The Research Handbook is designed to aid Principal Investigators (PIs) and their respective departments in navigating the administrative facets of sponsored projects, ensuring they derive maximum value from their work. In doing so, PIs can devote their attention to advancing knowledge, nurturing the next generation of scholars, and service both the State of Oklahoma and the global community.

 

To ensure that funds provided from external sources to support research and other projects are administered in accordance with OSU-CHS policies and those of the sponsor, all externally sponsored projects for research or other purposes will be administered through the Pre-Award, Post-Award and the Office of Clinical Research following established University policies and procedures. External sources include both governmental and private organizations.

 

Research Handbook

Dawn Underwood, Vice President for Research 

 

In the ten-year strategic plan for the OSU Center for Health Sciences, the University identified the following goals: 

• Fulfilling the health care needs rural and underserved Oklahoma;
• Producing graduates who are dedicated, effective, and compassionate community leaders;
• Providing excellent care and health-related community service;
• Being a leader and innovator in education;
• Being the medical school of choice

 

Many of these goals are accelerated by the research endeavors taken on by our outstanding faculty and the research administration staff assisting them.

 

The Research Office strives to provide a customer-service approach to our researchers, and therefore, offers the following information, templates and forms to guide the research funding process consistently and efficiently.

 

Areas of Research

To view a full list of OSU CHS Research Administration Staff and their contact information, please click here.

Are you not sure who you should contact? Click below for a quick look at the primary functions of each administrative section.

 

Functional Chart

 

Organizational Chart

Jonathan Myers, Director 

 

Pre-Award Administration provides support to faculty in the preparation, review, submission and acceptance of all sponsored projects at OSU-CHS.

 

For further information, visit the Pre-Award page found here.

 

Pre-Award Process 

Individual faculty may not directly submit a proposal to a funding agency. Pre-Award Administration serves as the AOR for official submission.

1. Find a Funding Opportunity

1. 1. The first step in the proposal process is to a locate a funding opportunity. The funding opportunity is the “advertisement” by the sponsor agency for applications to be submitted. These usually include instructions, forms, and other information on the application they want. Funding opportunities can be found in several locations. OSU-CHS offers Funding Institutional to the faculty and staff to search for funding opportunities and further resources can be found at the OSU-CHS Medical Library website. There are additional, external websites to search for opportunities:

 

Once a Funding Opportunity is located, PI eligibility will need to be confirmed for the sponsor and OSU-CHS. The OSU-CHS Principal Investigator Guidelines can be found here.

 

2. Submit Pre-Award Request Form

The Pre-Award Request Form has all the information on the project you are planning to submit: title, due dates, sponsor, etc. This form should, ideally, be submitted at least 14 business days prior to the due date of the application. Once the form is submitted, the pre-award office will contact you to set up a proposal kick off meeting.

 

3. Develop Proposal

After the proposal kick-off meeting, the pre-award office will supply you with templates and forms for the application. The pre-award office will assist in the creation of the budget and budget justification along with ensuring other required documents meet agency guidelines. Budget and budget justification templates can be found at the links provided. Current rates can be found on the Pre-Award Administration.

 

4. Routing

Routing is the process of obtaining institutional review and approval for the application. This is done through Cayuse. A finalized budget, budget justification, and draft statement of work are required for routing. Other documents may be required, depending on the submission. Documents for routing should be received at least 7 business days prior to submission. Once the application goes into routing, you will receive an email with instructions to complete the Cayuse approval process.

 

5. Final Documents

Final submission documents should be sent to the pre-award office at least 2 business days prior to the submission deadline. This gives the pre-award office the opportunity to review and approve the documents before submission. Many agencies require Data Management Plans with submission. OSU-CHS offers resources found here for creating these documents.

 

6. Submission

Individual faculty may not directly submit a proposal to a funding agency. Pre-Award administration serves as the AOR and signing official for official submission. Once the application is submitted, the pre-award office will send a confirmation email to the PI.

 

7. Award Acceptance

When a notice of award is received, the pre-award office will process and execute the award. At this point the award is handed off to post-award to have an account set up and the project can be expensed and completed.

 

8. Post-Acceptance Activity

Pre-Award also assists with subaward creation and execution along with other project changes that require sponsor approval.

 

MICHALE POGUE, DIRECTOR 

 

The Director of Award and Contract Negotiations works with CHS Office of Legal Counsel to resolve concerns and legal issues on all CHS sponsored programs and research-related agreements prior to final approval and signature by the Vice President for Research. Such agreements include Confidentiality Agreements, Research Collaboration Agreements, Clinical Trial Agreements and other Contracts for Research, Extension or Training.

 

Michael Sauer, Director

 

Post-award administration of sponsored research typically is primarily involved with financial management, allowable costs, cost sharing, sub-award agreements, audits, and project close out procedures.

 

For further information, visit the Post-Award page found here.

 

Amber Hood, Director

 

Cayuse is now implemented for use with IACUC and IBC. Please click here to submit through Cayuse.

 

For further information regarding each area of compliance, please click the respective link below.

• • Conflict of Interest
  • IRB
  • IACUC
  • Research Laboratory Safety
  • Biological Safety
  • Bloodborne Pathogen Safety
  • Radiation Safety
  • Research Integrity

Candida Barlow, DIRECTOR

 

Reference information and how to find clinical trials can be found by clicking here.

 

If a PI plans to submit an application that includes a Clinical Trial, the Clinical Trials Pre-Award needs to be completed and can be found here. This needs to be submitted at least 4 weeks prior to the submission deadline. Clinical research documents for review can be sent to ClinRes.Regulatory@okstate.edu. This includes protocol, consent, lap and IP manual, CTA, budget, and any other documents provided by the sponsor the clinical trial.

 

Stipend cards are used for clinical trials. A website can be found here to submit an online request form to activate a stipend card account for using during the clinical trial.

 

Please use your OKEY login to access the SharePoint repository of Clinical Research Policies.

Please review and complete the Training for New Research Faculty

 

For all faculty with research-related employees, please find the New Employee Safety Checklist as a reference for requirements.

Industry funding must be handled with separate agreements based upon the partnership. Please discuss with the Research Administration regarding what type of agreement is appropriate.

 

Sponsored Research Agreement template 

 

Research Services Agreement template

 

IP Policy Waiver Request template

 

The Office of Technology Commercialization, housed on the Stillwater campus, is available to provide individualized assistance when intellectual property is being developed. This team can assist with intellectual property protection, industry partnerships, and venture capital funding.

 

Further information on current OSU Center for Health Sciences partnerships can be found here.

Matt Vassar, Director

 

Please refer to the following links for further information regarding medical student research.

• Student Research
• Student Research Policy
• Student Research Personnel

Oklahoma State University Center for Health Sciences Policies and Procedures

 

Grants and Contracts Financial Administration

 

OSU-Stillwater Vice President for Research

Authorized Official:

Vice President for Research  

 

Cognizant Federal Audit Agency:

Office of Naval Research

800 N. Quincy

Arlington, VA 22217

(703) 696-7742

 

DUNS Number: 606192896

FEI/EIN: 73-1383996

UEI: T3B4DWYVH7L5

NIH IPF Code: 688801

NSF Institutional Code: 5300009087

NAICS Code: 611310

Cage Code: 1LC34
Federalwide Assurance Number: FWA00005037

Animal Welfare Assurance: A3679-01

USDA Certificate: 73-R-0019

Type of Institution: Comprehensive, Public, State University

Tax Exempt Status: Nonprofit, state agency exempt under section 115(a)

Congressional District: 1^st (OK-001)

State Senate District: 11^th

State House District: 73^rd

Tax Exempt Permit

Workers’ Compensation Certificate

OK Secretary of State Registration