Grant & Stipend Applications - Academic Handbook: Student Affairs

Special Academic Programs:

Policies & Procedures for Routing

Student Grant & Stipend Applications
(Effective August 2006)

Routing Deadlines

All medical student research grant/fellowship/internship submissions or other such applications on behalf of medical students must use ORD's web-based routing form https://ord2.umaryland.edu/uom/index.lasso.

All applicants must notify the Office of Student Research (OSR)/Dean's Office of an impending grant submission at least two weeks prior to agency deadline.

All such grants will be submitted to the OSR at least nine (9) business days prior to the agency deadline for review & validation.

The OSR will present the submission to the Medical Education Advisory Council (MEAC) at least seven (7) days prior to the sponsor deadline for review & validation. See below* for agency limitations on the number of applications from a single institution.

Electronic proposal submissions must be in final form and either uploaded to the web-based routing form or uploaded to the Sponsor website at the time they are submitted to the OSR. "Hard Copy" submissions also must be in final form, with the sole exception of the science portion of the grant. Tab any pages of the hard copy application requiring Dean's Office or ORD signature.

OSR will sign the routing form will then forward the routing form and attachments to the Dean's Office.

The Dean's Office will sign the routing form and, if required, the Cost Sharing Approval Form, and will then forward the routing form and attachments to ORD.

Within 4 business days after the time the signed routing forms and the proposal in final form are available to ORD for review, ORD will submit the electronic proposal to the sponsor or sign the hard copy proposal. For hard copy submissions, ORD will contact OSR to pick up the signed proposal unless other instructions are provided.

Grants Requiring Institutional Letters of Support

Grants requiring Institutional Letters of Support must be discussed in advance of the routing process. When necessary,' a "Letter of Good Academic Standing" that may on request include acknowledgement of a '"Leave of Absence"' should it be needed, can be obtained by filling out the form available on the OSA website http://medschool.umaryland.edu/osa/forms.aspx. "Letters of Recommendation" should be solicited from the appropriate faculty.

Please contact the OSR Administrator (StudentResearch@som.umaryland.edu) for guidance at the time you have decided to apply. The OSR Administrator will facilitate the processing of any applications requiring such letters.

Sponsors Who Limit Applications to One Per Institution

When an agency limits the number of applications from an institution, the OSR and MEAC will prioritize the submissions and recommend one or more applications for submission. Sponsors who limit grant applications to one per institution require special coordination within the SOM. If you are gong to apply for one of these grants, please contact the OSR Administrator (StudentResearch@som.umaryland.edu) for guidance at the time you have decided to apply. The OSR will notify the MEAC, and facilitate the process of review.

Routing Process for Student Grant Applications or Grants on Behalf of Students

Where do I obtain the Routing Form?	The UMB web-based Routing Form is located at: https://ord2.umaryland.edu/uom/index.lasso The OSR Administrator will submit the electronic form. The PI and student are responsible for answering the questions on the Routing Form.
When should I begin routing?	Contact the OSR Administrator at least 4 weeks in advance of grant deadlines. Route applications and proposals BEFORE submitting to the Sponsor, including electronic submissions. Submit the application to the OSR at least nine (9) business days prior to the agency deadline for review & validation. Ensure that the budget (if required) is submitted to OSR and ORD is the Final Budget.
What signatures are required?	Principal Investigator Faculty Supervisor/Mentor when the PI is a Student OSR Assistant Dean Dean's Office
What does ORD require in order to sign the application?	Completed, signed University Routing Form Completed application Face Page PI signature on application, and other signatures required by Sponsor and OSR/Dean's Office Internal spreadsheet budget (if a detailed budget is not required by Sponsor). If cost-sharing is required by the sponsor, a Cost Sharing Approval Form must be completed and signed by the Dean's Office. Collaborator's Chair/Dean Sign Off - If a Collaborator from another department/school is committing effort to the project If human subjects are involved – On the routing form, choose Approved, Pending or To Be Submitted; provide the protocol number if known. If animal research is involved- On the routing form, choose Approved, Pending or To Be Submitted; provide the protocol number if known. Project plan or scope of work (draft is acceptable if required) Final proposal uploaded to web-based routing form or sponsor website for electronic submission, or final version of hard-copy submission with the exception that the scope of work (if applicable) may be in draft.
Who sends the application to the Sponsor?	The OSR (or designee) will be responsible for sending the hard-copy application to the sponsor. ORD is responsible for submitting most electronic proposals. If a sponsor does not require submission by an "authorized organization official" (or similar), OSR (or designee) will be responsible for submitting the electronic proposal or for authorizing its submission.
What if we make changes to the application (hard copy) after ORD sign-off?	No changes may be made to the budget or to required cost-sharing commitments after signatures are obtained. A final copy of the submitted hard copy application must be sent to the OSR, mentor and ORD simultaneously with submission to the Sponsor. This should be done via the OSR Administrator. Always provide a final copy of the submitted application to the SOM's Office for Research Subjects if human subject research is proposed.

Last Revision: August 12, 2008

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