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BE Research Roadmap

Welcome to the BE Research Roadmap! Whether this is your first research project or you’re a seasoned expert, you’ll find the outline and links below helpful in every step of your process—from finding funding to publishing your work.

Getting Started

Faculty Grants Management Workshop

If this is your very first time conducting research here at the UW, you will be required to complete the in-person Faculty Grants Management Workshop. After completing the initial course, you will need to take the online refresher course once every four years. The online class, however, is also a great introduction to and outline of the grants process at the UW and can be accessed at any time: Online grants management workshop

Compliance

A series of trainings are required for anyone conducting research at the UW in order to comply with internal and external requirements and/or to reduce risk to the researcher. Which trainings are required for you largely depends on what your research involves.
Trainings cover:

  • Animal Subjects
  • Clinical Research
  • Funded Research
  • HIPAA
  • Human Subjects, Specimens, or Data
  • Laboratory Hazardous Materials/Recombinant DNA

Additionally, you may be required to complete certain forms and/or submit your proposal for review to the appropriate department to ensure your research is in compliance with all applicable requirements and regulations.

Mandatory Compliance Trainings:
Compliance Forms (hover over the “Compliance” tab to choose your specific subject area):

Human Subjects

One area of compliance to pay particular attention to is Human Subjects. Will your research involve human subjects in any capacity? If your research will involve “a living individual about whom an investigator conducting research obtains:

1. data through intervention or interaction with the individual, or
2. identifiable private information”,

you will likely need to have your proposal reviewed by the Institutional Review Board (IRB). More information regarding human subjects, as well as the mandatory forms you must complete if you plan to use human subjects in your research, can be found here: Human Subjects

Finding Funding

First Proposal?

Visit the Office of Sponsored Programs (OSP). Specifically, you will want to explore the Royalty Research Fund (RRF). This fund is set aside to help those who are new to research get off the ground running with seed money (up to $40,000 and two years of research). Submissions for RRF funding are accepted twice a year, once in the spring and once in the fall.

More Confident?

A great resource for funding is Grants.gov. This is a central database of all available government funding, via organizations such as the Environmental Protection Agency (EPA), National Science Foundation (NSF), Department of Housing and Urban Development (HUD), and the Department of Homeland Security (DHS). Grant seekers can search for opportunities by topic of research, agency, eligibilities, etc.

Grants.gov also features an email service that can be tailored to your specifications. Sign up to receive emails with relevant opportunities as they become available: Grants.gov Email Notifications

Ready for More?

A third, somewhat more challenging funding avenue to pursue is foundations. Foundations can be wonderful funding partners, though you will need to look carefully to find an organization whose mission can benefit from your research. Several foundations that commonly sponsor CBE research include:

The Bullit Foundation
Places a strong focus on sustainable development.

The Graham Foundation
Awards project-based grants and produces public programs to foster the development and exchange of diverse and challenging ideas about architecture and its role in the arts, culture and society.

The Robert Wood Johnson Foundation
Seeks to improve the health and health care of all Americans through an investment in grants.

The Scan|Design Foundation
Focuses on promoting cooperation between Denmark and the United States through student intern, exchange and fellowship programs in architecture.

Also be sure to check our Opportunities and Deadlines page for other grants offered through foundations.

Creating Your Proposal

Request for Proposal

READ THE RFP IN DETAIL. READ THE RFP IN DETAIL. READ THE RFP IN DETAIL.
Many proposals are denied funding simply by overlooking details. Especially take note of:

  • DATES AND DEADLINES
  • ELIGIBILITY AND REQUIREMENTS
  • If this is a LIMITED SUBMISSION opportunity. Limited Submissions are grants, awards, and fellowships that limit the number of applications coming from one institution. If the opportunity you are applying for falls under this category, you will need to add additional time to your timeline so the Office of Sponsored Programs has adequate time to review your proposal. Click here for a a thorough – though not complete –  list of Limited Submission opportunities.

Dean's Office

Once you have decided on an opportunity and have begun your proposal, check with Rachel Ward (wardrm@uw.edu) in Gould Hall 224 as soon as possible to see if there are any complex budgeting items.

Submit Proposal via SAGE

Submit your proposal and create an eGC1 form through SAGE.

While note required, if you are new to SAGE you may want to practice using the system. From the link above, find the blue button to “Sign In”, under which you will see a link to the training server. The training server allows you to practice creating eGC1s without actually submitting any information. Feel free to click the green question marks next to each topic header for more information or clarification. There are also a number of instructor-led courses on SAGE available.

One section of the eGC1 will require you to list all personnel involved in your research; anyone listed as a PI or Co-PI will be required to complete a disclosure notification. Please remind these researchers to check their emails and complete the disclosure once it is sent out, as you will be unable to submit your eGC1 if these are not complete.

You will want to get your eGC1 in early so that it can be routed to the appropriate people for approval prior to reaching OSP. The Chair and Dean for every PI involved in your research will need to review and sign off on your proposal. They are looking for:

  • Academic merit
  • Consistency with the college’s goals
  • Potential commitment of the college’s resources

Once your proposal and eGC1 are submitted through SAGE, the Office of Sponsored Programs will review your information and send it on to your sponsor. Please keep the following in mind:

  • Tenured faculty are automatically added to the SAGE system, although you may need authorization to log in. Please first try logging in using your UW ID. If you are unable to login, please see Rachel Ward (wardrm@uw.edu) in Gould Hall 224.
  • Lecturers and staff need the Dean’s authorization before gaining access to SAGE. Please allow time to request authorization and gain access.
  • You must have a complete proposal (no further edits) and all approvals by 5:00 PM on the day your proposal is due to the Office of Sponsored Programs through SAGE*. Approvals include signatures from the Dean and Department Chair for every PI involved in the research, acknowledging that they have reviewed the proposal. Please leave time for this.

*The Office of Sponsored Programs requires a mandatory 3 business days to review your eGC1 PRIOR TO YOUR SPONSOR’S DEADLINE, but requests at least 7 business days. Please remember these are BUSINESS days, which do not include weekends or holidays when staff are out of the office. Please ensure to have your eGC1 submitted on time to ensure your proposal is submitted to your sponsor by the deadline.

For questions regarding your eGC1 or for help completing it, please contact Robin Snelling (snellr@uw.edu) in Gould 224.

Check the Status of Your Application

During the application stage (the time between submitting your eGC1 and receiving your budget number, explained in the next step), you can track the status of your proposal by visiting the Office of Sponsored Programs’ Status Checker.

Receiving a Grant

Grant Award

1. If you are selected to receive the grant, an Award Note will be sent to OSP. At this point, OSP will create a Funding Action and hand your grant off to Grant and Contract Accounting (GCA), who will create a budget number for your grant. Please note that it may take up to four weeks from the issuing of an Award Note to the time when a budget number is created and you can access your grant funds.

2. Once you are awarded a grant and receive you budget number, you can track and view your expenditures by visiting My Financial Desktop.

3. To view the status of invoices from your sponsor, visit the GCA Grant Tracker.

4. The PI will be sent a Notice of Expiration listing the final action date for your grant. Reports must be submitted and all expenditures must be complete prior to this date.

Publishing Your Research

Intellectual Property

The policy of the University of Washington requires that all intellectual property produced by faculty under grants and contracts using University facilities is the property of the University of Washington. The Office of Sponsored Programs staff negotiates the intellectual property terms in grants and contracts to be in compliance with the University policy. UW Center for Commercialization provides assistance to faculty in patenting and licensing their intellectual property.

University policy for patenting and licensing