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Frequently Asked Questions about ADAI Small Grant Proposals

Eligibility

Are faculty with acting appointments eligible to apply as PI of a Small Grants?

Yes, applicants with acting appointments may apply as PI. The term of their appointment should extend at least through the end of the expected length of the proposed project.

I expect to be appointed to an eligible UW faculty position by the project start date; can I apply now as PI?

Yes, if your expected appointment is confirmed by the signatures of your Chair and Dean on the grant face page.  You should include a cover letter stating the date and rank of your expected appointment.

Can a Small Grant pay salary for faculty?

As of September 2006, faculty salaries including associated benefits may be included for up to 25% of the total budget requested.

How often may I apply for a Small Grant?  Can I submit more than one proposal in a grant period? 

ADAI will not review more than one proposal by a given Principal Investigator or Co-Investigator during a single review period. Similarly, a faculty member or Research Scientist can serve as a mentor on only one application per review cycle.

If you have had previous ADAI funding, you must have turned in a final report for that project before new funds will be awarded.

Preparing the Application

What signatures do I need on the cover page?

P.I., Co-I., Mentor, and Department Chairs, Dean's Offices.  Letters of support from participating organizations (e.g. a treatment program where you are interviewing clients) should be included to show that you have the cooperation of the program.

Do I need to include an eGC1 form?  Does the application need to approved by the UW Office of Sponsored Programs?

No,  an eGC1 and OSP approval are not required since Small Grant awards are considered inter-departmental funding, and are not overseen by theUW Offce of Sponsored Programs.

Are there specific requirements in formatting?

Yes, the application -- excluding the biographic data sheets (biosketches) and appendices -- must meet formatting specifications as follows: font size should be at least Arial 11 or Times Roman 12 pt; lines per inch should be 6; margins should be 0.75 or larger. Overly small print and margins are a barrier to adequate review. Applications not meeting these format requirements may be returned and would need to be resubmitted during the following cycle.

What is included in the page limit?   

The limit applies to Section B, items 1 - 6, "Research Plan." The page limit is six single-spaced, or ten double-spaced pages for that section.  The Mentor's Statement and sections C through E are not included in the page limits. Also, please follow requirements regarding font and margin size limits.

Are references included within the page limit?  Where should they go?  

References are not included in the page limit. They can go after Section B (Research Plan), or at the end if you prefer.

Are Appendices allowed?  What can be included?

Yes, you can include appendices such as assessment instruments that are referenced in the proposal, your relevant publications, letters of support from collaborating organizations, or other relevant materials. However reviewers have the option to examine them or not; the review will be based primarily on the contents of the application itself.

Do I need to apply for Human Subjects approval before submitting the Small Grant application?  

No, not before submitting the application, but if your grant is awarded funding, you must obtain approval from Human Subjects or Animal Care before a budget can be established.

How many copies are required?

As of March 2008, only one copy of the signed original application and appendices is required. This printed copy should be submitted to the ADAI Office. ADAI will scan the application and distribute it electronically to reviewers.

Where do I turn in the application?

Bring the application to the ADAI office at 1107 NE 45th Street, Suite 120.  (the "U District Building" on 45th between 11th and 12th), or send it through campus mail to Box 354805.  Applications must be received by 5:00 pm on March 15 or October 15 (or the following Monday if those dates fall on a weekend).

 Budget

Does the University indirect cost rate apply? 

 No, indirect costs are not charged on ADAI Small Grants.  

Can the Graduate Operating Fee be included in the budget?  

Yes, if you pay a Graduate Research Assistant according to the rates established by GSSA, the graduate operating fee can be included in the budget.  

What is the difference between equipment and supplies?

Equipment refers to items costing $2000 or more; items less than $2000 are categorized as supplies.

Can I include computer consulting in the grant budget? 

Yes, computer consulting can be included in your budget as long as you justify it.

Can lease costs be included in the budget?

Yes, lease costs for offices may be included in proportion to personnel effort specified in the budget; other project-specific space (e.g. subject interview room) may also be included.

Sample budget -- There is no prescribed format for presenting a budget; here is one sample:

Sample budget for a laboratory animal study

Review Process

How long before I find out if my application was accepted for funding?  How will I be notified?  

The review process is usually completed in approximately 12 weeks from the date of submission. You will be notified by a letter from the Director of ADAI.   If your application is funded, you will also receive a budget form and instructions on obtaining approval from Human Subjects or the Animal Care Committee.

What is the acceptance rate for proposals?  

Approximately 50% of proposals are eventually funded.

I want to resubmit a proposal that was previously turned down;  how should I present changes to the original proposal or rebuttal to reviewer comments?

When re-submitting a Small Grant proposal, it is recommended that you send a cover letter (no more than 3 pages) with your responses to previous reviewer comments, along with the revised grant proposal.  In the letter, briefly explain changes and point to sections of the proposal that are changed. It is helpful to highlight areas in the text of the proposal that have been revised (e.g. italics, bold).

If you disagree with reviewer criticism, and your response is not to change a part of the proposal, be sure to explain why you are not making the suggested change.

Miscellaneous

Can I view a sample of a previous application?

Yes, copies of previously-funded proposals can be viewed at the ADAI.  Please call (206-543-0937) to arrange that.

Do you accept proposals for tobacco research?  

Yes, proposals for research on tobacco use, prevention, or cessation are welcome.

My proposal was funded for one year, but I haven't completed the work yet. Can I get an extension?

Yes, you can get a no-cost extension by contacting ADAI by e-mail or letter.  Please provide the date of the original award, the budget number, the reason you are requesting an extension, progress to-date, and study plans for the no-cost extension period.  You will also be required to obtain extended Human Subjects or Animal Care approval. The new budget dates will correspond with the dates of your extended Human Subject / Animal Care approval.  

 

If you have other questions, please call ADAI at (206) 543-0937, or e-mail us at: adai@u.washington.edu.