Academics
Areas of Study

Introduction to Forms

Many sponsors provide forms or formats for material to be included in a proposal. The Office of Sponsored Programs is experienced with these forms and in filling them out within the various electronic research administration systems provided by federal agencies.

Gallaudet has internal forms which move your proposal through the process to submission and beyond. Gallaudet forms are circulated either with AdobeSign or as original documents and assist the university to comply with federal compliance regulations.

Please click on each form name to view the document.

If you need assistance on how to use AdobeSign (formerly EchoSign), please click here.

PLEASE NOTE: All documents requiring the Dean of Faculty’s signature should be sent to Contact.

Documents sent directly to the Dean of Faculty’s email may be delayed.

INTERNAL FORMS (Pre-Award)

The following forms have been developed for the proposal/award process at Gallaudet University.

Intent to Submit (ISF)

This form gives notice to Gallaudet University that you intend to submit a grant proposal to a federal agency or federal-like funding source and should spark discussion with your department head and dean regarding department or school resource availability, faculty release time, cost sharing, or other support needed for a successful project.

It is sent using Adobe Document Cloud (formerly EchoSign) by the PI to your Department Chair or school leader, and Dean of Faculty.

The Graduate School Dean and the OSPRS should be copied on the form using Contact.

Note: For individuals with multiple academic roles (e.g. a PI serving also as chair/school leader) please check all academic roles that apply in the signature box on the form.

This form should be submitted as far in advance of the proposal due date as possible. Please be aware that the OSPRS cannot begin to work with you on your proposal (including budget) until the completed Intent to Submit form has been received. Verbal or email approval from the Deans will NOT be accepted.

Subrecipient Commitment

The Subrecipient Commitment form is used to gather information about other organizations you will be working with on your project and to determine if they are subrecipients or contractors (see form for differences).

The form is only valid if the subrecipient’s authorized representative has signed the form within the past year.

Each Gallaudet PI will be responsible for giving this form to their potential subrecipient(s) as well as the Subrecipient Commitment Form Guidance to help complete the form.

Most Offices of Sponsored Programs at other institutions will be familiar with the purposes and information needed to complete this form, even if your contact is unfamiliar, as well as the federal guidance on the necessity for its use by Gallaudet.

The Gallaudet OSPRS should receive this form signed by the authorized representative prior to the proposal due date.

Additional Chair/Budget Unit Head Approval Form

Complete this form if the PI/PD is requesting employee effort or cost-sharing (resources or services) from a different department.

The form ensures that the Department Chair/School Leader/Budget Unit Head of the other department is aware and approves of the participation of his/her faculty or staff member(s) and/or agrees to provide services or resources to the sponsored project.

PI/PDs must complete this form before the final routing and approval can be completed.

Please use the OSPRS Additional Chair/Budget Unit Head Approval Form Instructions to help complete this form.

OSPRS Additional Chair/Budget Unit Head Approval Form Instructions

The GU Routing and Approval Form

This form is used to obtain internal approval from Chairs/Budget Unit Heads, School Leaders, Dean of Faculty, the Dean of the Graduate School and Continuing Studies, and the Authorized Institutional Official (AIO) and is signed electronically via Adobe Document Cloud.

The OSPRS will generate and submit first to the PI for their electronic signature, then to the Chair/Budget Unit Head, School Leader, Dean of Faculty (https://gallaudet.edu/the-redirector/?deanoffac), the Dean of the Graduate School and Continuing Studies, and finally the AIO.

In order to obtain all necessary signatures before the proposal due date, this form must be sent out as soon as possible following the OSPRS due date (5 business days prior to the agency due date).

A finalized budget and complete project narrative is required in the OSPRS to generate the R&A form.

The Assistant Dean of the Office of Sponsored Programs, as the authorized institutional official for the University is the final signatory and the proposal will not be submitted unless it fulfills all of the agency’s requirements, is approved by the PI’s leadership, and complies with University policy. The President of the University is responsible for ensuring that all proposals properly routed and approved are managed according to federal law and agency regulations should an award be made, and authorizes the Assistant Dean of Sponsored Programs to certify on behalf of the University to this standard.

It is a policy of the OSPRS that information from a proposal is not distributed without prior approval from the Project Director/Principal Investigator. PIs on subagreements should not share information from their collaborators proposals without the express permission of the author.

INTERNAL FORMS (Post Award)

The GU Internal Prior Approval System Form (IPAS form)

The purpose of the IPAS is to move funds from one main federal budget category to another when allowable. It is not used to re-arrange funds among PeopleSoft codes in Gallaudet’s accounting system.

Also, it is only for planned budget revisions, and in advance of an expenditure.

Gallaudet is not authorized to approve ex post facto budget revisions under the federal government’s expanded authorities to institutions of higher education.

A detailed justification is needed, including:

  • Why the funds requested to be moved are not needed in their original cost categories
  • The benefit of the move of funds from one category to another will be to the project
  • What circumstances require the move
  • The impact to the scope of work of the project.

We review your award first to be familiar any limitations that may be already in place.

The IPAS form is generated via Adobe Document Cloud by the PI and should be sent to your Chair and/or school leader, your Dean, and the Assistant Dean of the Office of Sponsored Programs, Audrey Wineglass Foster (https://gallaudet.edu/the-redirector/?audrey.foster), and copied to the Senior Accountant (https://gallaudet.edu/the-redirector/?kevin.peacock).

Make sure to choose “”OSP IPAS Form FY17″” from the template library.

For additional information on how to process forms via AdobeSign click here.

You must contact the Senior Accountant in the Finance Office before you can start the IPAS process to verify current balance and pending transactions.

Once the IPAS is signed and filed in Adobe Document Cloud, the Senior Accountant in the Finance Office will receive a final signed copy so the necessary budget adjustments can be made. Please contact the Senior Accountant to ensure they received the signed form.

INTERNAL FORMS (Other Departments)

The Sponsored Programs Post-Award

Finance Office Sponsored Programs Post-Award site has more information for cost transfers, subrecipient monitoring, effort reporting and more.

For information about human subject protections, please visit the Institutional Review Board website.

Additional Chair/Budget Unit Head Approval Form Instructions

Instructions to fill the additional chair/budget unit head approval form

Sponsored Programs

Resource Type: Forms

AdobeSign (formerly EchoSign) Instructions (OSPRS)

instructions to access AdobeSign for form submission

Sponsored Programs

Resource Type: Forms

Proposal Developer’s Guide

Proposal components and guide to creating a proposal

Sponsored Programs

Resource Type: Forms

Subrecipient Commitment Form Preparation

Guidelines for filling Gallaudet University's Subrecipient Commitment Form

Sponsored Programs

Resource Type: Forms

Contact Us

Sponsored Programs

Hall Memorial Building S242

(202) 651-5085

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