Minimal Items for Dean’s Office Signature

This checklist has been created to assist faculty, staff and students in routing proposals for review and approval in the College of Public Health and Health Professions. This IS NOT a complete listing of all the items required by individual agencies, but is a listing of the minimal items necessary for the PHHP Dean’s Office review of requests for funding. Researchers should refer to specific application instructions and guidelines for a complete listing of items required for proposal submission. Proposals will be accepted in either electronic (PeopleSoft) or paper (DSP1) format for sign-off.

IF PROPOSAL IS FOR A PHHP PRINCIPAL INVESTIGATOR…

  • The PHHP Deans Office is the last stop before the UF Division of Sponsored Programs (DSP). All signatures should be completed and included for PI’s, co-I’s, chairs and/or other college deans either on a DSP-1 (please use additional DSP-1a forms as needed) or in PeopleSoft, including subaccount projects. In addition to the approvals, please attach backup items below:
  • Cost Sharing or Faculty Effort and Cost Commitment letter – if applicable.
  • Agency Cover Page or Administrative Information (see NOTE below).
  • Abstract, Scope of Work or Project Description.
  • Finalized Budget and Budget Justification on agency forms, including appropriate pages from subcontracting institution(s) (see NOTE below).
  • If using, PeopleSoft budget must be filled out to a minimum of category totals, direct costs, indirect costs and total costs. This information must match the agency forms.
  • An internal worksheet with budget detail is requested to provide specifics about % effort for all personnel if agency forms do not include such (i.e., modular grants, NRSA’s, etc) or if only totals used per above in PeopleSoft.
  • Statement of Intent to Establish a Consortium), if applicable.
  • Facilities and Administration (F&A) Cost Calculation (see NOTE below), on agency forms.
  • If the sponsor does not allow for Facilities and Administrative (F&A) costs, please include a scanned hardcopy or link to the sponsor guidelines either by email or in the PeopleSoft proposal. F&A distributions should also be completed on all projects set up for PeopleSoft sub-accounts (these will replace the former Memorandum of Understanding forms).
  • NOTE: If Grants.gov submission DO NOT attach Adobe package that will be sent to agency. Instead, print above items, scan as one document and attached scanned document and either email it or put it in the “documents” section of PeopleSoft. Full routing through all levels can be accomplished using this method, without ANY risk that an unfinished Adobe package gets to NIH or other agencies.
  • NOTE: For other electronic submissions that are not in a “file” format, scanned copies of the electronic agency forms will be accepted.

IF PROPOSAL IS FOR A PHHP SUBPROJECT (PHHP FACULTY COLLABORATION WITH ANOTHER UF PRINCIPAL INVESTIGATOR)…

  • Abstract, Scope of Work, or Project Description.
  • Subproject budget in PeopleSoft, or Excel Worksheet.
  • Subproject budget should include: title of project, period of support, personnel costs (including % effort for each person), any other costs (category totals), indirect costs.
  • Cost Sharing Letter or Faculty Effort Commitment Form, if applicable.

IF PHHP FACULTY MEMBER IS A SUBCONTRACT TO A NON-UF PROPOSAL…

  • Letter of Intent/Face Page (for official UF signature).
  • Abstract or Scope of Work for UF component.
  • UF Budget /Justification on agency forms.
  • F&A Cost Calculation on agency forms
  • Cost Sharing Letter or Faculty Effort Commitment Form, if applicable.

Once the proposal has been approved at the PI, Department Chair, and College levels, the PI/Dept will still need to take any paper forms that require an original signature to DSP for processing. Examples include, but are not limited to, COI’s, Cost Share Letters, Agency Cover Pages, Certifications, Statement of Intent, etc.