• How do I prepare to apply for a grant from NIH?

    NIH's Planning You Application page offers tips and strategies for planning and organizing your application.

    How do I complete my NIH grant application?

    As an authorized institution, UAB has met all necessary requirements to submit applications to the Federal government (DUNS, EIN, SAM.gov, Grants.gov, eRA Commons). However, you will be required to register with eRA Commons for the proper role prior to submitting your application.

    Please review our Prepare Proposal page for further resources and information.

    How do I prepare the budget for my NIH application?

    Modular Versus Detailed Budget

    To determine whether to use a detailed versus modular budget for your NIH application, see the flowchart below. For information on preparing both modular and detailed budgets, visit Developing Your Budget.

    For more information, flow charts, and other resources please visit our Prepare Proposal webpage for Federal Grants.

    How do I submit my NIH application?

    For general information about submitting NIH applications, please visit our Prepare Proposal page.

    For more detailed guidance on submitting NIH grant applications to OSP, please visit the Submit Application page.

    Be aware that NIH grant submissions to OSP are subject to OSP Proposal Submission Requirements.

    How do I manage my NIH award?

    If your application receives a fundable score, NIH will request Just In Time (JIT) information that includes other support for key personnel, IRB (Human subjects) approvals and training, IACUC (Animal subjects) approval. JIT can be requested via eRA Commons or directly from your grants management specialist. Please contact your officer when you have completed the requested information.

    Once your grant is funded OSP will request a detailed budget that corresponds with the Notice of Grant Award. At this time, you will need to make sure that all approvals are met and up-to-date.

    Then you are ready to manage your award...

    Managing your award is very important in the success of your research. There are certain reporting requirements and modifications that may be necessary. The most common reporting requirements and modifications are listed below. Detailed information can be found at Award Management.

    For additional reading on common tasks and additional resources related to managing your award, please visit our Managing Your Award page.

    What are my responsibilities and requirements with respect to annual progress reports (RPPR)?

    Please visit our web page for Annual Progress Reports / Non-competing Continuations / RPPR for details regarding submission requirements.

  • Does a salary cap apply to all Federal grants?

    No. The salary cap only applies to grants funded by PHS agencies (NIH, SAMSHA, AHRQ, CDC, HRSA, etc.) - not, for example, DOD, NSF, or NASA.

    What is the indirect-cost rate to be used for clinical trials supported with Federal funding?

    Federally funded clinical trials do not use the clinical-trial rate. Rather, these clinical trials must apply UAB's applicable federally negotiated rate.

    For a HRSA award, must the department's budget match the approved budget found in the Notice of Grant Award?

    Generally, yes. Notice of Grant Awards (NGA) issued by HRS approve funds for specific budget categories, such as salaries and wages, equipment, and travel. Departments are generally permitted to rebudget between budget categories in the approved total direct cost (TDC) budget. However, if a department wishes to rebudget restricted funds or make a significant rebudget (i.e. more than 25% of the budget) prior approval is required. 

    How do I request a No-Cost Extension for an NSF Grant?

    There are two types of NSF no-cost extensions:

    • Grantee-Approved No-Cost Extensions
    • NSF-Approved No-Cost Extensions.

    The grantee (i.e. UAB) may unilaterally extend the expiration date of the grant by up to 12 months. This one-time extension cannot be to use the unliquidated balance of the grant, but instead must be to assure adequate completion of the project. The request must be made through Fastlane at least 10 days prior to the expiration date of the grant. The request must include supporting reasons for the extension and the revised expiration date.

    To request additional time beyond the initial no-cost extension, a formal request must be submitted to NSF through Fastlane. The request must be submitted at least 45 days prior to the expiration date of the grant, explaining the need for the extension and estimating the unobligated funds remaining and the plan for use of the funds. In short, the request should contain the revised expiration date, the funds remaining, the justification for the extension, and the plan for using the unobligated funds.

    Can an NSF proposal be directly submitted through Grants.gov using an SF424?

    Yes, but it is not recommended. Uploading a proposal to Fastlane is much easier than submitting an SF424. Also, collaborative proposals submitted as separate submissions from multiple organizations must be submitted through Fastlane.

    How do I register for NSF's Fastlane?

    To obtain a username and temporary password, please e-mail the following information to your Other Federal OSP Officer:

    • First name
    • Last name
    • UAB e-mail address
    • Phone number
    • Fax number
    • Department
    • Degree type
    • Degree year

    How do I upload a proposal to Fastlane?

    1. On the Fastlane home page, select "Proposals, Awards, and Status" which will display the "Principal Investigator (PI) / Co-Principal Investigator (Co-PI) Management" screen.
    2. Click on "Proposal Functions".
    3. Select "Proposal Preparation".
    4. Select "Prepare Proposal".
    5. Click the "Create Blank Proposal" button to access the "Form Preparation" screen, where you can create your proposal.
    6. In order for OSP to view, edit, and submit the proposal, on the "Proposal Actions" screen, you must click the "Allow SPO Access" button. The "Proposal Errors/Warnings Screen" will display. Hit the "Proceed" button. You can then press the "Allow SRO to view, edit, and submit proposal" button, which will grant OSP access to the proposal.

    How do I create a collaborative proposal from multiple organizations in Fastlane?

    If UAB is the non-lead organization, you must assign your proposal a proposal PIN. You must provide the proposal PIN and the temporary proposal ID created by Fastlane to the lead organization before it submits its proposal to NSF.

    To assign a PIN to your proposal, on the “Proposal Actions” screen, highlight the proposal you want to assign a PIN, and then click the “Proposal PIN” button. Next, simply type a PIN in the boxes provided and click the “OK” button. Then click the next “OK” button that displays.

    If UAB is the lead organization, on the “Form Preparation” screen, click the “GO” button next to “Link Collaborative Proposals.” Enter the Temporary Proposal ID and PIN provided by the non-lead organization and click “Add Collaborative TPI to Proposal” button. Then click the “Yes” button and then the “OK” button.

    The separately submitted proposals are considered a single proposal. Thus, they should be submitted within a reasonable timeframe of one another.

    Must OSP submit the pre-application for a DOD proposal through eBRAP?

    No. The PI may submit a pre-application to eBRAP. If the PI is invited to submit a full application, that must be submitted by OSP.

    Is UAB registered for eBRAP?

    Yes. UAB's Organizational Name in eBRAP is "Alabama, University of, at Birmingham".

    What is the indirect-cost rate to be used for proposals submitted to the Department of Education?

    If you are applying for an educational training grant, as determined by the Secretary of Education, the indirect-cost reimbursement is limited to 8% of a modified-total-direct-cost base, as directed in the RFA. The modified-total-direct-cost base consists of total direct costs minus stipends, tuition and related fees, equipment, and the amount of each subaward in excess of $25,000. If you are applying for a grant other than an educational training grant and the RFA does not limit the rate, then you should use UAB’s applicable, full negotiated rate.

    My project was Withdrawn or Disapproved. What action(s) should I take?

    Notify the Office of Sponsored Programs that your project was Withdrawn or Disapproved at either This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it.. Please ensure that you include all relevant OSP Assigned Numbers for affected projects. Also, indicate if any subprojects are affected (if applicable). Upon notification, the Office of Sponsored Programs will update the status of indicated projects in IRAP.

  • What is JIT?

    “JIT” is an acronym for Just-In-Time and refers to the application timeframe requiring applicants to send information to the NIH only if an award is likely. This process decreases the administrative burden for the 75%-80% of the applications that will not receive funding and provides NIH with the most current information “Just-in-Time” for award. Applications that have received an impact score of 40 or less will receive the automatic system generated email indicating the importance of beginning the JIT process, particularly the need to obtain any necessary IRB and IACUC approvals.

    Investigators should not rely on this automated email as an indicator of the need to submit JIT information. JIT information includes up-to-date Other Support, IACUC, IRB, and Human Subjects Education Documentation. When “JIT” is posted in the “Action” column of your NIH eRA Commons account, it signifies that your application has completed the peer review process and has received a rank for which funding may be possible. For additional information, view a standard NIH request for JIT information at this website.

    How do I know when I should submit Just-In-Time information?

    Applicants should not submit any JIT information until it is requested by the grantor agency. NIH issues just-in-time emails for all applications that receive an overall impact score of 40 or less.

    Why does the Just-In-Time (JIT) link appear in eRA Commons Status section when I have not been asked to submit the information?

    The Just-in-Time link appears for all grant applications within 24 hours after the score is released to ensure its availability should the grantor agency request the Just-in-Time information. Applicants should not see this link as an indicator of the need to submit JIT information and should rely on a specific request from agency staff.

    When do I respond?

    On April 20, 2012, NIH changed their procedures for requesting JIT.

    • NIH now makes the JIT link available for all projects that receive a peer review impact screen score of 40 or less regardless of the Institute's pay line.
    • The automated email received by PI's is sent immediately after the peer review phase.
    • This email up to 8 months in advance of the expected start date.

    According to the electronic submission policy, applicants are required to submit their information using the JIT feature of the eRA Commons as least 60 days before the applicant’s proposed project period start date (or sooner if requested by the IC). This recommendation is because NIH understands key personnel’s Other Support can (and most likely will) change between the time the JIT link becomes available and the time NIH begins its JIT review (which is 45 to 60 days prior to the start date).

    For more information regarding NIH's JIT process, please visit: NOT-OD-12-101

    How do I expedite the JIT submission process?

    To minimize delays, OSP strongly recommends that all of the JIT documents are reviewed as follows:

    • Review Other Support pages for accurate listing of all active and pending support.
    • Review Other Support pages for accurate actual effort (for active grants) and committed effort (for pending grants).
    • Effort must be listed as calendar months, e.g. 0.5 or 1.0 calendar months. Please note that Other Support should not exceed 12 calendar months or 100%.
    • Review Other Support to ensure that an overlap statement of scientific, budgetary, and effort overlap is included. If none, so state.
    • Ensure that the IACUC Approval Notice and Date are uploaded. The Approval Notice should have the same project title and sponsor as the proposed project.
    • Ensure that the IRB Approval Notice and Date are uploaded. The Approval Notice should have the same project title and sponsor as the proposed project.
    • Human Subjects Education training certificates must be included for all relevant Key Personnel.

    How do I upload my JIT documents and who do I notify?

    Once NIH requests Just-In-Time information, the Principal Investigator (or PI's delegate) will:

    • Log on to eRA Commons.
    • Click on the "Status" at the top and select "Just In Time" on the left.
    • Search by Grant Number, PI name, etc.
    • Click on the "JIT" link under the "Action" column.
    • Import or enter the required information.
      • Upload combined PDF of "Other Support" in the "Other Support File".
      • Enter IACUC Approval Date and upload Approval Letter to "Other Upload", if applicable.
      • Enter IRB Approval Date, select the Federal Wide Assurance (FWA) Number from the dropdown, and upload Approval Letter to "Other Upload", if applicable.
      • NIH IC's may also request additional Just-In-Time information on a case-by-case basis, such as revised budgets or changes to the human subjects or vertebrate animals sections of the application. These changes should be submitted as an "Other Upload" file in the eRA Commons Just-In-Time module.
      • Upload combined PDF document of Human Subjects Education, if applicable.

    NOTE: The option to enter dates is only available when animals and/or humans are being used.

    • Press the SAVE button.
    • Click "View Just In Time Report" to make sure everything looks as intended.
    • Department Administrator should review for accuracy.
    • Department Administrator should notify OSP by This email address is being protected from spambots. You need JavaScript enabled to view it. that the JIT is ready in eRA Commons. The subject line of the email should state: "JIT Information Uploaded for PI: Doe, John Grant: 1 R01AB0123456-01".

    What will OSP do?

    • Log the JIT request in Integrated Research Administration Portal (IRAP).
    • Review JIT Report from eRA Commons and verify information.
    • If changes are needed:
      • OSP will contact the Department Administrator and/or the PI to update and save information on eRA Commons.
      • Department Administrator and/or PI needs to contact OSP after changes are made.
    • If no changes are needed:
      • OSP will submit the JIT information.
    • OSP and the PI will receive email confirmation from eRA Commons once the JIT information is submitted. The email confirmation will also be forwarded to the Department Contacts and stored in IRAP.

  • Please see the Transparency in Research FAQs page.

  • Does OSP always require an electronic, editable copy of an agreement?

    Yes. This is required so that the OSP reviewer may revise the agreement appropriately.

    What differentiates services contracts and research contracts?

    Services contracts are for so called below the neck functions. For example, a contract where the PI’s role is to perform specific testing according to a list provided by the sponsor would be services. Research contracts are for above the neck functions. For example, a contract where the PI has developed a research plan to test the basic makeup of some material and provide information to the sponsor would be research. 

    Another factor in the differentiation is that there will be no intellectual property arising out of services, whereas with research, development of intellectual property is more likely. Your OSP officer can provide more guidance on the type of project you are submitting, and if needed, can provide template services or research agreements to your sponsor.

    My colleague has a company that has contracted with PharmaCo for a project. He wants me, a UAB PI, to perform work on that project. What do I do next?

    This will be a subcontract from the company to UAB, and the company should provide you with an agreement. UAB does not draft agreements in this situation because the terms of company’s agreement with PharmaCo will be incorporated into the subcontract, and UAB does not have access to this. You will submit the agreement to OSP like any other, with the Extramural Checklist, RPL, budget, etc.

    My contact at PharmaCo has expressed interest in having a master agreement with UAB to facilitate future work. What do I do next?

    Ask your contact for an agreement. This will save UAB drafting a master agreement for you only to have the company refuse to use it. If your contact indicates they do not have a template agreement to provide, contact your OSP officer.

    How long will it take to finalize my clinical trial agreement?

    OSP’s goal is to have each CTA finalized 40 days from the time OSP receives all required documents. However, the length of time is dependent on whether a CRO is involved, how long the sponsor takes to review UAB’s edits, and whether there are unique issues involved.

    How do I know which OSP officer is handling my project?

    OSP officers are assigned by type of project and by department. Your department has an OSP officer for NIH, other federal grants, federal contracts, non-profit, and for industry. These are posted on the OSP website. Also, the officer handling the project is listed in the IRAP project record on the Summary page.

    Find Your Officer

    I’ve sent my agreement to OSP for negotiation with the sponsor. What else should I be doing?

    The department is responsible for negotiating the budget with the sponsor as well as obtaining the IRB/WIRB and CIRB approvals and/or device letter from the UAB Hospital. These processes should be moving forward concurrently with the agreement negotiations to expedite start of your trial.

  • What must I do if Grants Accounting notifies me that they are unable to create an account for my project after I have returned my award letter with signature?

    First, you need to submit all the documentation you received from the sponsor to OSP with an Extramural Checklist, detailed budget, and RPL. The award agreement will be reviewed in OSP and by Research Foundation and Office of Counsel as applicable. OSP will contact the sponsor to let them know they will be receiving properly signed paperwork for your project. As the PI, you are not authorized to bind the university in contracts, so your signature is not operative.

    Once the necessary reviews are completed and IRB/CIRB approvals are in place, signatures will be obtained and your project will be processed to Grants Accounting.

    What documents and information are required for OSP to process a no-cost extension for a non-profit grant?

    If your grant is ending and you are seeking an extension, then provide OSP with the following:

    • Expedited Checklist (completed)
    • Written approval from sponsor of the extension including a specific new end date
    • Budget detailing remaining grant funds

    Why does OSP need a budget for a no-cost extension on a non-profit grant?

    Even though no-cost extensions do not involve additional funds from your sponsor, a no-cost extension creates a new budget period. The new budget period is separate from those already set forth in your award. Because of the new budget period, the existing budget for the project no longer reflects the status of the funds going forward. The no-cost extension budget should show the grant funds remaining for the project, broken down by category. The dates should be the start and end dates of the extension period.

    Why must I have IRB and CIRB approvals in place prior to signing an agreement?

    UAB's policy is that it cannot properly sign an agreement for a PI to conduct research without having the proper approvals in place. In many cases, these agreements specify that the proper institutional approvals will be in place. Signing only when approvals are in place also ensures that no work will be performed before a contract is in place, and that no work will be performed without IRB approval.

  • Dedicated page for F&A Reimbursement Rate FAQs.

    What are Facility and Administrative (F&A) costs?

    F&A costs, sometimes referred to indirect costs, are the cost of conducting business that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with specific projects (such as individual grants or contracts) or with a specific activities (such as instruction, research, public service).

    Are F&A costs "real" costs?

    F&A costs are real costs incurred by the institution to acquire and maintain its buildings and equipment, and to provide operational support. These support services include maintenance and operations (utilities, janitorial services, police services, etc.), library operations and administrative services. All of these costs are real, and without them, the institution could not exist. For example, accounting and payroll services are administrative functions that are not directly identifiable to specific projects or activities; however these services are necessary for the University to exist.

    How are F&A Costs applied to contracts and grants?

    When the UAB performs activity for others such as the federal government, foundations, and private industry, through contracts, grants and other agreements, UAB policy requires it to recover the "full cost" associated with such projects, including all direct and F&A costs. Direct costs are the costs directly identifiable to individual projects. F&A costs are assigned to projects as a percentage of direct costs.

    The F&A costs paid to UAB by project sponsors in this fashion are referred to as "F&A cost or overhead recovery", and represent the recovery of costs incurred by the university to provide the facilities and operational support for the project.

    Why are F&A cost recoveries not available to the principal investigator of the project?

    Sponsored projects are budgeted for direct and F&A costs. F&A cost recovery is the "recovery" of institutional costs incurred by the university to support the project. The recovery is reallocated to each School/College based on their share of the recovery. In certain cases, a portion of the recovery may be reallocated to principal investigators through their school’s/college’s budgeting procedures.

    If F&A cost recoveries are associated with the recovery or reimbursement of institutional support costs including the cost of facilities, why must principal investigators of projects pay for construction or renovations to their laboratories from the direct cost portion of their project budgets?

    Construction and renovation of laboratories that are necessitated by the requirements of a particular project must be paid for by that project. Thus such reconstruction and renovation costs must be charged as a project direct cost. General renewal, reconstruction and renovation not necessitated by specific projects are funded by the institution and are not charged directly to projects.

    How is an F&A Cost Rate Determined?

    Periodically, almost every entity that applies for federal funding prepares and presents a cost proposal to the university's cognizant federal agency for the purpose of negotiating F&A cost rates applicable to federally funded contracts and grants. The cost proposals are prepared according to the requirements specified in OMB 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (aka Uniform Guidance), using actual cost data from prior year operations. The proposals are reviewed by the federal negotiators and rates are negotiated.

    Unless otherwise indicated by UAB’s F&A policy, UAB applies the federally negotiated rates to all sponsor types, federal and non-federal.

    What must I do if an industry sponsor's F&A rate does not match with UAB's negotiated rates?

    UAB’s F&A rates are not to be shared with or negotiated with industry sponsors. Budgets to industry sponsors are to be total costs budgets.

    For example, a line item budget: If direct costs for a supply item is $1,000.00 and the applicable F&A is 48.5% the line item in the sponsor budget would read $1,485.00.

    Because UAB is a state institution, it cannot charge industry sponsors less than the negotiated rates; otherwise, it could be seen as subsidizing for-profit work. Further, the University has agreed to consistently apply its DHHS federally negotiated rates to all sponsor types, including industry. Certain program exceptions are codified in UAB’s F&A policy.

    We used to have a fixed rate of 15% for fee-for-service research related work. What is the rate and why was this changed?

    The F&A Task Force, the campus-wide committee charged with revising the policy, evaluated the many factors related to this issue. When we evaluated the projects that were the fee-for-service activities, the large majority were most often funded by a for-profit company and being performed in the same labs as research activities being led by the same faculty. Because the activity requires the same space, equipment, and institutional resources, it was decided it would be inappropriate to charge a for-profit corporation less than what we charge the U.S. Government. Therefore, fee-for-service activities will fall under the same rate as Organized Research.

    Can I request to have the F&A cost waived for my project?

    No. UAB’s F&A Policy covers the circumstances under which exceptions to its DHHS federally negotiated rates apply.

    In certain circumstances the School may elect to cost share part of the F&A costs. The basis for such decision is generally to support a School business purpose. For example, a pilot project or proof of concept project that is limited in duration and scope with the plan to obtain a larger grant in the future that would cover the full total costs. You will need to submit a Cost Sharing Commitment form with your materials to OSP. This form requires several signatures, and you must obtain all of them before routing the form to OSP. At the time of award, GCA will set-up the cost share account so that these costs are covered by the Department/School and not charged to the sponsor. The sponsor will pay their percentage, and the PI asks that the rest be borne by the Department and School.

    How do we determine when to charge on-campus vs. off-campus rates?

    If fifty percent (50%) or more of the extramurally funded project is performed in facilities not owned by UAB and rent is directly allocated in the project budget, then the off-campus rate applies.

    Here are some examples:

    1. Research will take place at a lab at Innovation Depot. Rental costs for the space are a line item in the funded project’s budget. The project will be charged at the off-campus rate.
    2. Research will take place at a lab at Innovation Depot and the rental costs for the space are paid for centrally by UAB or UABRF. The project will be charged at the on-campus rate.
    3. The research is strictly computer/data driven and will be done at the PI’s home rather than their office. The project will be charged at the on campus rate.
    4. The research will take place at Children’s Hospital. The project will be charged at the on campus rate. Since Children’s Hospital is not owned by UAB, UAB centrally leases space there for university purposes. The leased building list is located on the Financial Affairs website

    As a department chair, if I have a joint faculty recruit and agreement is that they are primary in another department, but my department will get all IER internally, how would that be handled?

    UAB has an internal form, the Indirect Cost Revenue Redistribution Form, that allows for the redistribution of the F&A (indirect) cost revenue among departments. The form should be submitted with the proposal submission for each sponsored project.

    I am applying for an NIH K award. What is the appropriate F&A rate?

    The NIH Grants Policy Statement section 7.4 Reimbursement of Facilities and Administrative Costs limits the rate to 8% of the modified total direct costs, exclusive of tuition and fees, expenditures for equipment, and consortiums in excess of $25,000.

    Why would F&A costs not be allowed to be presented to the for profit sponsor?

    UAB’s price is the price of the project and represents the total cost to the sponsor.

  • What is a confidentiality disclosure agreement (CDA)?

    A confidential disclosure agreement, also known as a confidentiality agreement or a non-disclosure agreement, is a legal contract designed to protect confidential information that may be released or exchanged between two or more parties.

    When do I need a CDA?

    When UAB is considering doing business with another entity and needs to exchange confidential or other information that is not generally known in order to evaluate a project or understand the processes used in another’s business, it is best practice to enter into a CDA.

    Are there different kinds of CDA’s?

    A CDA may be unilateral or mutual. A unilateral CDA is used when only one of the parties is disclosing confidential information. An example of when a unilateral CDA is appropriate is when a Principal Investigator (PI) is considering whether or not to participate in a clinical trial and the Sponsor wishes to send a study protocol for review and consideration. A mutual CDA is used when both parties will be disclosing confidential information.

    What are my responsibilities under a CDA?

    1. To understand exactly what information is defined as confidential information and subject to the terms of confidentiality.
    2. Only disclose during the “disclosure period” which will be defined in the terms of the executed document. Any confidential information disclosed outside the disclosure period will not be subject to the protection of the agreement.
    3. Note the “period of confidentiality” which is defined in the terms of the executed document. The period of confidentiality is the length of time the confidential information is subject to the terms of the agreement and may extend beyond the period of the executed CDA.
    4. Dispose of any confidential materials in the way described in the agreement.

    I am a PI. Why can’t I sign a Confidentiality Disclosure Agreement?

    A CDA is a contract between a sponsor and UAB. The person signing for UAB must have authority to bind the university to the contract, otherwise it is ineffective.

    I have a Confidentiality Disclosure Agreement ready to send to OSP. What forms are needed?

    Please send the editable version of the agreement and an Expedited Checklist. No RPL is required. Please complete the Checklist fully, as the contact information you provide for the Sponsor, CRO, and PI contact will expedite the review of your submission. Please always include the full title of the subject matter of the CDA, whether that is a study, drug, compound, or protocol. Please ask the PI to sign the agreement before submitting to OSP:

    • If the CDA is with a Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..
    • If the CDA is with a non-Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..

    I want to disclose information to a Sponsor and they don’t have their own CDA. What do I do?

    UAB-approved templates are available at the UAB Office of Sponsored Programs website. Choose the appropriate template and send it to the sponsor. Upon receipt of a signature or comments from the project sponsor, submit an expedited checklist and the red-lined or signed CDA for review and processing.

    • If the CDA is with a Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..
    • If the CDA is with a non-Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..

    I’ve been contacted by a company who wants to have an exploratory discussion about a certain topic. I don’t have a Project Title. How do I fill in the Project Title section on the Expedited Checklist/Purpose section of the UAB CDA Template?

    It is important to identify what parts of the conversations between the PI and the Sponsor are confidential and who is divulging the confidential information (sponsor/partner or UAB). Narrowing the scope is accomplished by identifying the “General Purpose of the Disclosure” or “Project Title” in the Confidential Disclosure Agreement.

    In order to develop this, it is important to think of why this potential sponsor or partner wants to talk to you. What kind of specific expertise do you bring to table? What kind of research or project development is the sponsor doing that can benefit from disclosure of confidential information to you? What type of confidential information will you disclose and/or what type of confidential information will the other party disclose? Is there any intellectual property that will be discussed and who owns it? Identifying a middle ground between an overly broad description and an overly specific description will serve the discussion best.

    In the event a sponsored research project results from the discussions, the funding agreement will contain an updated project title and confidentiality terms that will supersede those in the CDA.

    Example of acceptable Purpose and/or Project Title for preliminary discussions or projects with no set protocol number or study title:

    • Discussions regarding Ocean’s LLC blue-green algae sequencing for use in the early detection of pollution in inland retention ponds
    Examples of insufficient Purpose and/or Project Title for preliminary discussions or projects with no set protocol number or study title:
    • Nanoparticle technology
    • Dry Skin conditions
    • Discussions pursuant to a future business relationship

    A Sponsor has sent me a CDA to sign. What do I do?

    Submit an Expedited Checklist and an editable version of the CDA to OSP based on the sponsor type:

    • If the CDA is with a Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..
    • If the CDA is with a non-Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..

    The UAB OSP will negotiate terms and conditions acceptable to UAB with the Sponsor. The final version will be routed for PI’s signature if needed and UAB signature. UAB employees should not sign any document themselves unless a request comes from the OSP.

    I’ve completed the Expedited Checklist and sent it to OSP with a Word version of the Sponsor’s CDA. How do I know it has been received?

    The contact person as indicated on the checklist will receive an acknowledgement email from the OSP email address*. This email includes the agreement’s OSP Assigned Number (OAN). The OAN is how the agreement is tracked through the Integrated Research Administration Portal (IRAP). A PI may see the status of her or his agreement at any time by logging into IRAP and searching for the OAN.

    * Note that OSP processes federal and non-federal CDAs separately:

    • If the CDA is with a Federal sponsor, This email address is being protected from spambots. You need JavaScript enabled to view it. is used.
    • If the CDA is with a non-Federal sponsor, This email address is being protected from spambots. You need JavaScript enabled to view it. is used.

    What is an “Expedited CDA”?

    If a Sponsor is willing to agree to the terms of UAB’s Expedited CDA template, a CDA can be executed within 24 hours. The Expedited CDA is available at the OSP website and should be submitted with an Expedited Checklist to OSP:

    • If the CDA is with a Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..
    • If the CDA is with a non-Federal sponsor, submit to This email address is being protected from spambots. You need JavaScript enabled to view it..

    I still have questions. Who can I talk to?

    Contact Eloise Gooden [(205)996-4873 | This email address is being protected from spambots. You need JavaScript enabled to view it.]. The OSP is happy to assist in getting an appropriate agreement in place to facilitate your needs.

  • What is FISMA?

    FISMA is the Federal Information Security Management Act of 2002, 44 U.S.C sec. 3541 et seq. FISMA was enacted as Title III of the E-Government Act of 2002 (Public Law 107-347, Volume 116 Statutes, pages 2899 - 2970, H.R 2458). The bill requires that federal agencies provide information security, including those services provided by contractors or other sources. FISMA assigns responsibilities to National Institute of Standards & Technology (NIST) to provide standards and guidance to aid agencies in meeting the requirements of the law.

    What is Compliance?

    Compliance is the activity of following laws, regulation and policies (governance). This governance is imposed by Federal, Alabama, County or municipal law, contracts, the University of Alabama System and UAB Policies, Standards and Procedures.

    Who must comply with FISMA?

    All projects that are funded by the Federal Government that collect, store, process, use or transmit data must comply with FISMA.

    How do I comply with FISMA?

    NIST provides a rich set of guidance for compliance with FISMA. The UAB IT Information Security organization can help you with planning and understanding your requirements.

    What does it cost to meet the compliance requirements for FISMA?

    FISMA is a very rigorous process requiring formal design, documentation and monitoring. The cost of compliance will depend on the information being protected, the integrity requirements, the availability requirements, size of data and the quantities of computing systems needed for the project.

    Are there ways to reduce the cost of FISMA compliance?

    Strategies for reducing the cost of compliance include minimization of scope and re-use of compliant services. UAB IT is developing a set of common services that can be used by researchers requiring FISMA compliant information systems.

    What is an audit?

    Audits are conducted by the governing authority to provide assurance of the compliance. For FISMA, a recognized third party or the Inspector General Office performs audits. The audits test the compliance requirements according to the standards that are provided in the NIST SP 800-53A audit guide.

    What is an ATO (Authorization to Operate)?

    The decision by the Approving Authority to operate the system is an Authorization to Operate. The ATO is a letter from the Approving Authority that states the conditions under which the authorization is given.

    What is a Risk Assessment?

    A risk assessment or risk analysis is an activity that must be formally carried out before performing an activity. The assessment must be documented in a standard way and used to guide the recognition and reduction of risk and includes the selection of the controls used to mitigate risks and a measure of the residual risk that remains for an activity. The Risk Assessment provides evidence to the auditors and approvers that the organization conducting the activity has done the due diligence to meet the compliance requirements.

    What is a FIPS 199?

    NIST publishes the Federal Information Processing Standards (FIPS). FIPS 199 is the standard that determines the risk category of a system. FIPS 199 categorizes the risk of a system according to three measures: Confidentiality, Integrity and Availability. Within these three measures, a rating of Low, Medium or High is determined.

    What is a System Security Plan?

    A System Security Plan (SSP) documents the controls that have been selected to mitigate the risk of a system. The controls are determined by the Risk Analysis and the FIPS 199. For Federal systems (which include all systems that are funded by Federal money) NIST SP 800-53 provides a catalog of controls with templates according to the FIPS 199 Low, Moderate or High category. The SSP lists important information about the system including the system owner, name of the system, and list of security controls selected for the system. Each control listing includes a sufficient description which would allow the system owner or an auditor to verify the effectiveness of that control.

    What is a control?

    Controls are policies, processes, procedures and technical features that reduce the likelihood that a threat may succeed. Controls are also called "safeguards". They are a defense and discovery mechanism and are preventative or investigative. The NIST SP 800-53 is a catalog of controls that are used in FISMA compliance.

    What is NIST SP 800-30?

    The Guide for Conducting Risk Assessments" describes the six step Risk Management Framework. This framework includes:

    1. categorize
    2. select security controls
    3. implement security controls
    4. assess the security controls
    5. authorize
    6. monitor security controls

    For more information about NIST SP 800-30, go here. You may need to scroll down the page.

    What is NIST SP 800-53?

    "Security and Privacy Controls for Federal Information Systems and Organizations" is a catalog of controls for information assurance. All Federal information systems must implement security controls listed in the catalog that apply for the FIPS 199 risk category system.

    For further reading, please visit the following pages:

    Do I need to comply with FISMA if the data is public?

    If a project is funded by the Federal government and it provides an information system which collects, stores, processes, uses or transmits information on behalf of the Federal Government, then it must comply with FISMA. If the category of the system is shown to be Low according to the FIPS 199, then the minimum controls that are defined in the NIST SP 800-53 will apply. If the data are public, the Confidentiality should be Low. As long as there are not stronger requirements for Integrity or Availability, the FISMA Low would be the bar to meet.

  • What is IRAP?

    IRAP is UAB's Integrated Research Administration Portal (powered by software from InfoEd Global, Inc.). It is a single point of entry to research administration information (submissions, tracking, and reporting). IRAP also provides the ability to search funding opportunities and automated notices using the SPIN/SMARTS tool.

    Which internet browsers are supported while using IRAP?

    Mozilla Firefox, Google Chrome, and Apple Safari browsers work best on both Macs and PCs at this time. Occasionally Safari does not save your changes – if you experience this please log a ticket with This email address is being protected from spambots. You need JavaScript enabled to view it.

    Who can access IRAP?

    Anyone with an active assignment in Oracle and UAB Graduate Students.

    What are the various levels of access to proposal records and external interest information in IRAP?

    Levels of Access to Proposal Records and External Interests in IRAP

    Proposal Record

    Folder/Subfolder Name

    Principal Investigator (PI)

    Delegate of PI

    Department Admin I, II or  III, or Department Head

    Person Named on Project – Not PI

    Delegate of person named on project – not PI

    Proposal Tracking

    Submissions

    X

    X

    X

    X

    X

     

    Summary

    X

    X

    X

    X

    X

     

    Sponsor

    X

    X

    X

    X

    X

     

    Personnel

    X

    X

    X

    X

    X

     

    Budget

    X

    X

    X

    X

    X

       

    Detail

    X

    X

    X

    X

    X

       

    F&A

    X

    X

    X

    X

    X

     

    Subprojects

    X

    X

    X

    X

    X

     

    Attachments

    X

     

    X

       
     

    Status History

    X

    X

    X

    X

    X

     

    Snapshot

    X

    X

    X

    X

    X

    Awards

    X

    X

    X

    X

    X

       

    Detail

    X

    X

    X

    X

    X

       

    F&A

    X

    X

    X

    X

    X

     

    Terms & Conditions

    X

    X

    X

    x

    X

    Approvals

    X

    X

    X

    X

    X

    Related Proposals

    X

    X

    X

    X

    X

    Attachments

    X

     

    X

       

    COI Projects

    X

    X

    X

    X

    X

    External Interests

    Summary

    X

    X

    X

    X

    X

    Financial Interests

    X

     

    X

       
     

    Current

    X

     

    X

       

    Related Personnel

    X

    X

    x

    x

    X


    • Dean, Department Head, Division Director and Administrator have same level of access to proposals where their faculty member is listed as PI or where he/she is simply named on the proposal record
    • Access is greater only if this person also serves as Dean, Department Head, Division Director or Administrator. For example, if a Department Administrator is named as a delegate for an individual, then his/her access to the proposal record is based on Administrator column above.
    • Delegates of Deans, Department Heads, Administrators are only able to view records where the person that they are a delegate for is PI or named on the project. Delegates of Department Heads and Department Admins can browse for the proposals that are in the org that the individual that they are a delegate for has access to view.

    How do I tell what access I have in the system?

    Log into IRAP and click on the E-Reports link at the top right hand side of the portal dashboard. Click on the Admin E-Reports link on the left hand side of the page and then select the Security_Roles_By_Person report. Once the report has loaded, type in your Blazer ID, click enter and then select either Export to PDF or View Report.

    How do I determine who has security access (School, Department or Division Head or Admin) to my org?

    Log into IRAP and click on the E-Reports link at the top right hand side of the portal dashboard. Click on the Admin E-Reports link on the left hand side of the page and then select the Security_Roles_By_Org report. Once the report has loaded, type in the org number of the organization that you are looking for who has security roles to, click enter, and then select either Export to PDF or View Report.

    I have an active assignment in Oracle. How do I log in to IRAP?

    From the UAB AdminSystems page, select IRAP and log in using your BlazerID and password. If you encounter difficulty accessing the system, please notify the Profile Administrator atThis email address is being protected from spambots. You need JavaScript enabled to view it.or AskIT by phone (205-996-5555) or email This email address is being protected from spambots. You need JavaScript enabled to view it.

    What information can a person view in IRAP?

    • Records on which they are named;
    • Records of anyone for whom they have been assigned as a delegate;
    • Records for any org for which they have been granted security access.
    The exceptions to this are material transfer requests. Material transfer requests can only be viewed in the My Tech Transfer request portal by personnel that create the request and by the PI of the request. All other personnel will need to use the MTO eReports in able to view information related to material transfer requests.

    As a Principal Investigator, how do I assign delegate access to my IRAP records?

    After logging in to the IRAP Portal Dashboard from the UAB Administrative Systems page, click on “My Profile” at the left of the screen, and select “Edit” from the drop down menu. Select the “Delegates” hyperlink in the list of options that appear. Click on the “Add” button. Start typing the Last Name of the individual you would like to add. When the name you are searching is highlighted, click “Select”. The name will be added to the list of individuals who may access your records. Click the “+” to grant the individual access to specific modules. If you would like this delegate to be able to edit records that you are the PI or listed on, please update the record access from “View” to “Edit”. If you would like this delegate to be copied on communication emails sent from IRAP to you, please select the “Batch Communications” boxes next to the modules from which you would like them to receive emails.

    To remove a delegate’s access to all modules, click the “Remove” button. To remove a delegate’s access to a specific module, click the “Delete” button next to the module from which you would like access removed.

    How to Clear Browser Cache

    FireFox
    1. Open up FireFox
    2. Click on either Tools > Options or the 3 lines in the top far right hand corner
    3. Options page opens
    4. Click on the Privacy & Security Tab in the left navigation bar
    Option 1:
    • If your History setting is "Remember history", you will find either "clear your recent history" or "remove individual cookies" hyperlink. Depending on what cookies and history you may want to clear, click on the link. Select and Remove what you'd like to clear from the pop up window. The pop up window may also provide an option to select the time range.
    • If your History setting is "Never remember history", you will find "clear all current history" hyperlink. Select and Remove what you'd like to clear from the pop up window. The pop up window may also provide an option to select the time range.
    • If your History setting is 'Use custom settings for history', click on "Show Cookies". Then select what you'd like to clear and click "Remove Selected" or click "Remove All" to clear all cache.
    • Close entirely out of FireFox.
    Option 2:
    • Under Cached Web Content, click "Clear Now" which will clear out all the cached disk space.
    • Close entirely out of FireFox
    Chrome
    1. Open up Chrome
    2. Click on the three dots in the top far right hand corner
    3. Click on Settings
    4. Scroll down to the bottom of the setting page and click on "Advanced"
    Option 1:
    • The section immediately below "advanced" is "Privacy and Security". Click on "Clear Browsing Data."
    • Select what you'd like to clear in the pop up window. Select "Time Range" dropdown to "All Time". Make sure to clear "Cached images and files." The pop up window may also provide an option to select the time range. Then click on "Clear Browsing Data."
    • Close entirely out of Chrome.
    Option 2:
    • At the very end of the Advanced options, you may find "Reset" section. Click on the "Reset" tab.
    • A pop up window will appear with a message on what it would clear. Click "Reset".
    • Close entirely out of Chrome.
    Internet Explorer
    1. Open up Internet Explorer
    2. Click on Tools > Internet Options
    3. Internet Options page opens
    4. Under Browsing history, click Delete…
    5. Delete Browsing History dialogue box opens.
    6. Make sure the boxes are checked for both Temporary Internet files and Cookies
    7. Click Delete
    8. Close entirely out of Internet Explorer
    Safari
    1. Open up Safari
    2. Click on History>Clear History
    3. A pop up window appears "Clearing history will remove related cookies and other website data. Next to Clear select "all history."
    4. Click button Clear History.

    IRAP Help Sessions

    We are pleased to announce that we offer IRAP help sessions most Tuesdays from 2:00 PM to 4:00 PM in Cudworth Building (Continuing Education Center) 1919 University Blvd. Room 305.

    Bring your questions about how to use IRAP, how can IRAP help you do your job, eReports, Material Transfer Request eforms, IACUC eforms, etc.

    Since seating limited please log into the UAB Faculty and Staff Learning System to register for the help session that you would like to attend: http://www.uab.edu/learningsystem Log in with your Blazer ID and Password. Click on Catalog and search for IRAP. Select IRAP Help Sessions. Click on Show Class Schedule and register for one of the help sessions.

    If you would like to schedule one-on-one training, group training, additional help, or training at a more convenient time/place please contact us. We are happy to provide training outside of these help sessions.

    If you have any questions about these help sessions or IRAP please contact the IRAP Office at 975-4727 (IRAP) or This email address is being protected from spambots. You need JavaScript enabled to view it..

    What are SPIN/SMARTS, and how are they beneficial to my research?

    SPIN is a solution for Researchers and Principal Investigators who desire to spend less time doing the arduous and labor-intensive steps of searching, but still be presented with ideally-suited and perfectly matched funding opportunities. SMARTS delivers to you (or your administrator) highly-targeted funding opportunities via e-mail that exactly match your defining criteria, expertise, and research focus.

    I regularly submit eForms for my Material Transfer agreements. Are there other modules/office that provide electronic routing?

    Currently, the Material Transfer Office (MTO) and IACUC Office (Lab Animals) offer eForms for routing of research forms. Electronic Forms for OSP, IRB, and OH&S are in development.

    I am trying to look for proposals in IRAP, why can I not find them?

    • Make sure that you are in My Proposals > Search For
    • Make sure that you are searching for the proposal number with either the three leading zeros (0) in front of your proposal/institution/link number 000XXXXXX or that you search using a wild card *XXXXXX
    • Look up the investigator name using the set button, free text entry will not always give you results. If you do use the set button you must hit save on the alpha split picklist and then when the search page reloads, hit locate for your search to run.
    • Do you have access to view the proposals?
      1. Are you named on the proposal? – if the proposal was a converted proposal (submitted to OSP before April of 2012) the only person named on the proposal is the Principle Investigator unless the PI has submitted a Project Personnel ListAre you named on the proposal? – if the proposal was a converted proposal (submitted to OSP before April of 2012) the only person named on the proposal is the Principle Investigator unless the PI has submitted a Project Personnel List
      2. Are you a delegate for someone that is named on the proposal? – to check go to your profile, click on edit and then click on the delegates tab. If you are a delegate for someone you will be able to see this at the bottom of the delegates screen.
      3. Are you a Department Administrator (DA) I, DA II, DA III or Department Head? If you are unsure check the Security Role Report by org or by name to look for your security access. These reports can be found in by clicking on the IRAP e-Reports link and clicking on admin e-Reports. If you have been named to one of these roles you will be able to see everything for your org and for any orgs that fall under yours in the organizational hierarchy.

    What types of submissions can I see in IRAP and where can I find the status of those submissions?

    Submission Type

    Description

    Proposal Number Format

    How/Where to find status of submission in IRAP?

    Original/New

    Application to fund a new project not currently funded by this sponsor.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Amendment/Modification

    Modification of one or more provisions of an existing agreement or contract

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Change in PI

    Request to replace the current Principle Investigator or Project Director

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Competing Continuation/Renewal

    Competitive (subject to peer review) application to secure continued support from the same sponsor for a funded research program.  (May be referred to as a Renewal by the sponsor.)

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Non-Competing Continuation/Continuation

    A request for funding of a non-competing continuation award.  The sponsor may require a progress report.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Resubmission

    A revised application to the same sponsor, replacing an earlier application that was not funded.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Supplement

    Application for additional funds for a currently-funded project.  May be non-competing (administrative) or competing.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Revised Award

    A revised notice of grant award issued by the funding agency.  Unlike the other submissions, this is not initiated by UAB.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    No Cost Extension

    Request to a sponsor to extend the project period without additional funding.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Transfer In

    Application to relocate a currently-funded project from another organization to UAB.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Transfer Out

    A currently funded project relinquished to another institution.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Memorandum of Understanding (MOU)

    A contract between UAB and an external party to establish a relationship to submit research, educational and/or other funding proposals to external agencies.  These types of submissions are rare and typically related to Federal Contracts.  There is no funding associated with this proposal type.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Confidentiality Disclosure Agreement (CDA)

    A legal contract between at least two parties that outlines confidential material, knowledge or information that the parties wish to share for certain purposes, but wish to restrict access to or by third parties. There is no funding associated with this proposal type.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    CDA Amendment

    Modifications to an existing Confidentiality Disclosure Agreement. There is no funding associated with this proposal type.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Data Use Agreement (DUA)

    A Data Use Agreement (DUA) is a contractual document used for the transfer of data that has been developed by nonprofit, government or private industry, where the data is nonpublic or is otherwise subject to some restrictions on its use. There is no funding associated with this proposal type.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    DUA Amendment

    Modifications to an existing Data Use Agreement. There is no funding associated with this proposal type.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Project Master Agreement (PMA)

    A project master agreement is an agreement between UAB and a sponsor that addresses basic terms and conditions of sponsored research activities, including issues such as publication, indemnification, and confidentiality.  After a master agreement is in place, new studies can be easily negotiated by adding study specific terms, e.g. budget, PI name, project period, etc. All master agreements are maintained in one record in the PT module with the OSP Director serving as the “PI”.  If you have a clinical trial or other study contract that has been negotiated under the terms of one of these PMAs, it will be noted in the Related Proposals folder of the Proposal record.  (See Related Proposals section in this handbook for more information.)  Although you will be able to see that there is a related agreement, you will not be able to view the details of the PMA.  Please contact a Grants Officer in OSP if you have any questions. There is no funding associated with this proposal type

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    PMA Amendment

    Modifications to an existing Project Master Agreement. There is no funding associated with this proposal type.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Teaming Agreement (TA)

    A Teaming Agreement is a commonly used tool whereby a prime contractor and subcontractor agree to combine resources to bid on a major government system procurement. No funding associated with this proposal type.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    Intergovernmental Personnel Agreement (IPA)

    An Interagency Personnel Agreement (IPA) is a funding mechanism for the VA to reimburse the Department at UAB for a portion or all of the salary and fringe benefits of a UAB faculty or non-faculty person working on sponsored research projects funded by the VA.

    Nine digit proposal number (parent)

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    IPA Amendment

    Modifications to an existing IPA.

    9 digit number of the parent + sequentially assigned 4 digit extension beginning with 0001

    Will have its own submission record, can view status by looking in Status History of that particular submission.

    The items listed below this are not submission types.  Although the documents can be found in IRAP in the appropriate attachments folder, there is no way to track the processing status for each of these.

    Subcontract Agreements

    Prime award at UAB.

     A sequential number is assigned to each subcontract based on the order  in which they are submitted to OSP, i.e. SC001, SC002, etc.

    Can find in Proposed subcontract or Subcontract Agreements folders of the attachments folder of submission

    Rebudget Requests

    How investigator requests rebudgeting of a sponsored award.

    No number assigned

    Can find in the rebudgeting requests folder of the attachments folder of the first submission of the proposal record. 

    At risk account

    Grants Accounting copies OSP on any at risk accounts.  OSP simply stores these documents in the award/agreement folder and includes as part of the award package when the award is released.

    No number assigned.

    Can find in the awards agreements folder under attachments

    I would like to see a listing of all grants on which I am named. Does IRAP provide this information?

    Yes. There are approximately 150 eReports available to campus and/or administrative users. Also, new eReports are released as needs are identified. Examples of frequently used eReports are as follows:
    • Grants and Contracts Projects
      1. By individual, department, school, center, etc.
    • Active Awards and Pending Applications by Investigator
    • Sponsor Search
    • Investigator IRB Training
    • Investigator IRB Training by Project
    • Material Transfer Reports

    What do I do if the contact person or award manager listed on a proposal is incorrect?

    Email a request to This email address is being protected from spambots. You need JavaScript enabled to view it. to update the record with the correct award manager and/or contact name.

    I just received my notice of grant award from OSP and noticed that Grants and Contracts Accounting was not on the distribution list for the email, how are they being notified of grant awards?

    Grants and Contracts Accounting is receiving notification of grant awards through action items out of the IRAP system.

    When I download a document from IRAP to my computer, occasionally the document does not open—it disappears. Where is my document?

    When downloading files from your browser, they will be saved in a "Downloads" folder on your computer (or, in some cases, your Desktop depending on your setup).

    I am trying to access a record in IRAP, but when I go to access the record, I get the following error message: “You are in view only mode due to another person (Nicole Investigator) editing this area.” I spoke with Nicole Investigator and she stated

    When working in IRAP, it is important that each window is closed properly. Normally, closing a window using the “X” in the upper right hand corner is the normal way to exit a window. In IRAP, each window must be closed using the “Done” icon

    Once I have logged in to IRAP, how do I access e-Reports?

    From the IRAP dashboard, click on the hyperlinked “IRAP e-Reports” on the right-hand side of the page.

    My email address in the system is not the email that I use?

    The IRAP system uses uab.edu email addresses that are associated with your Blazer ID. These are the email addresses that Oracle has on record for all UAB employees. If you do not use your blazer ID at uab.edu email address please make sure that it is forwarded to any other email that you use as your primary email.

    When is training information entered into IRAP?

    Training information, including the new Financial Conflict of Interest course is loaded into IRAP every morning at 4 am. The information that is loaded includes everyone who has completed training up until the day before (midnight is the cut off). In order to view up to the minute information please refer to the Faculty and Staff Learning Management System and click on the My Transcript tab.

    I’d like to have access to see everything for my department/division/school, how is this assigned?

    Schools/Departments/Divisions have the ability to assign people to a security role that will allow that individual to see all COI and PT records for individuals in that org. This access can be assigned by having the Organizational Head or Organizational Administrator fill out the IRAP Access Form which is located on the Getting Started Page

    I recently transferred to another department at UAB. I tried logging in to IRAP and received an error message. What should I do?

    As part of our security measures, when transferring to other departments within UAB, your IRAP access will be invalidated temporarily until your ACT document has completed processing. Once your ACT document has completed processing, your IRAP access will be reinstated by the following business day. If you continue to receive an error message, please send an e-mail to This email address is being protected from spambots. You need JavaScript enabled to view it. along with a screenshot of your error message (if possible).

    I have read through the FAQs, but I have additional questions and concerns. Is there additional help available for IRAP?

    If you have questions about IRAP, please send an e-mail to This email address is being protected from spambots. You need JavaScript enabled to view it. or visit our IRAP Project website at https://www.uab.edu/research/home/rtc-irap.

    If you have any problems with the system, please contact AskIT at 996-5555 or e-mail This email address is being protected from spambots. You need JavaScript enabled to view it.

    IRAP Help is available during Tuesday help sessions or by contacting us to set up a date/time. Information can be found at https://www.uab.edu/research/home/irap/help-sessions

    I have experienced an error, timeout, or other technical issue with the IRAP system. How do I report the problem and get support?

    If you receive an error message while working in IRAP or if the system does not respond as expected (e.g., folders are missing, previously entered data has disappeared, and you no longer have the access you previously had), it is very important that ASKIT and This email address is being protected from spambots. You need JavaScript enabled to view it. are notified as soon as possible.

    Please visit the RTC Contact Us webpage for detailed guidance on how to report problems and get support for the IRAP system.