Research Management Group– (RMG)

Preparing Fellowship Applications


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All Applications for outside Pre-Doctoral & Postdoctoral Fellowships must be routed through your Institutional Representative at least 5 working days (one week) prior to the sponsor's deadline. See the required processing guidelines and the proposal checklist.
Special announcement:
NIH F Series NRSA individual pre-doctoral and postdoctoral fellowship Grants.gov hands on training sessions have just been announced for individuals who are submitting applications for the standard NRSA  F series December 8 deadline and the standard AIDS or AIDS-related January 7 deadline. For more information on these sessions, please go to the Grants.Gov@Stanford NRSA F Series resource webpage

Institutional Representative*- School of Medicine

Postdoctoral fellowships and graduate student fellowships -

Fellowship Office
Research Management Group
301 Ravenswood Avenue, 2nd Floor Stanford Mail Code: 5566
Menlo Park, CA 94025-3434
Walk-in office hours: 9 -12 & 1 - 4     
Directions    Drop off location

Jessica Jones, Fellowship Coordinator
 jonesjes@stanford.edu
 Phone: 650 725-4368
 Fax: (650) 721-2627

 Debra Porzio. Fellowship Manager
(*Debra is the "Institutional Official/Representative" for Fellowships for the School of Medicine.)
 dporzio@stanford.edu
 Phone: 650-736-0767
 Fax: (650) 721-2627


Institutional Representatives-
For all other Schools

Postdoctoral fellowships -
Your regularly assigned OSR Contract & Grant Officer
Office of Sponsored Research
320 Panama Street
Contact information

Graduate student fellowships-
Florie Flores
Student Financial Aid Office
Old Union
florie@stanford.edu
(650) 725-0540


School of Medicine
Department Contact List  
(Download "Protected" document)
(Rev. April 2007)
 





   

Processing Requirements and Proposal Checklist for Appointed / Registered Scholars


Proposal Checklist-Required steps
Roles and Responsibilities for Fellowships
Limited Programs

School of Medicine Processing Requirements
Download   Rev. 10/06

DROP OFF/PICK UP LOCATION
Where to find it--
Our offices are located at the Stanford Menlo Park (SMP) campus. To make it easier for departments and postdoctoral fellows, we've set up a drop off/pick up location in 1215 Welch Road, Mod B. Please enter Mod B from the deck between Mod. A  and B. Immediately to your left there is a bookcase with a shelf labeled:"Fellowship Drop Off, Pick Up".

RMG Courier- REVISED SCHEDULE
Effective August 17, 2009, RMG will limit courier service to a schedule of Monday-Wednesday-Friday. The RMG courier will deliver and pick-up once a day at approximately 12-noon at the Modular B, 1215 Welch Road drop off location on those three days. *If you miss the pick up times, you will need to contact Jessica Jones at  jonesjes@stanford.edu or 725-4368 to arrange to come to our new location.
Free SMP Shuttle service provided between the School of Medicine and SMP, please see the Stanford Menlo Park website .

Fellowship Proposal Checklist:
Required steps to take and forms to use for all proposals

   

checkmark  Complete copy of application, including Scientific Summary/Abstract, Budget Detail, and completed original signature pages

 checkmark   Copy of the agency program announcement

checkmark   SU-42FL Routing sheet  word (Revised 05/09)
This form must be completely filled out by the fellow and signed by
     --the faculty sponsor
     --department administrator
No application will be processed without a signed routing sheet. (If you have a problem downloading this attachment, please contact Debra Porzio at dporzio@stanford.edu)

checkSU-42FL Routing Form Sample/Tutorial
This webpage provides a sample SU-42FL form. Click on the link for each section number to display a pop-up window with complete instructions, information on policies and procedures for each section.

check   SU-42FL Conflict of Interest Supplemental Form word   (Revised 1/09)
Please complete this COI supplement form for each proposal and attach to each SU-42FL.

   NIH Fellowship Certification Form nih fellowship cert form
This form is used only when submitting an application for NIH F-Series NRSA Individual Fellowship applications.


check   Appointment Verification Form  word  - prospective scholars only-must be completely filled out and signed by the faculty sponsor and a department administrator. No application will be processed without this form.


check  Housestaff Verification Form (Rev. 11/08)   check - housestaff only- must be completely filled out and signed by the faculty sponsor, a department administrator, and by Rania Sanford, Assistant Dean for Postdoctoral Affairs. No fellowship application will be processed without this form.
(Note: The Housestaff Verification form is used when submitting fellowship applications only. There is a separate Resident and Clinical Fellow approval form for grant applications.)


check   IMPORTANT REQUIREMENT:
Submit your SU-42FL and application to Fellowship Office in RMG 5-working days (one calendar week) prior to the agency deadline.
Processing applications requires a thorough review of all documents, and entry into the University pre-award tracking system.  
To facilitate this, University policy requires that you submit your completed SU-42FL and application to the Fellowship Office in the Research Management Group at least 5 working days (once calendar week) prior to the agency deadline for all sponsored projects including all Fellowships. Complete applications are processed in the order received.

check   The Institutional Representative will:
Sign the application and
Provide a cover letter.
[Cover letters are often optional to the agency, but are included as a courtesy. They also indicate that the application has been entered into the system, which makes funding procedures easier to complete when awarded.]

check   Applications should be carefully checked before photocopying and/or mailing.

check  The applicant and/or department is responsible for:
Mailing
Photocopying
Scientific Corroboration
Sending Animal or Human Protocol Information to the Agency

Limited Submission Programs require an Internal Review pre-approval by a Selection Committee. In limited submission programs, the sponsor restricts the number of applications or proposals a campus can submit to the agency. The guidelines for these programs require institutions to screen pre-proposals or nominations to determine which applications will be submitted for competition. Limited funding opportunity announcements which contain internal submission deadlines and guidelines will be distributed via email and posted to a Calendar of Funding Opportunities website by Jeanne Heschele in the Research Management Group throughout the year. 
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Activation - Acceptance and Processing Fellowship Awards

Activation Process
Research Compliance-Human and Animal Subjects, Radiologic, Biohazard
Fellowship Payments
Miscellaneous Stanford Identification Numbers


Activation Process
In order to get your fellowship-funds paid to you, the Institutional Representative must activate the award.

The activation process involves verification of:
--appointment status
--visa status
--animal and/or human subject protocols. Suggested Steps

Here is a suggested set of steps to make the activation process timely, so there is no lapse in your funding.

Contact the Institutional Representative as soon as you receive the notice of award from the funding agency. In some cases the letters are copied to Institutional Representative but you should verify receipt in any case and verify whether you are accepting the award or not and if you are accepting the award based on the original award notice (i.e. dates).

Key points to look for in an award letter for activation :
--Start and stop dates of the funding periodThe dollar amount corresponding to the specific time period
--Terms and conditions
--Specific permission, if needed, to receive the fellowship as salary payments    

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Research Compliance-Human and Animal Subject, Biohazard, Radiologic safety approvals


The Institutional Representative will do the appropriate verifications of current human subject or animal protocol approvals.

IMPORTANT:  Awards cannot be activated if human or animal protocols have not been obtained specifically for the agency and research project .

Fellows are responsible to work with the department administrator to make sure the proper protocols have been obtained.

Research Compliance website
Alice Haskett -- Human Compliance Officer-- 723-5244
Valerie Fratus -- Animal Compliance Officer-- 723-4550
Kathy McClelland -- Lab Compliance Officer-- 723-4697

Research Compliance Biohazard/R-DNA website
Ellyn Segal -- Biohazards/R-DNA --- 725-1473
Lance Phillips -Radiological Hazards --725-1412           


Fellowship Payments

 

Fellowship payments are entered as stipends in PeopleSoft GFS by the department administrator.

Postdoc stipend checks are cut once a month at the end of the month.

When asked to whom checks should be mailed , fellows should cite: First Class Mail
Stanford University
P.O. Box 44253
San Francisco , CA 94144-4253


Federal Express
Wells Fargo Lockbox
Stanford University Lockbox 44253
3440 Walnut Ave, Bldg A, 2nd Floor
Fremont , CA 94538
(510) 745-5200 (to verify package receipt)
*phone number now required for FEDEX deliveries.

Fed Ex Point of Contact/New Customer Setup:
(213) 614-3014


Wire Transfer-Domestic and Foreign
Wells Fargo Bank
Treasury Management-Client Services
707 Wilshire Blvd., 13th Floor,
Los Angeles, CA 90017
Swift Code: WFBIUS6S
Sort/Routing/ABA: 121000248
Bank Account: 4944-863588
Please ask remitters to include information which describes who the funds are from and what they are for in the message line.   

Quarterly tax estimates must be filed by the postdoc for stipend payments. Postdocs should seek professional tax advice and/or browse the IRS and Cal State Franchise tax board home pages available from the Scholars' Handbook page on taxes.

 
Miscellaneous Stanford Identification Numbers
Stanford's DUNS number for NIH applications is 009214214
Stanford's Entity number for NIH applications is 94-115-636-5A1
Stanford's animal assurance number is A3213-01
Stanford's Human assurance number is FWA935
Stanford's R-DNA/ Biohazardous Assurance number is MC-90-01

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For All Scholars


Research Policy Handbook (9.4) Revision for Postdoctoral Scholars
Defines policies and procedures related to the appointment, roles, requirements and responsibilities of Postdoctoral Scholars at Stanford.

You may also look at the list of faculty interests in Community Academic Profiles (CAP), follow links to departmental sites on the School of Medicine departments page, or search by topic on the School of Medicine Research webpage.

We encourage all international fellows to visit Bechtel International Center for additional information.

For other issues pertaining to Postdoctoral fellows, please see the Postdoctoral Services website

Research administrative topics and policies: RMG Resources Webpage



Funding Information for Postdoctoral Fellows

checkbox  List of Fellowship funding opportunities by agency and deadline date
Download:
 List of postdoctoral fellowships checkbox     
(Updated 10/29/09)
An alphabetical list of sponsors, their fellowship deadlines, our 5 working-day internal deadline, citizenship requirements (see blue column), and which institutional representative to process your application through [RMG Fellowship Office or your Department's Research Process Manager (RPM)].


checkbox  Research Management Group (RMG)
Index of funding information webpages 
Upcoming internal Stanford fellowship and grant announcements

checkboxNIH Funding - K Awards and F Awards/NRSA Awards

K-Awards--Career Development Awards
F Awards: NRSA Individual Fellowships (Pre-doctoral and postdoctoral)
Tips for New NIH Grant applicants
Grant Writing and other Resources



NIH K Awards - Career Development

K award grants.gov training sessions
K award Standard deadlines
institutional representatives for K awards: (RMG-RPMs and OSR)
K Award Kiosk and K99/R00 and K22- Postdoc-to-Faculty Transition Awards

checkboxK Award-Grants.gov Resources for Postdoctoral Fellows

Required training for all postdoctoral fellows who are submitting NIH K series applications for the next standard AIDS/AIDS related January 7 deadline and the next standard K award deadline February 12.

Just announced:
Grants.gov K-Award Lab
Tuesday, Dec. 8, 2009 9 a.m. to 12 noon
To sign up:
Go to STARS via AXESS and register for
ORA-1219-120809  Grants.gov K-Award Lab

We will be downloading your REAL NIH K Series application and completing some of the administrative sections in these hands-on lab sessions. This training is completely web based, and we will also be downloading and completing required Stanford-specific internal documents. Lisa Forgatsch (ORA) and Research Process Managers (RPMs) from the Research Management Group (RMG) will be on hand to assist each of you with your application.

NIH K Award Resource Webpage   
Lisa Forgatsch in the Office of Research Administration has developed a new webpage containing specific support materials for your NIH Grants.gov K award proposals your reference. It contains: application tools, NIH e Commons User name, training and protocol resources, software resources, online materials, required forms.

Grants.gov@Stanford
Grants.gov@Stanford.edu resource webpage.

Information for your mentor
Your Mentor and people writing reference letters must have an NIH eCommons UserName.


K Award deadlines:
Standard K deadlines:   Feb. 12, June 12, and Oct. 12
Standard AIDS/AIDS-related deadlines:   May 7, Sept. 7, Jan. 7


Institutional Representatives: who to work with when submitting your K award proposals

You are required to work with your department's institional representatives* Stanford policy requires that you must submit your application materials (in this case your NIH K proposal forms via Stanford's eSubmit program) and your SU-42 to your institutional representative* at least 5 days or one calendar week prior to the sponsor's deadline.

*Institutional Representatives:
School of Medicine: Research Process Manager (RPM) department assignments
Because the K Awards are grants and not fellowships,you must work with your department's RPM (and not the fellowship office). Your RPM will need to assist you with the budget, Stanford and NIH policies, including obtaining a PI waiver, and with your grants.gov application submission.
All other Schools: Office of Sponsored Research department assignments


NIH K Kiosk webpage and K99/R00 and K-22 Postdoc-to-Faculty Transition Awards

NIH K Kiosk Webpage
There are many K award mechanisms in the NIH K Kiosk webpage.

K99/R00 and K22 Award Highlights:
The following K99/R00 and K22 announcements offer mentored postdoc to faculty transition awards.

Multi-institute/center -K99/R00 Career Transition Award

K-99/R00: NIH Pathway to Independence Award (K99/R00) PA-09-036
Postdocs:
This is the premiere postdoc-to-faculty transition award. Given that Burroughs Wellcome Fund was unable, due to the impact of the economic crisis on their endowment, to offer their Career Awards this year, eligible postdoctoral fellows are strongly encouraged to apply for this K99/R00 funding opportunity.

Which institutes offer or support the K99/R00 award mechanism?
NCI, NEI, NHLBI, NHGRI, NIA, NIAAA, NIAID, NIAMS, NIBIB, NICHD, NIDCD, NIDCR, NIDDK, NIDA, NIEHS, NIGMS, NIMH, NINDS, NINR, NLM, Fogarty International Center, NCAAM, NCMHD, NCRR

Where can I find a list of the sponsoring institutes/contacts (ICs) and find out about their institute-specific K99/R00 eligibility and other guidelines? (please this webpage read first)
Parent announcement/program announcement webpage.

K22 Career Transition Awards sponsored by individual institutes:

K-22 The NCI Transition Career Development Award (K22) PAR-09-089
National Cancer Institute
Program announcement webpage.

K-22 NCI Transition Career Development Award to Promote Diversity (K22) PAR-09-069
National Cancer Institute
Program announcement webpage.

K-22 NHLBI Career Transition Award (K22) PAR-09-102
National Heart, Lung, and Blood Institute (NHLBI)
Program announcement webpage.

K-22 NIAID Research Scholar Development Award (K22) PAR-09-068
National Institute of Allergy and Infectious Diseases (NIAID)
Program announcement webpage.

K-22 NINR Career Transition Award (K22) PAR-09-067
National Institute of Nursing Research (NINR)
Program announcement webpage.

K-22 NCMHD Disparities Research and Education Advancing Mission (DREAM) Career Transition Award (K22) RFA-MD-09-001
National Center on Minority Health and Health Disparities (NCMHD)
Program announcement webpage.



NIH- F Awards: NRSA Individual Pre-doctoral and Postdoctoral Fellowships


checkboxNIH F Kiosk webpage: NRSA Individual pre-doctoral and postdoctoral fellowship search tool
NIH F Awards Kiosk:  NRSA Pre-docotoral and postdoctoral fellowships
*View the"Visual Guide to Kirschstein-NRSA Programs


checkboxRequired NRSA F Series Grant.Gov Training Sessions and Application Resources

Hands on grants.gov training sessions have just been announced for individuals who are submitting NIH NRSA  F Series pre-doctoral and postdoctoral fellowship applications for the standard Dec. 8 and/or the AIDS-AIDS-related standard Jan. 7 deadline.

For more information on training sessions and other NRSA  F Series application resources, please go to the Grants.gov@Stanford NRSA F Series resource webpage.

Institutional Representatives: who to work with when submitting your NIH F Series NRSA proposals

You are required to work with your department's institional representatives* Stanford policy requires that you must submit your application materials (in this case your NIH F Series NRSA proposal forms via Stanford's eSubmit program) and your SU-42 to your institutional representative* at least 5 days or one calendar week prior to the sponsor's deadline.

*Institutional Representatives:
School of Medicine: the Fellowship Office in the Research Management Group
School of Medicine NIH F Series NRSA  individual pre-doctoral and postdoctoral fellowships must be processed through the Fellowship Office in RMG.
All other Schools: Office of Sponsored Research department assignments

Reminder: Individuals who are submitting NIH F Series NRSA applictions for the Dec. 8 standard deadline and Jan. 7 (AIDS/AIDS related) required to attend the hands-on grants.gov training sessions offered in October and November.

 




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