Contract & Grant Submission Guidelines

(All Contract or Grant applications must be submitted to DOS - Research Administration)

Jump to: Guidelines for Residents Medical Students

1. Ten (10) business days prior to the due date, please send the following to dos_cg@mednet.ucla.edu  
   • A copy of the proposal guidelines or link to the agency guidelines
   • Applicants contact information
   • A draft budget (if applicable)
   • Specific aim or lay summary of research
   • List of all key personnel
2. Additional documents: Depending on the agency guidelines, additional documents may be required (A representative from DOS-RA will communicate with the applicant and request additional documents to complete proposal).
3. Required internal forms:
   • Budget (internal)*
   • E-pass *
   • Financial Disclosure forms 700 forms *
   • PI exception Letter (if applicable) *
     
     * DOS-RA will prepare and obtain appropriate signatures.
4. Chairman's letter requirement: Please request all letters of support or reference from applicant's Division Chief.
5. Seven (7) business days prior to the due date, please submit the following for Office of Contract and Grant Administration or Institution signature:
   • Final copy of the proposal (error free), and all required letters
6. Just In Time (JIT) Request from NIH, please provide the following:
   • Other Support for all key personnel
   • IRB approval if your research uses human subject
   • ARC approval if your research uses animals
7. Funded proposals ( non-NIH), please send a copy of the award letter to dos_cg@mednet.ucla.edu and provide the following:
   • Other Support for all key personnel
   • IRB approval if your research uses human subject
   • ARC approval if your research uses animals

Residents and Medical Students

1. Ten (10) business days prior to the due date, please send the following to dos_cg@mednet.ucla.edu:
   • A copy of the proposal guidelines or link to the agency guidelines
   • Applicants contact information
   • A draft budget (if applicable)
   • Specific aim or lay summary of research
   • Biosketch NIH format (applicant and mentors
2. Additional documents: Depending on the agency guidelines, additional documents may be required (A representative from DOS-RA will communicate with the applicant and request additional documents).
3. Required internal forms:
   • Budget (internal)*
   • E-pass *
   • Financial Disclosure *
   • PI exception Letter (if applicable) *
     *DOS-RA will prepare and obtain appropriate signatures.
4. Chairman's letter requirement: Please obtain letters of support/recommendation/reference from applicant's Division Chief.
5. Seven (7) business days prior to the due date, please submit the following for Office of Contract and Grant Administration or Institution signature
   • Final copy of the proposal (including budget) with mentor's signature.
6. Funded Proposals, please send a copy of the award letter to dos_cg@mednet.ucla.edu and provide the following (if applicable): please consult your mentor.
   • IRB approval if your research uses human subject
   • ARC approval if your research uses animals

Regardless of whether the agency requires the institution signature, chairman's letter, or mentor's letter, all contract or grant applications must be submitted through the Department of Surgery-Research Administration

Please direct any questions regarding your contract or grant submissions to: dos_cg@mednet.ucla.edu