Office of Research Services and Outreach

Procedure 1: Preparing, Submitting, Routing, and Certifying an e-IPF in NORM

Correspondingwith:

Research Administration Policy 20.2: Deadline for Proposal Submission to University Offices

Procedure Statement:

The Niner Online Research Management system (NORM) is the repository for all sponsored research information, including both proposal and award data.

The Proposal Dashboard within NORM creates the University’s official record for each sponsored research project. The electronic Internal Processing Form (e-IPF) is required for each research proposal of a grant, contract or cooperative agreement, and it is used to collect financial and compliance information and documentation needed for internal review and approval.

An e-IPF is prepared when a PI plans to compete for or receive any funding from an agency. For example, it is necessary to prepare an e-IPF for the following:

  • A new proposal requesting new dollars not associated with an existing award.
  • A proposal supplement requesting additional dollars to an existing award.
  • A competing continuation proposal.
  • An incoming subcontract, where funds are directed to the University from the prime recipient of an award.
  • The prime contract directly awarded from a Federal, industry, foundation, non-profit or State agency.
  • A Master Agreement and initial task order. (Subsequent task orders each have their own unique e-IPF numbers.)

Once the e-IPF is completed and submitted, it is then electronically routed to the appropriate University officials for review and approval. The e-IPF must also be electronically certified by the Lead Principal Investigator (PI) and Principal Investigator(s) before the proposal can be submitted to the sponsor for funding.

Note: Most funding agencies now require electronic submission of proposals. These types of submissions are agency-specific operations separate from the University’s record-keeping systems. Completion of an e-IPF through NORM is necessary prior to submitting an electronic application or a paper application.

The following procedures are performed in Proposal Dashboard:

1. Preparing and Submitting an e-IPF.
2. Approving and Routing an e-IPF.
3. PI Certification of an e-IPF.

Instructions for each appear below.

Forms/Instructions

1. Preparing and Submitting an e-IPF

The PI should contact ORSOor his/her College-Based Research Officer (CBRO)with any questions regarding the preparation of an e-IPF.

The following information is needed to complete the e-IPF:

  • General proposal information
  • Research team information
  • A completed budget plan and budget justification
  • Fulfilled regulatory requirements
  • Key proposal data and compliance information
  • Subcontractor/s information including a subrecipient form, statement of work, budget and budget justification, and letter of intent (optional if a signed subrecipient form is included)
  • A completed proposal packet, produced using the method and guidelines as required by the sponsoring agency.

To enter information into NORM:

  1. Login using your NinerNet user name and password. If you have trouble logging in, contact ORSOor your CBRO.
  2. Select “Start New Proposal” to begin filling in the general proposal information. Once these fields are completed and saved, NORMwill automatically generate a proposal number and initiate access to an itemized list of required information. A ‘HELP’ feature isprovided within NORMif you need assistance completing the e-IPF.Once you complete the General Information Screen, you can save the e-IPF at any point to finish later.
  3. Whenyou have completed all sections, submit the e-IPF for internal approval by selecting the “Submit Proposal” button.

2. Approving and Routing an e-IPF

Approval and routing of an e-IPF occurs as follows:

  1. An e-IPF submitted in NORM is electronically routed first to the Lead PI’s department or center e-IPF Approverfor review and approvalbefore it is routed,as needed,for other required approvals (i.e.,appropriate chairs, directors or deans).

The Administering Award Department must do the following:

  • Confirm that the PI is appropriately qualified for performance of the project.
  • Confirm that the PI has available time to commit to the project.
  • Confirm that the proposed project is an appropriate activity within the Department/Center/Institute.
  • Determine ifadditional space or other resources are needed.
  • Agree to provide any resources identified in the application (i.e., cost sharing, costs sponsor is unable to pay).

Once approved by the departmental e-IPF Approver, Conflict of Interest (COI) notifications areemailed automatically to all Investigators listed in the proposal. A COI Disclosure is required for each Investigator listed on the e-IPF, and the proposal will not be institutionally signed and submitted until all COI Disclosures have been received.

  1. After approval by the Administering Award Department, the e-IPF is routed to other departments listed in its “Approving Departments” section for approval by all appropriate deans, directors, or chairs to confirm the following:
  • Accurate personnel wages and effort committed.
  • Availability and use of space or equipment if requested.
  1. Once the e-IPF has been approved at all necessary levels, it is electronically routed to the Office of Research Services and Outreach or delegated College-Based Research Office for final review and institutional signature.

3. PI Certification of an e-IPF

Note:Before a proposal can be institutionally signed and submitted to a funding agency, the Lead PI and PIs are required to certify the e-IPF.

When ane-IPFis submitted internally, NORM sends an email notification to the Lead PI and PIs listed on the e-IPFrequesting that they certify the e-IPF by locating the proposal in their PI Certification Inbox. The Lead PI and PIs must certify the following:

  • The information submitted with the application is true, complete and accurate.
  • The PI accepts responsibility for the scientific, fiscal and ethical conduct of the project.
  • The PI will comply with all relevant state and federal regulations, University policies and contractual obligations.
  • The PI has reviewed all pre-submission compliance requirements.