:: Proposal Online Submission

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1 :: Proposal Online Submission CLOSE WINDOW FULL PROPOSAL ONLINE SUBMISSION - Quickstart 1. A Full Proposal consists of the following: Investigator Information (Resumes / CVs) Project Summary Project Narrative Budgets Current and Pending Support Project Time Schedule Support Letters (optional) 2. Use the arrow buttons at top-right of each page to navigate from left to right through submission pages. DO NOT use the BACK / FORWARD buttons on your browser to navigate between pages - your changes may be lost. 3. Instructions for each section are below and also linked via a 'Form Instructions' button at top-left of the form. 4. Clicking Submit Proposal on the last page will time-stamp your submission and generate a printer-friendly submission summary for your records. However, you will continue to be able to access, edit and re-submit your Full Proposal until the deadline. Full proposals should be submitted ONLINE by 5:00 pm, June 15, The system will shut down automatically at that time, and if you have not pressed the "Submit" button, your proposal will not be processed. No exceptions can be made. Technical Requirements Virginia Sea Grant Online Proposal Submission requires that Javascript be enabled, and Pop-up Windows allowed

2 Investigators All detailed investigator information from a Preliminary Proposal (if submitted) migrates automatically to a Full Proposal. Other key personnel such as Co-PI's, Associate PI's, and Post-Docs must be added individually to the full proposal using the Investigators page. To save new investigator information, click the 'Save Investigator' button at bottom. To edit saved information for a particular investigator, click the '[ EDIT ]' button next to the desired investigator in the 'Saved Investigators' box at left. You must provide a curriculum vitae (resume) for each individual added via the 'Investigators' page. This CV should be a maximum of two pages long. Only Acrobat (pdf) documents are accepted, and page numbers, headers and footers must be excluded from all submitted documents. Project Summary Basic information from your pre-proposal, such as your name and the title of your project, automatically propagates to these pages, and can be edited here. Save the 90-2 Project Summary form page by clicking either the 'Update Project Summary' button at top-right, or by navigating to the next page. While there is no length limit for the summary, please keep the following sections brief and concise. Your entire 90-2 should be less than one page. Objectives Concisely state what the investigator will undertake, providing for later comparison to project results. Begin with the word "To" followed by a verb. In keeping with Sea Grant's mission, more appropriate verbs are: test (the hypothesis), develop, provide, determine, isolate, characterize, identify, restore, implement. Less desirable but sometimes appropriate verbs are: promote, conduct, anaylze, apply, investigate, examine, describe. Some, such as "study", "consider", and "continue" should not be used since failure to do these is not determinable. Methodology

3 State the methodology to be used with an optional one or two-sentence preface. Specific questions that an interested person would ask should be answered under Objectives or Methodology (e.g. "Which heavy metals, which pollutants, which pathogens, what species of seaweed or shellfish, what kind of a model, etc.") Rationale Concisely state why you are addressing this problem or opportunity. Although your project need not promise to fully solve a problem, it should be shown to be a logical step towards a solution. Avoid long background statements. Identify potential users. Technical Notes Paragraph formatting is available in the Objectives, Rationale, and Methodology fields. PIs may italicize, underline or embolden words by wrapping them in tags like so (note use of forward slash in trailing tag): italicized underline bold Project Narrative Format SpecificationsAdherence to the format requirements is mandatory and ensures fairness across all proposals. Proposals not meeting these format requirements will be returned and not considered. Font size can be no smaller than 11 point and margins must be at least 1 inch on standard 8.5x11 inch paper throughout the document. The content of a proposal should include: 1. Title Page or Cover Letter (1-page). The title page or cover letter must include the appropriate institutional signatures reflecting approval of submission from the home institution of the lead principal investigator. 2. Abstract (300 word maximum). An abstract should briefly describe the proposed work. 3. Project Description (15-pages, single-spaced maximum). Visual materials, including charts, graphs, maps, photographs, and other visual information are included in the 15-page limit. The narrative should reference the specific VASG strategic plan objective being addressed by the proposed work. The project description should include the following sections:

4 o Background and Rationale. This section should provide an overview of the current state of knowledge of problem or issue and the justification for the proposed work. The justification must clearly describe the societal problem being considered, including but not limited to contributions the study will make to a particular discipline or subject area and citation of a particular VASG strategic plan priority. Consider how significant the societal problem is and how the project contributes to o addressing that societal problem. Objectives. List the objectives of the proposed project, including a brief statement of the context of the proposed project in relation to other related work or fields of related research. Consider how the project leverages or provides synergistic benefits to a broader research agenda and a strategic effort among many partners to collectively address a societal problem. Be careful to state the o purpose of the work as the objectives rather than list project activities or tasks. Research Methods and Work Plan. Describe in detail the hypotheses or propositions, research methods and techniques, and analytical methods that will be used to meet the stated objectives. Discuss the approach to data management and project management (e.g., how will the team track objectives, timelines, and milestones). Include a discussion of the outreach plan and how the research and outreach efforts are integrated to effectively lead to the desired outcomes, although the detailed description of outreach tasks and activities will be included in the outreach plan section o discussed below. Specific Outcomes and Broader Societal Benefits. Describe the results to be achieved for the project (beyond activities to be performed), how these results relate to current knowledge of the proposal topic, and of what use the results will be for specific audiences or end-users. Consider and discuss quantifiable measures of outcomes. In addition, consider the desired end states that could be achieved from addressing the societal problem and suggest measureable outcomes that Sea Grant could monitor as evidence of broader societal impacts from its research program. These are not performance measures that are specific to the proposed research, but rather considerations o of the broader strategic effort among many partners to collectively address a societal problem. Research Team and Partners. Short description of the research team and their roles and responsibilities. VASG encourages formal collaborations with end-users. CVs are submitted separately, so emphasize the roles and responsibilities of team members rather than detailed o biographies. Outreach Plan: Information Transfer and Adoption. Discuss how the information generated or technology developed will be transferred to and adopted by decision-makers. Decision-makers could be government policy makers and resource managers, industry members, citizens, educators, etc. These are typically not scientists or the researcher's professional peers. Describe the specific outreach goals, activities, and deliverables, including a timeline for outreach activities. 4. Literature Cited.

5 5. Results from Prior Research. If any investigator or collaborator on this project has received VASG funding in the past five years (2005-present), please provide the award number, amount and period of support, title, brief summary of results (~250 words), and publications, patents, or other products resulting from the work. Budgets To complete a budget worksheet, you must do the following: Complete questions 1-3 under 'Current Worksheet'. Lines for adding items are noted. When finished populating a new item, be sure to click 'Add' to the right of it. You are required to provide COMPLETE justification for every dollar value entered on each worksheet (i.e. for each project year). Click Justify to justify dollar amounts entered on corresponding lines (via pop-up window; pop-ups must be enabled). Instructions are provided below, and also appear in each line's justification pop-up window. Justification submitted for each line, along with each line's SG and Grantee requests, appear automatically in the Justification Preview page (click [view] under 'Justification' at top-right) at the appropriate place within the justification outline. It is unnecessary (unless noted otherwise) to type formatted outline information or line totals in a justification textbox. The Justification Preview page shows justification grouped by fiscal year. Refer to our Sample for examples of the minimum level of detail required in a justification response. Paragraph formatting is available in the textboxes. PIs may italicize, underline or embolden words by wrapping them in tags like so (note use of forward slash in trailing tag): italicized underline bold To error-check and save information typed into a worksheet, click 'Save Worksheet' or 'Update Worksheet' at top-right. To start a new worksheet, click 'New Worksheet' To edit a saved worksheet, click [EDIT] in the 'Saved Worksheets' box at left. All boxes (unless noted otherwise) are editable, and are fully updated only after clicking 'Update Worksheet' at top-right. ABOUT THIS FORM

6 This form features real-time auto-calculation of sub-total and total values (except Indirect Cost), indicated by yellow boxes. Refer to the instructions below for specific information concerning indirect cost calculation, which occurs upon clicking 'Save Worksheet' or 'Update Worksheet'. Matching Support By law, each Sea Grant program is required to match its award from NOAA with contributions from non-federal sources. This helps ensure the relevancy of Sea Grant activity to the marine community and potential users. The matching requirement is a major constraint for Virginia Sea Grant. Therefore, every investigator should obtain at least 50% of the requested cost for any proposed project from non-federal sources. For example, if you are requesting $100,000 from Virginia Sea Grant, you should obtain at least an additional $50,000 from qualified matching sources. Matching support may be provided in-kind as well as in cash. Examples of in-kind contributions include salaries, wages and benefits of investigators and students working on the project, expendable supplies and equipment, ship time, and donated supplies, space or equipment. Waived indirect costs may also be used as matching support (see G. Other Costs). Private foundation grants, state and local government contracts, and co-sponsorship by industry are especially good sources of matching support as they demonstrate the importance of the activity to the marine community and/or potential users. Foreign government funds also qualify, but funds from federal sources do not. Complete documentation of matching funds is required in the Full proposal. A change of more than 10% in from the amount entered in the "Anticipated non-federal contribution" section on the Preliminary Proposal Cover Page should be explained. Sea Grant Funds Request Limits Unless otherwise specified by the guidelines corresponding to your proposed project, the maximum annual budget for two-year research projects is $70K ($35 K per year), not including matching funds. A. SALARIES AND WAGES Budget Senior Personnel include only individuals entered in the proposal via the Investigators form. Assign Other Personnel to the appropriate type, and identify them by name as indicated on the form. Use accurate current salaries as the basis for calculating salaries and wages for each individual. If requesting funds to support a vacant position, indicate Vacant Position as Name and use a salary rate appropriate to the position. Enter months of effort as fulltime equivalents, regardless of how many calendar months the individual will work on the project for both Sea Grant and matching funds.

7 While salaries of Federal employees cannot be used as cost share, their contribution as Senior Personnel can be documented by completing the 'grantee mos. effort' field, and setting the monthly salary and benefits fields to 0. Fringe Benefits are those customarily paid by the grantee institution, following its usual practices in the payment of such benefits. Use your institution's recommended rates. Click here to view VIMS's current rates. For Salaries and Wages, NOAA Grants Management Division expects the budget justification to address the following questions: Is each individual identified by name and position? Are the total charges for each person listed along with an explanation of how the costs were calculated? Do the combined charges for all activities of any individual exceed 100% of their time? Do the time commitments and charges appear reasonable? Are all individuals employees of the applicant organization? (If not, explain) Is a cost of living increase built into the budget? Are salary increases justified for the grant period? Are any salary/personnel costs unallowable (i.e., Federal Employees or legislative personnel) Fringe Benefit totals for each worksheet auto-calculate into its Fringe Benefit totals boxes. You will be required to justify all benefit rates applied and total dollar amounts requested, for each personnel member, in the Fringe Benefits section of the worksheet. B. FRINGE BENEFITS For Fringe Benefits, NOAA Grants Management Division expects the budget justification to address the following questions: Are fringe benefits identified as a separate item? Are all the elements that comprise fringe benefits indicated? Do the fringe benefits and charges appear reasonable? Are the total charges for each person listed along with an explanation of how the charges were calculated? Are fringe benefits charged to federal and matching categories in the same proportion as salaries? Statement to the effect "Approved institutional rates" C. PERMANENT EQUIPMENT

8 For any item(s) of equipment that has a useful life of more than one year or costing $5,000 per unit or more, a description of the item and associated costs is required. For Permanent Equipment, NOAA Grants Management Division expects the budget justification to address the following questions: Is each item of equipment listed? If over $5,000 is there a description of how it will be used in the project? If over $5,000 has a lease vs. purchase analysis been completed? At least 3 vendors should be contacted for a quote. If none of these vendors provides leasing then a statement to that effect will suffice. Names and telephone numbers of the vendors and relevant contacts should be documented. For each item of equipment, is the number of units, cost per unit and total cost specified? Is each item of equipment necessary for the successful completion of the project? Are the charges for each item reasonable and realistic? Are disallowed costs excluded? Contingencies must be excluded! D. EXPENDABLE SUPPLIES AND EQUIPMENT Expendable supplies and equipment must be described according to major categories, e.g., chemical reagents, computer paper and supplies, glassware, lumber, etc. Fuel for boats should be budgeted here rather than under travel. Fuel for vehicles should be budgeted under E. Travel. The justification may be based on historical costs (note as such). For Expendable Supplies and Equipment, NOAA Grants Management Division expects the budget justification to address the following questions: Are supplies itemized by type of material or nature of expense? For general office or business supplies, is the total charge listed along with the basis for the charge (i.e., historical use rates)? For other specific supply categories, is the number of units, cost per unit and total cost specified? Are the charges necessary for the successful completion of the project? Are the charges reasonable and realistic? Are disallowed costs (e.g., liquor, entertainment) excluded? Contingencies or miscellaneous charges must be excluded! E. TRAVEL

9 For Travel, NOAA Grants Management Division expects the budget justification to address the following questions: For foreign and domestic travel, is each trip listed along with the destination, estimated mileage, method of travel, cost per mile and duration, number of travelers, per diem rate for meals and lodging? If actual trip details are unknown, what is the basis for the proposed travel charges? Is the requested travel directly relevant to the successful completion of the project? Are the travel charges reasonable and realistic? Note: Funding for unknown foreign travel may be approved but the travel itself is not authorized until an award action request is submitted and approved. If the grantee states they will submit an AAR in the justification GMD does not have to add a special award condition. F. PUBLICATIONS AND DOCUMENTATION COSTS For publications and documentation costs, NOAA Grants Management Division expects the budget justification to address the following questions: For each charge, is the number of units, cost per unit and total cost specified? Are the charges necessary for the successful completion of the project? Are the charges reasonable? Are charges which duplicate indirect cost items excluded? G. OTHER COSTS Budget For each Other Cost, select its type and provide a description or label (if required). If you are requesting a sub-award for a recipient which already has an ACTIVE sub-award with Virginia Sea Grant, then select 'Sub-award NOT subject to indirect'. If you are using waived indirect costs as IDC, please list this as 'Other cost NOT subject to indirect.' For Other Costs, NOAA Grants Management Division expects the budget justification to address the following questions: Are items listed by type of material or nature of expense?

10 For each charge, is the number of units, cost per unit and total cost specified? Are the charges necessary for the successful completion of the project? Are the charges reasonable? Are disallowed costs (e.g. liquor, entertainment) excluded? Are charges which duplicate indirect cost items excluded? G. OTHER COSTS : Sub-awards If you wish to include a Sub-award in a worksheet, you must do the following: Uploaded Sub-award Materials for this Project : No files have been uploaded. 1. Submit a Statement of Work. (one per project - submitted via Justification step) 2. Submit a sub-award budget for each fiscal year involving a sub-award (submitted via Justification). 3. Populate Other Cost line in worksheet with the appropriate values from the corresponding sub-award budget. 4. Justify For sub-awards, NOAA Grants Management Division expects the budget justification to address the following questions: Is each sub-award listed as a separate item? (Separate budgets are required for sub-award regardless of the dollar value.) Are the products/services to be acquired described along with the applicability of each to the project? Do the costs appear reasonable and realistic? Are any sole source contracts contemplated? If yes, is a sole source justification included with the application which describes why the proposed sole source entity is the only source capable of meeting the applicant's project needs? Are disallowed costs excluded? Contingencies or miscellaneous charges must be excluded! Are there contracts with non-us organizations? Do you have a CD-512 on file for each of your sub-awards? H. INDIRECT COSTS

11 Budget Indirect Cost is the institution's negotiated Facilities and Administrative (Indirect) cost rate and its relation to those elements of the proposed grant budget to which that rate is to be applied. Select a budget type for each worksheet. VIMS investigators will be presented with default indirect cost rates for VIMS, and non-vims investigators will need to provide their own rates. Indirect cost sub-totals auto-calculate into 'Sea Grant funds' and 'Grantee Share' of Section H, and comprise sections A, B, D, E, F, and certain entries in section G (as noted). Only $25,000 of a sub-award is subject to indirect cost. The portion of a sub-award subject to indirect cost per fiscal year is managed by the worksheet, and may be monitored by placing the cursor over the SG portion of the sub-award. An explanation for each indirect cost must be included in the budget justification. Unrecovered indirect cost may be included as part of cost sharing and matching. (See G. Other Costs.) For Indirect Costs, NOAA Grants Management Division expects the budget justification to address the following questions: Are indirect costs requested? Is the correct rate being used? (If a lower rate than is authorized in the indirect cost rate agreement is being proposed you must explain why your organization is deviating from the approved rate.) Is the rate applied to the correct base? Are charges which duplicate direct costs excluded? (If no, explain/revise.) Current and Pending Support A corresponding investigator must be selected and a support source provided for a support record to be saved. All fields must be populated for a support record to be considered complete. To error-check and save information for each source of support, click the 'Save This Support Source' button at topright. To edit saved information for a source of support, click the '[ EDIT ]' button next to its listing in the 'Saved CP Support' box at right.

12 Project Time Schedule Project time schedule forms are available via the RFP website (download). Use as many Project Time Schedule forms as you need to create a complete schedule, but you may upload only a single document of all schedule pages. Only Acrobat (pdf) documents are accepted, and page numbers, headers and footers must be excluded. Other Notes Support letters are optional, and may be added via the Support Letters feature accessible in the main navigation panel above. We accept only a single PDF document of all support letters. Preview Submission The 'Preview Submission' step lists all proposal information that will be submitted if you proceed by clicking the 'Submit Proposal' button. Verify that all forms are complete and that the information shown is correct, and also verify that the uploaded files listed are the correct ones. After Submission Upon successful online submission: You will be presented with a printable submission confirmation page, and receive a confirmation . After the deadline has passed and the online submission interface is closed, your submitted proposal will be compiled as a single pdf and ed to you. HELP Investigators are encouraged to contact the director and officers of the Virginia Sea Grant to ask questions or discuss proposal ideas.

13 (Budgets) Katherine Davis Small, Fiscal Officer, (804) , (Research) Susan Park, Assistant Director for Research, (804) , (Website) Margaret Pizer, Communicator, (804) ,