We encourage you to commence spending funds immediately once you receive your award letter (with COA) as no carry-forwards/cost extensions will be allowed.
This grant is subject to the following conditions, consistent with the restrictions of the CTSI award:
Award Policy & Guidelines
- Additional Funding: In the event that another agency, either within or outside of UCSF, funds this project, you will notify the CTSI-Pilot Awards program administrator immediately. Multiple funding is not allowable dependent on the funding agency. You agree prior to accepting another source to contact CTSI-Pilot Awards program administrator immediately to determine the allowability.
- KL2 Projects and K Scholars salary are not allowable on CTSI Pilot Award Grants. You agree prior to accepting a K-Award to contact CTSI-Pilot Awards program administrator immediately to determine the allowability.
- Award PI changes require prior approval by the CTSI Pilot Awards Faculty Director. You agree to contact CTSI-Pilot Awards program administrator immediately prior to continuing your project for necessary approval.
- If your project is an NIH-defined clinical trial, you will register your project and report results on clinicaltrials.gov in accordance with your project timeline. An NCT number is required to apply for NIH-NCATS prior approval and before the grant is awarded. Contact CTSI ([email protected]) immediately for further instructions if your study is a Phase 3 or Phase 4 Clinical Trial. *See below for additional information required prior to receiving grant.
- All CTSI funded pilot awards involving human subjects research and/or vertebrate animals research must be submitted to and approved by NIH-NCATS for prior approval before research activities and spending can begin. Additional reporting and other information is required by the NIH and CTSI and you agree to provide this information when it is requested (See below for additional information required prior to receiving grant).
- The NIH Grants Policy will be adopted for this award. Award funds must be used according to the approved budget and all expenditures must be in compliance with the NIH Grants Policy Statement (http://grants.nih.gov/policy/nihgps/index.htm) and Uniform Guidance Federal Regulation (https://controller.ucsf.edu/policy/contracts-grants-accounting/uniform-guidance) as well as Campus Supply Chain Management Purchasing Guidelines (https://supplychain.ucsf.edu/buying-guidelines).
- Rigor and Reproducibility: This project will adhere to the Rigor and Reproducibility guidelines based on the four elements of rigor described by the NIH (https://grants.nih.gov/policy/reproducibility/index.htm).
Award Recognition
Acknowledge the current Clinical and Translational Science Institute (CTSI) Grant Number (UL1 TR001872) on all publications, presentations, or abstracts resulting from the CTSI grant.
Cite the CTSI grant on any blogs, press releases, or news features resulting from this project:
"This publication [or project] was supported by the National Center for Advancing Translational Sciences, National Institutes of Health, through UCSF-CTSI Grant Number ###. Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the NIH." For further grant citation information please visit: https://ctsi.ucsf.edu/about-us/cite.
Progress Reports
The CTSI Pilot Awards are significantly funded by NIH-NCATS and each year NIH-NCATS requires CTSI to submit an Annual Progress Report (APR). Consequently, at the beginning of every calendar year, awardees will be asked to provide CTSI with updates on their award. The update is generally short and includes progress on the current award project including updates on aims and recruitment.
At the conclusion of the award period, all expenses must complete and recorded no later than one month post award. Additionally, a final reporting on the status of your project will be due two weeks post award. We also will ask you for a progress report 2 years post award period and 5 years post award period. We would like to have all reports must be completed by the date requested. Details for the post-award reports will focus mostly on additional extramural funds received, publications and presentations.
IRB/IACUC Compliance and NCATS Prior Approval
- When you apply for IRB/IACUC approval, please indicate that your research is supported by CTSI:
a. Proposal #P0541014 or Award #A137241
b. For IRB, Sponsor Name listed as "NIH Natl Ctr Advancing Translational Sci"
c. For IACUC, Funding Source, Source From List, listed as "NIH-NCATS"
d. You must keep your IRB/IACUC approval current and active for the duration of the award period. Please send copies of all approval letters to the CTSI-Pilot Awards program administrator. - If your project involves human subjects and/or vertebrate animal subjects research, CTSI is required to obtain NIH-NCATS prior to an award letter being issued and project research activities can begin. Submission of an incomplete prior approval documentation, which includes an IRB and/or IACUC approval letter, may result in delays. Failure to receive NIH-NCATS Prior Approval will result in delays or in some cases, withdrawal of funding.
a. Studies requiring prior approval should begin the process to obtain IRB and/or IACUC approval immediately upon receiving notification that CTSI Pilot Awards intends to fund your pilot project.
b. You must be listed as an investigator on the study and the title of your Pilot project must match that on the IRB/IACUC approval letter. If this is not the case, you may face delays and are responsible for communicating this to CTSI Pilot Awards immediately to prevent significant delays or withholding of award.
Budget and Financial Management
- Post-award financial management: Awardee and their department are responsible for oversight of financial, scientific, and compliance aspects of the award. PIs and departments exercise budgetary control and ensure that expenditures incurred are within the authorized budget and award period and that only those costs that are allowable, allocable and reasonable are charged. Sufficient records to support sponsored project transactions must be maintained, available for audit, and demonstrate compliance with contract terms, UC policy, accounting guidance, and federal regulations.
- Funds will be allocated annually and must be spent within the award time period outlined in the program proposal. All transactions must record against ledger no later than 30 days after the budget award period concludes. Remaining liens must be removed. PI will be responsible for unallowable expenses as well as any expenses post outside of the budget period. Overdrafts are not permitted and are the responsibility of the award recipient and corresponding department/unit. In the event of an overdraft, you and your department will be contacted to move the overdrafts. For details on allowability and reconciliation, please refer to the Controller's Office.
- Rebudget (budget updates/changes): Allocated funds must be spent in accordance with the award proposal. A change of 25% or more in any budget category or a change from one category to another category of the approved budget requires prior approval. If you wish to amend your budget, please send a copy of your original approved budget (you submitted via the New Awardee Form), your newly proposed budget and an updated budget justification to the CTSI-Pilot Awards program administrator, with a brief narrative explaining the reason for the changes.
- Award verification: PI can verify through the Award Verification Tool.
- No Cost Extension (NCE): CTSI-Pilot Awards cannot allow no-cost extensions. These awards are funded primarily through NIH dollars, and CTSI's agreement with the NIH does not allow carry-forwards. CTSI must enforce the terms of its award. Any funds left unspent at the end of the award period will revert to CTSI-Pilot Awards. Requests for no-cost extensions will not be considered.
- Financial Report: A final financial report is due 45 days after the award ends.
Contact Us
For general inquiries, please email [email protected]