
Full Application: Invite someone to edit or view
2. Click the plus button to add an individual who needs access to the application in SmartSimple.• PI Assistant: can view, edit, and submit a completed application• Co-Investigator: can view an application (recommended for MRPI co-PIs)3. Enter the individual’s name and email address.4. Repeat as needed.5. Click ‘Invite’ to send out invitation emails.
Budget tabClick the Budget tab
Click “Open” to start entering information
The Prime Budget (accessed from BUDGET tab) is used to enter the budget for the host campus, and Institution Contacts for the host campus.The BUDGET tab is also where you will create subcontracts for other campuses.
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I want to highlight some items on the Budget tab, namely adding Institution Contacts and then completing the actual budget. To access those sections…. Click Click on the Budget tab. Click Then click Open
Budget tab – Adding Institution Contacts
If you cannot find their name in the list, click “Can’t find Signing Official.” Then click “Add Signing Official” and complete the form.
Start typing the name of your signing official into the field and select from the list that populates.
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The first sub-tab within the Budget tab is Institution Contacts. C&G signatures will be collected electronically. You will submit the application electronically to your signing official who must review and submit the application through SmartSimple by the application deadline. Please plan submission timelines accordingly. You must add the Signing Official, Fiscal Contact, and Contracts and Grants Contact as Institution Contacts. To add the Signing Official, for example, locate the Signing Official field, start typing your signing official’s name or email address and select from the list that populates. Click If you cannot find their name in the list, skip down to the “Can’t find the contact you’re looking for?” question and click the “Can’t find Signing Official” radio button, then “Add Signing Official” button. A new window will open for you to add the signing official’s information. Repeat these steps to add your Fiscal Contact and Contracts and Grants Contact. Click Save Draft to save your work. A read-only view of your entries will display on the Project Contacts tab.
Budget tab – Editing the prime budget
Do not click “Budget Complete” until you have entered all the necessary budget figures, justification notes, and subcontracts –clicking this button will lock your budget and you will not be able to make additional edits.
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The second sub-tab within the Budget tab is Budget Summary. Click this tab to access the budget form. Click Then click “Edit Budget,” and a separate window will open to enter your budget details. We will discuss this page on the next slide. Click If you have subcontracts, a separate budget must be provided per subcontract by clicking on Subcontract Budget Details. Click You can also click “Back to Application” to continue working on other sections of the application. Click At the bottom, you can click “Save Draft” to save your changes. Do not click “Budget Complete” until you have entered all of your Institution Contacts, budget figures and justification notes – clicking this button will lock the entire Budget tab and you will not be able to make additional edits to this section.
Budget tab – Editing the prime budget
Scroll down to “Personnel Costs.”Click “+” to add a new row.
Entries will populate in the budget summary at the top of the page.
Enter budget justification.
Repeat for all budget categories.
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Clicking “Edit Budget” will open this screen to enter budget details. Scroll down to Personnel Costs (Salary and Fringe). Click “+” to add a new Personnel expense and indicate the dollar amount by each year requested. The Total will calculate at the end of the row. When you click “Save,” the expense will populate in the Budget Summary at the top of this screen. Repeat this step for each Personnel expense in your budget. A textbox is available under each budget category to provide the budget justification relevant to that particular category. There is no character limit on the budget justification, though the expectation is that the justification is concise. Throughout the application, you’ll see additional questions for which you are required to click a button that will open a separate window for you to enter information, such as Research Demographics, Milestones, and Project Personnel. Please refer to the application instructions for steps on accessing these windows, and contact us if you have questions.
Budget tab – Subcontracts
Each campus site with a budget will need a separate subcontract. After clicking “Add New Subcontract Budget”, click the “Open” button that appears.
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Clicking “Edit Budget” will open this screen to enter budget details. Scroll down to Personnel Costs (Salary and Fringe). Click “+” to add a new Personnel expense and indicate the dollar amount by each year requested. The Total will calculate at the end of the row. When you click “Save,” the expense will populate in the Budget Summary at the top of this screen. Repeat this step for each Personnel expense in your budget. A textbox is available under each budget category to provide the budget justification relevant to that particular category. There is no character limit on the budget justification, though the expectation is that the justification is concise. Throughout the application, you’ll see additional questions for which you are required to click a button that will open a separate window for you to enter information, such as Research Demographics, Milestones, and Project Personnel. Please refer to the application instructions for steps on accessing these windows, and contact us if you have questions.
Budget tab – SubcontractsOption 1: subcontract entered by Applicant PISubcontractor name: enter the name of the co-PI
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Clicking “Edit Budget” will open this screen to enter budget details. Scroll down to Personnel Costs (Salary and Fringe). Click “+” to add a new Personnel expense and indicate the dollar amount by each year requested. The Total will calculate at the end of the row. When you click “Save,” the expense will populate in the Budget Summary at the top of this screen. Repeat this step for each Personnel expense in your budget. A textbox is available under each budget category to provide the budget justification relevant to that particular category. There is no character limit on the budget justification, though the expectation is that the justification is concise. Throughout the application, you’ll see additional questions for which you are required to click a button that will open a separate window for you to enter information, such as Research Demographics, Milestones, and Project Personnel. Please refer to the application instructions for steps on accessing these windows, and contact us if you have questions.
Budget tab – SubcontractsOption 2: subcontract entered by co-PI
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Clicking “Edit Budget” will open this screen to enter budget details. Scroll down to Personnel Costs (Salary and Fringe). Click “+” to add a new Personnel expense and indicate the dollar amount by each year requested. The Total will calculate at the end of the row. When you click “Save,” the expense will populate in the Budget Summary at the top of this screen. Repeat this step for each Personnel expense in your budget. A textbox is available under each budget category to provide the budget justification relevant to that particular category. There is no character limit on the budget justification, though the expectation is that the justification is concise. Throughout the application, you’ll see additional questions for which you are required to click a button that will open a separate window for you to enter information, such as Research Demographics, Milestones, and Project Personnel. Please refer to the application instructions for steps on accessing these windows, and contact us if you have questions.
Budget tab – SubcontractsOption 2: subcontract entered by co-PI
The “Invitations” tab in the subcontract functions like the “Invite Personnel” tab on the main application.
Note that the co-PI can use this functionality to invite someone else (e.g. an assistant) to fill out the subcontract.
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Clicking “Edit Budget” will open this screen to enter budget details. Scroll down to Personnel Costs (Salary and Fringe). Click “+” to add a new Personnel expense and indicate the dollar amount by each year requested. The Total will calculate at the end of the row. When you click “Save,” the expense will populate in the Budget Summary at the top of this screen. Repeat this step for each Personnel expense in your budget. A textbox is available under each budget category to provide the budget justification relevant to that particular category. There is no character limit on the budget justification, though the expectation is that the justification is concise. Throughout the application, you’ll see additional questions for which you are required to click a button that will open a separate window for you to enter information, such as Research Demographics, Milestones, and Project Personnel. Please refer to the application instructions for steps on accessing these windows, and contact us if you have questions.
Budget tab – SubcontractsOption 2: subcontract entered by co-PI
You must return to Main tab of subcontract and click “Request Subcontractor Completion” button for subcontractor to access subcontract.
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Clicking “Edit Budget” will open this screen to enter budget details. Scroll down to Personnel Costs (Salary and Fringe). Click “+” to add a new Personnel expense and indicate the dollar amount by each year requested. The Total will calculate at the end of the row. When you click “Save,” the expense will populate in the Budget Summary at the top of this screen. Repeat this step for each Personnel expense in your budget. A textbox is available under each budget category to provide the budget justification relevant to that particular category. There is no character limit on the budget justification, though the expectation is that the justification is concise. Throughout the application, you’ll see additional questions for which you are required to click a button that will open a separate window for you to enter information, such as Research Demographics, Milestones, and Project Personnel. Please refer to the application instructions for steps on accessing these windows, and contact us if you have questions.
Submit to Signing Official
The PI submits the application to the signing official, who then submits it to RGPO. The signing official must submit it by the deadline; please be aware of any internal deadlines for submission.
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Once all online questions and downloaded templates have been completed and uploaded to SmartSimple, the application is ready to be submitted to your institution’s signing official. You must click “Submit to Signing Official” to complete this step. Your institution’s signing official will receive an email notification to log in, review, and either submit the application, or send the application back to the Applicant PI for revision. Note: The signing official must complete this step prior to the application deadline. Please plan submission timelines accordingly. If the signing official’s submission was successful, a confirmation message will appear on the screen and a confirmation email will be sent to the Applicant PI and the signing official.
I still have questions…..
1. Ask them today
2. Review the materials in the RFP, FAQs and Full Application Instructions
3. Visit our website at: www.ucop.edu/research-initiatives/programs/mrpi
4. Contact us as questions arise
Contact Information
For SmartSimple support:Research Grants Program [email protected]
For programmatic questions:University of California Research Initiatives (UCRI)[email protected]
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Please contact us if you have any questions or concerns.
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