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Instructions for Preparing an RRF Proposal

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The RRF submission process requires both one PDF of your proposal and two paper copies; details are outlined in Step 4.

  1. Step 1 - Compiling Documents

    Each copy must contain the following items, in the order given. No other documentation is allowed; this includes survey instruments and letters of support or collaboration. If a) any item is missing, b) any item exceeds the stated maximum length, or c) any inappropriate material is included, then the PDF will be returned to the PI for immediate correction and resubmission if time permits; otherwise the proposal will not be considered eligible for funding. (For the paper copies, double-sided pages are acceptable, as long as individual item limits are respected.)

    Item Length
    1. Royalty Research Fund / RRF Scholar Application Note: A separate RRF-1 form must be completed for each co-PI, signed by the appropriate Chair and Dean. One (1) page per PI/Co-PI (plus one page for explanation of any "yes" answers to questions 1-13)
    2. Optional: For resubmission of a proposal not previously funded, a summary of responses to the previous reviews may be submitted. Maximum of one (1) one-sided page
    3. Description of proposed research, in the form outlined below. Maximum of six (6) one-sided pages
    4. Budget page(s) - See Budget Template and Information on Budget Categories. Justify all major budget items requested. Maximum of three (3) one-sided pages
    5. Curriculum vitae of PI, co-PI(s) and postdoctorate(s). Maximum of two (2) one-sided pages per CV
    6. Other research support. List sources, dates, amounts, and titles of all research awards for which you were the PI during the past three years, as well as pending proposals. State the relationship of each project to the current proposal, if any. Provide this information for the PI and each co-PI. (If you have nothing to report, simply include a statement to this effect.) Maximum of two (2) one-sided pages per PI/Co-PI
    7. Literature citations (publications related to proposed research). Maximum of two (2) one-sided pages

  2. Step 2 - Preparing Cover Memo

    A cover memorandum with suggested reviewers must accompany the paper copies of the proposal; do not include this in the PDF version. Beneath the PI's name and proposal title, please list the names of two to four University of Washington faculty who would be able to provide a thorough and objective review of the proposal. Do not list supervisors or current or previous collaborators. The RRF committee is not obliged to select from this list. Additionally, the names of any UW faculty or staff who should not review the proposal (e.g., due to conflict of interest) may be included as well. Include a campus box number, phone number, and email address for each individual listed. Maximum of one (1) page. Provide an original and one (1) copy, unattached on top of the proposal copies.

  3. Step 3 - Obtaining Approvals

    Forward the completed paper proposal to your Chair and Dean for their signature; Chairs must sign the application even if the applicant's salary is paid by another entity. Please allow each office adequate time for review of the proposal. Signatures are not required for the PDF.

  4. Step 4 - Submitting Proposal

    Submit the original paper proposal and one (1) copy to the Office of Research, Box 351202, G80 Gerberding Hall (not to the Office of Sponsored Programs).

    Attach one complete PDF proposal to an email and send it to the following address: rrfprop@u.washington.edu.

    To create a PDF proposal, convert the original documents to PDFs directly - see instructions below. Once converted, combine all PDFs into a single document. Please do not scan a hard copy of your document, as this prohibits our ability to copy portions of the text.

    (Note: The UW email system does not accept attachments larger than 50 MB.) For those unfamiliar with the PDF format, please consult your departmental IT or administrative staff. The following web links may also be helpful:

    Instructions
    Download 30-day Free Trial
    Convert Documents to PDF Over the Web

    Note: The due date is the same for both paper and PDF submission. Late applications will not be accepted.

  5. Royalty Research Fund / RRF Scholar Application (RRF-1) Compliance Questions

    RRF Scholar
    If the proposal includes one quarter release time as an RRF Scholar, the PI must document that they have a full teaching load (normally four regular and substantial courses per year, not including independent study and dissertation supervision).
    Human Subjects, Animal Use, Environmental Factors
    If the proposal involves human subjects and/or animals, or requires Environmental Health and Safety approval, the PI must provide evidence of the necessary approvals before funds can be released. The PI is responsible for submitting the proposal to the appropriate committee after awards are announced.
    Institutional Agreements
    If another institution participates, the award will be made pending a letter of agreement.

    Completing 'Description of Research'

    This section, comprised of items A - E below, cannot exceed six (6) single-spaced pages (minimum 11-point font, 3/4" margins). No other appendices or attachments will be accepted. A Table of Contents may be included only if within the six-page limit. Keep in mind that the committee members generally will not be specialists in the field.

    A. Introduction and Rationale Provide brief critical review of the pertinent literature, theoretical background, and justification for the proposed research. Describe any results already achieved, including publications.
    B. Objectives What is the project designed to accomplish?
    C. Procedure With what methods, materials, or tools will the objectives be met? If access to a particular location or institution is required for research or data collection, state whether permission has been obtained.
    D. Time Schedule Provide a schedule showing how the proposed research can be accomplished during the desired support period. The support period is normally limited to one year. A no-cost extension of up to one year may be granted if requested and adequately justified.
    E. Need for RRF Support What other efforts have been made to find support for the project? How could the results of the work lead to further outside funding or commercial applications? How does this project address the mission of the Royalty Research Fund?

    Note: The RRF program recognizes that not all the wording and/or information requested in this application will apply equally to all eligible units within the university. PIs should try to answer the substance of the questions as they apply to their discipline. At the same time, the proposal should be understandable to colleagues outside the particular field.

  6. Budget Template

    Following the sample format, itemize specific needs for the categories listed below. Justify all budget items requested. All items must be coded according to the "Financial Accounting System (FAS) - Object Codes for Expenditures." See the Object Codes for Expenditures Web page (http://www.washington.edu/admin/finacct/obcodes/) for further details. The university does not charge indirect costs to RRF grants, nor does it allow such charges from departmental or external agencies as part of an RRF budget. The committee reserves the right to adjust or reduce the requested budget when making an award.

    All figures quoted are examples only; make sure to verify all rates where applicable.

    Note: Please read the important RRF budget information that follows the budget template.

    01 Salaries
    PI Reuben Marks, Professor, replacement salary cost estimate, Spring 200x (RRF Scholar) 8,754
    Co-PI Hui Li, Assistant Professor, 100%, $4,000 month, two months of summer salary 8,000
    Karla Zarins, Research Assistant, 50%, $1,451 per month, three months, Spring 200x 4,353
    Subtotal 21,107
    02 Contract Personal Services
    Research Subjects - 25 subjects @ $5/each 125
    Subtotal 125
    03 Other Contractual Services
    Recording and editing fees 1,200
    Subtotal 1,200
    04 Travel
    Professor Li to travel to research site, city, state,round-trip airfare for 1 trip 500
    Subtotal 500
    05 Supplies and Materials
    Chemicals 550
    Electronic components 150
    Subtotal 700
    06 Equipment
    ABC 200 mm telescope 2,900
    Subtotal 2,900
    07 Retirement and Benefits
    01-10 Ruben Marks, Professor (RRF Scholar), $8,754 x 24% = $2,100.96
    		2,101
    01-10 Hui Li, Assistant Professor $8,000 x 24% = $1,920.00
    		1,920
    01-40 Karla Zarins, Research Assistant $4353 x 10.9% = $474.48
    		475
    Subtotal 4,496
    08 Operating Fee/Tuition
    08-05 Karla Zarins, Research Assistant Spring Quarter 200x rate
    		2,910
    Subtotal 2,910
    TOTAL BUDGET 33,938

    (Note: Total budget should not be more that $40,000.)

  7. Information on Budget Categories

    01 Salaries
    Information needed for each individual who is paid from this grant:
    1. Name (if known at the time of the application);
    2. Job title;
    3. Percentage of time expected to be devoted to grant;
    4. Salary rate per month, hour, etc.;
    5. Length of time salary is required
    *Refer to Grants Information Memorandum (GIM) 25 regarding projected salary increases.
    Salary types
    Replacement salary (RRF Scholar only)
    Budget should reflect the actual cost of hiring a replacement, not the PI's salary. (See additional comment under "Faculty salary.")
    Routine secretarial charges
    Not allowed.
    Faculty salary
    Faculty salary may be requested only for PIs or Co-PIs. For 9 month faculty, salary awards are limited to two months of summer salary and will NOT be made if the faculty member accepts summer salary from any other source for more than .5 of an additional month. If research spans two summers, summer salary is limited to two months total. 12-month faculty are limited to two months of salary. Faculty may not request salary for periods when they will be on sabbatical leave. Faculty may receive RRF salary through another department. Co-PIs may apply for two months of summer salary each. Salary support will not be provided for visiting faculty. RRF Scholars will only be awarded summer salary support in exceptional cases and with clear justification.
    Graduate students
    A graduate student can be supported throughout the academic year at the normal 50% level. Indicate the quarter(s) they will serve. A compelling argument must be made for greater than nine months' support.
    Postdoctorates
    A compelling argument must be made to support a postdoctorate; include a 2-page CV. Bridge funding for postdoctorates will not be supported.
    Technicians / Professional Staff
    A compelling argument must be made to support technicians or professional staff.
    02 Contract Personal Services
    List the nature and extent of the services. Payments of per diem to consultants are allowed only in exceptional circumstances.
    03 Other Contractual Services
    List details of service to be contracted. Conference fees, facilities renovation, membership costs, subscriptions, journal page charges, production of CDs or other materials for commercial purposes, publication subsidies or supplements to ongoing seminar programs are NOT allowed. Lab fees are allowed if based on actual use of the lab (blanket lab fees are not allowed).
    04 Travel
    Only travel necessary to conduct research will be supported. Explain the nature of the travel expenses and their relation to the project. Identify individuals for whom travel funds are requested. Conference travel is not allowed.
    05 Supplies and Materials
    List by major types, i.e., glassware, chemicals, etc. and give estimated cost of each major type.
    06 Equipment
    List all items of equipment and the cost of each item. Equipment will be supported only if tied to a research project and not available elsewhere on campus. A piece of equipment by itself will be funded only in exceptional circumstances.
    07 Retirement and Benefits
    Use benefit rates provided in Grants Information Memorandum (GIM) 3
    08 Operating Fee/Tuition
    Use tuition rates as provided by the Graduate School. It is not necessary to budget for the Student Technology Fee. Summer Quarter rate is usually lower than Autumn, Winter, and Spring rates.