Research Management Group (RMG)

NIH, NSF & Stanford Forms

 
Tips for preparing shorter NIH applications

New NIH application forms: "What applicants need to know": NIH video presentation regarding the new application forms>>
Tips for preparing your shorter applications: NIAID webpage>>

Tips for downloading NIH PHS 398 and 2590 Forms

Most NIH applications are submitted using the grants.gov system.
[See the RMG grants.gov resource webpage>>]


For those remaining award mechanisms which require paper documents [see the NIH forms webpage >>] we strongly recommend:
downloading NIH forms as individual pages as Word files:

  • Download the individual Word file page from fillable form table 
  • name and save it to your hard drive then unprotect it *
    (open document, go under Tools in the menu bar
    and select "unprotect document")

We do not recommend downloading combinable/scrollable forms because of the  formatting problems which occur when changes are made or pages deleted.

 

NSF Fastlane   

Fastlane Electronic Proposal Processing (NSF website)

 

 

Stanford Forms

Forms (Download) Comments

PDRF-Proposal Development and Routing Form

See the Stanford Electronic Research Administration (SERA) website >>  for online access to the PDRF form.

NOTE: Recommended browsers:
Microsoft Internet Explorer (IE) Version 7 (will not work in IE 8)
Firefox

Fellowship PDRF Form  
See the RMG Fellowship Office webpage


This PDRF-Proposal Development and Routing Form application includes many features, such as:

bullet  Web-based form creation and completion
bullet  Electronic routing and signature
bullet  Ability to attach documents
bullet  Visibility into where the form is in the process

Please see the training details and schedule >>

Online help is available through the SeRA Portal,

Clinical Trials Funding Increase Form 

Download form    Excel form

Additional costs not included in the original agreement may require a contract amendment. Use this form is to request an increase in budget funding beyond the amount previously awarded. It is only to be used to account for invoiceables, patient care costs, or other costs included in the original agreement.





Please complete and send to RMG_CT_intake@stanford.edu


This form may only be used for Clinical Trial Agreements.
Clinical Trials: No cost extension form   new

Download form    Excel form

Please complete and send to RMG_CT_intake@stanford.edu.

This form is for Clinical Trials Only, not contracts or grants

No cost extension form for Grants

Download: No Cost Extention Form for Grants (NCX)
(Rev. 07/22/2011)
 

This form is required for use by the School of Medicine. We cannot use the OSR Form 49 because the SoM form has questions regarding human and animal subjects and discusses cost sharing.

(See the next section below for the NCX form for Contracts)



•  For federal grants that fall under Expanded Authorities (e.g. NIH, NSF, DOE, DOD, Army) , complete Sections A and B and return to your RPM for review and approval (via email is ok).

•  For other grants that do not fall under Expanded Authorities, complete Section A. Return the signed form to your RPM with the letter being sent to the sponsor.

No cost extension form for Contracts

Download the OSR Form 49- No Cost Extension from the
DoResearch No Cost Extension webpage >>

Although the OSR Form 49 indicates grants and contracts, it should only be used for contracts in the School of Medicine.

Please see the section above for special NCX form for Grants to be used by the School of Medicine.



Please complete and send to the OSR Intake email address: osr_intake@stanford.edu

This form is for CONTRACTS ONLY, not grants.

A Contract NCX requires approval from both a Contract Officer at OSR and an authorized person at the sponsor.






Please complete and send to RMG_CT_intake@stanford.edu.


This form is for CLINICAL TRIAL AGREEMENTS ONLY
Conflict of Interest Annual and Ad Hoc Disclosures Link to webpage for School of Medicine Conflict of Interest policies and procedures.


Dr. Ann Arvin, Vice Provost and Dean for Research, has announced a new training tutorial titled Avoiding Financial Conflicts of Interest that must be completed by all new Stanford faculty. It is a self-paced, web-based module designed to provide an overview of the high-risk situations that can lead to financial conflicts of interest for faculty. Additional information about the module can be found at the COI website>> . It is available to all members of the Stanford community with SUNet IDs through the Stanford Training and Registration System (STARS).
Industrial Contract Office Routing Form

(ICO) Routing Form  
This is the routing form ICO uses when a PI wants to request additional funds, change the scope of work, request a NCX, etc.

This form is only used for industrial contracts that are negotiated by ICO.
Infrastructure Charge Exemption Request Form

Infrastructure Charge (ISC) Exemption Request Form
(School of Medicine)
(Rev. 05/11/10)  

The above form is for use by the School of Medicine.
  



Infrastructure Charge (ISC) Policy
DoResearsch webpage >>

Infrastructure charge policy-School of Medicine
more >>

Early Account and PTA Forms

All Staff should go to the DoResearch webpage >> for information on how to open an early PTA.

To request an Early PTA, use the SeRA PTA Manager. From the Project Summary Page under Start a Transaction select Early/Extended PTA Request. Once the award is received, the Early PTA becomes the project PTA. There is no need to transfer expenses.



Fellowships vs. Grants


Definition of Sponsored Projects and Distinctions from Other Forms of Funding
DoResearch webpage >>

Scroll to the bottom of the above webpage, click on "Documents" to download the Checklist for Determining Whether Funding is a Postdoctoral Fellowship or a Sponsored Project. This checklist can assist in making the determination as to whether funding should be classified as a Fellowship or Scholarship (i.e., student aid) or not.


Master List of Postdoctoral Fellowships
The master list of postdoctoral fellowshis can be downloaded from the RMG Fellowship Office Funding Information section>>.
The master spreadsheet identifies the Institutional representatives for each funding opportunity. Fellowships are processed through the RMG Fellowship Office and mentored career development grants are processed through the Research Process Manager (RPM) in RMG.



Gifts vs. Sponsored Projects


Gift Transmittal informatton FINGATE webpage >>


Cardinal Curriculum Training (register for ORA-1128 via STARS)
Individuals who are involved in the processing of gifts, including those who complete and sign gift transmittal forms, are required to be adequately trained. A  module has been added to Stanford's
DoResearch webpage >>
Openness in Research

Dean of Research website:
Openness in Research Policy Project Checklist Form

Stanford's policy on Openness in Research
expresses Stanford's commitment to openness in research. The policy defines and prohibits secrecy, including limitations on publishability of results. Proposals for work involving secrecy, as defined in this policy, are not permitted and such projects may not be undertaken at Stanford.
PI Eligibility and PI Waiver Exception Types

Please see the separate webpage>> for PI waiver exception type eligibility and request memo instructions and checklists.
 
Resident-Clinical Fellow Approval Form

Resident-Clinical Fellow Approval Form
(Rev. 09/24/2013)



FAQs-Resident-Clinical Fellow Approval Form
(New-02/11/09)


This form should be utilized for any grant/ contract/clinical trial in which a resident or clinical fellow is listed in the proposed project.

The form is applicable regardless of whether the resident or clinical fellow is the PI or support staff on the sponsored project.

Note: The Resident-Clinical Fellow Approval Form is NOT used for Fellowship applications. A separate form, Housestaff verification form, is used for fellowship applications only per the procedures on the Fellowship webpage.
SU-18a Form

Stanford Patent and Copyright Agreement for Visitors (Non-Stanford employees)

Online SU-18a form (via OTL website)

Decision tree to determine which SU-18 form is appropriate

Research Policy Handbook >>


For non-Stanford employees (i.e., visitors) who come here to engage in research while remaining employed by someone else, there is an alternative agreement, the SU-18A, which provides for joint rights between Stanford and the non-Stanford employer.  These individuals may come to Stanford in the role of a consulting or collaborating researcher, and while they are here, they are not paid by Stanford nor are they enrolled in any category of student.

All faculty, staff, graduate students and postdoctoral fellows are required to sign a Patent and Copyright Agreement (the SU-18 form, signed electronically in Axess) as a condition of either employment or enrollment at Stanford University.
Subrecipient Audit Forms

OSR Form 47: Audit Certification and Questionnaire
OSR Form 47A: Audit Letter

To download these forms, go to the Office of Sponsored Research (OSR) Forms webpage>>


The forms (OSR Form 47: Audit Certification and Questionnaire, and OSR Form 47A: Audit Letter) are used to assist Stanford in meeting its subaward monitoring requirements under the Office of Management and Budget Circular A-133 and under Stanford’s own subreicpient monitoring policy.

In general, subrecipients receiving federal funds through Stanford are sent both forms. Subreicpients receiving funds from non-federal sources are sent just Form 47 to complete and return. The forms have been revised to solicit information from subrecipients’ most recently completed fiscal year, and data that will support Stanford’s reporting obligations under the American Recovery and Reinvestment Act (ARRA), the Federal Funding Accountability and Transparency Act (FFATA) and certain IRS requirements.
  Stanford's Form 990
Request for copies of Stanford's "Return of Organization Exempt from Income Tax" form are submitted to
University Communications Department
more >>

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