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Policies and Procedures for Grants

A list of applicable policies and procedures are below. If you have questions, contact Advancement or the Dean’s Office.

Policies and Procedures Compendium:

Submission of a UC Proposal:

The Proposal Submission Form is required for all sponsored project proposals leaving the College. The purpose of the form is to:

  • Communicate basic information about a proposal to all elements of the institution.
  • Make clear any compliance requirements.
  • Circulate an approved budget.

The Proposal Submission Form should be signed in the following order:

PI -> Co-PI (if any) -> Department Chairperson -> Dean or Designate -> Business Office -> Advancement

Further directions can be found on the form. Digital signatures are now being accepted.

Course Release

Guidelines found here.

Proposal Checklist:

You’re ready to submit your proposal. Have you:

  1. Determined your internal and external due dates? (Internal due dates should come well before the sponsor’s deadline)
  2. Talked to your Program Officer (It’s always worth creating a connection with the sponsor’s Program Officers or the equivalent)
  3. Talked to the Grants Team here at UC (The UC Grants Team may have leads for you at the corporate or foundation level, or can provide other assistance)
  4. Prepared your proposal.
  5. Obtained proposal material from collaborators (Bringing in collaborators can strengthen your proposal but also increases complexity.)
  6. Completed the UC Proposal form? (link) (The Proposal Form ensures all compliance requirements and College commitments are clearly communicated and that UC standards of quality control are met)
  7. Completed all college compliance requirements, including… (link)
    1. Completed CITI training
    2. Completed special compliance requirements for IRB, IACUC, IBC
    3. Completed your Financial Conflict of Interest disclosure
    4. Completed Intellectual Property/Invention disclosure (if needed)
    5. Made sure your work corresponds to your obligation to the college
    6. Submit proposal through sponsor’s system.
Conflict of Interest

The Conflict of Interest in Research policy can be found here.

Disclosures must be made prior to submission of an extramural proposal. If disclosure is positive, the CoI committee will meet to discuss the positive disclosure, but this meeting will not hold up proposal submission.

Human Subjects

Follow the link to IRB site where you can find policies, procedures, and information about the composition of the board.

Animal Subjects

For questions about animal subjects research, please see our federalwide assurance and contact the chair.

Institutional Biosafety Committee

Link to assurance and chair (coming soon)

Research Integrity

The Faculty Handbook contains information about research integrity and misconduct.

Intellectual Property

Approved by the Board of Trustees on January 21, 2017, the UCIP policy protects College faculty, staff, and the institution in matters of intellectual property. Find it here.


Per federal regulation, all funded faculty, students, and postdocs must undergo training in the responsible conduct of research (RCR). We have access to the EthicsCORE website for RCR training. Please follow these directions:

RCR Training: Students and faculty must be trained in the responsible conduct of research (RCR) prior to beginning work on sponsored programs, particularly federally sponsored programs (see NSF and NIH requirements). In order to remain in compliance, UC has joined Ethics Core, a free online training environment with modules for RCR education. Please direct your students to do the following:

  1. Register a username on the Ethics CORE website. They will need to confirm their email address and create a username/password.
  2. Fill out the RCR New User account registration form. Select “Ursinus College” from the dropdown list.
  3. Complete the tutorials. There are three modules, Rights and Obligations; Collaboration, Communication and Grants Management; and Intellectual Property.
  4. Let the Grants Team know if you have questions about registration and the Ursinus College license to Ethics Core.

Policies and Procedures Compendium:

  • Submitting a UC Proposal
  • Course Release
  • Checklist for grant-seekers
  • Conflict of Interest for researchers
  • Human Subjects Research
  • Institutional Animal Care and Abuse Committee
  • Institutional Biosafety Committee
  • Research Integrity (faculty handbook)
  • Intellectual Property
  • Training