UW Research

Instructions for Preparing an RRF Proposal

The RRF application consists of an eGC1 (electronic Grants and Contracts form 1) created online in SAGE (System to Administer Grants Electronically), the proposal documents, and the Suggested Reviewers Memo. The proposal documents are gathered into a single PDF file and attached electronically to the eGC1. The completed application is then routed electronically to all the individuals that need to approve the proposal: Chairs, Directors, and Deans. It is then automatically routed to the RRF. The Suggested Reviewers Memo is submitted separately.

Please notify your administrator that you are planning to submit a proposal to the RRF. It is your responsibility to find out how much lead time is required by each unit which needs to approve your application, through the Dean’s level. (For example, the Arts and Sciences Dean’s Office requires that proposals reach them via SAGE by 5:00 pm on the Thursday prior to the RRF deadline.) We strongly encourage you to monitor the progress of your application throughout the approval process (see Step 4). Applications not fully approved by the RRF deadline will not be accepted – NO EXCEPTIONS.

Step 1 – Prepare the Proposal Documents

Each proposal must contain the following documents, in the order specified. 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 application will be returned to the PI for immediate correction and resubmission if time permits; otherwise the proposal will not be considered eligible. Please include page numbers.

As part of creating the eGC1, the proposal documents will be uploaded and attached to the eGC1 as a single PDF file. Instructions on how to do this are provided below in Step 3.

Item Length
1. Proposal cover page: Include eGC1 number (from step 2); proposal title; name and department of the PI and any Co-PI(s); and the proposal abstract (maximum of 250 words). Maximum of one (1) one-sided page
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 – See Completing “Description of Research” below. Note: Compliance approvals for research involving human subjects, animals, or certain environmental conditions are not required until after awards are announced. 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 post doctorate(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. Junior faculty should also list the total amount and remaining balance of their start-up package. If the start-up funds are designated for specific uses (such as equipping your lab), please include an explanation. (If you have no other research support to report, simply include a statement to this effect.) Maximum of two (2) one-sided pages per PI/Co-PI
7.Literature Citations/References/Bibliography. List publications by the PI and others that are cited in (or related to) the proposed research. Maximum of two (2) one-sided

Step 2 – Create the Online eGC1

SAGE is the university’s web-based system for submitting a grant application and routing it electronically for campus review and approval before it is submitted to an extramural funding source. The RRF, which is internal funding, is also using SAGE to manage its proposal applications. This means that some of the data requested may not be applicable to the RRF. The eGC1 instructions will explain how to complete all of the input fields.

If you have not used SAGE before, check with your unit’s ASTRA administrator to be sure you have access to SAGE with the appropriate role.

View the eGC1 instructions.

Step 3 – Convert the Proposal Documents to PDF and Attach to the eGC1

Add the eGC1 number to the Proposal Cover Page. Next, convert the proposal documents to PDF directly – see instructions below. Once converted, combine the individual PDFs into a single PDF file, with the documents in the proper order (see Step 1). Please do not scan a hard copy of your document, as this prevents us from copying portions of the text.

For those unfamiliar with the PDF format, please consult your departmental IT or administrative staff. The web links below may also be helpful.

When the PDF file is ready, log back in to SAGE and re-open the eGC1 created in the prior step.

  • Start at the SAGE homepage, and click on the “Enter SAGE (eGC1)” link on the left-hand menu.
  • On the “My eGC1s” page, find the RRF application, and open it by clicking on the “eGC1” button beside it.
  • Click on “Attachments & Routing Questions” on the left-hand menu.
  • Scroll down to the “Documents to be Submitted to Sponsor” section. This is where the PDF file of the proposal documents is to be attached.
    • Click the “Add New Attachment” button.
    • Enter a short description for the file. Clearly indicate if this is a DRAFT copy of your attachment or the FINAL copy. Note: the final version of the proposal documents must be attached by the RRF submission deadline, or the application will not be accepted – no exceptions.
    • Click the “Browse” button to locate the PDF file.
    • Click the “Upload” button to attach the file to the eGC1.
    • Click on “View” to verify that it can be opened successfully.


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Step 4 – “Sign” the eGC1 and Route for Approval

The PI signs (approves) the eGC1 by “completing” it.

  • Click “Certify, Complete & Print” on the left-hand menu.
  • Click the “Complete” button (at the bottom of the page), and then “OK” in the pop-up window.
  • The “Certify, Complete & Print” page will refresh and display a red banner indicating that the eGC1 application has been completed. (This banner will appear on every eGC1 application page.)
  • The status of the eGC1 will change to “Routing” (for approvals).

Note: Co-PIs do not need to “sign” the application.

Email notifications will automatically be sent to the appropriate Chair(s) or Director(s) of the PI and any co-PIs; Chairs/Directors must approve the application even if the applicant’s salary is paid by another entity. Each of them will “approve” the application through SAGE/eApprovals. The Dean(s) will then be notified to approve the application. To see which units have approved your application, go to the “Certify, Complete & Print” page and click “View Final Approval Graph”. Clicking on a box in the graph will display a list of the reviewers for that unit. Click on “Email Notifications” in the left-hand menu if you wish to view a list of notifications sent (to date).

Note: It is your responsibility to find out how much lead time is required by each unit that needs to approve your application and we strongly encourage you to monitor your application as it moves through the approval stages; you do this by viewing the aforementioned Approval Graph. Applications not fully approved by the RRF deadline will not be accepted – NO EXCEPTIONS.

Once the Chairs, Directors, and Deans have all indicated their approval, the status of the eGC1 will change to “In OSP” which indicates that the RRF office has received your proposal. At this stage, you will receive an automated, generic email from SAGE stating that your application is “In OSP.”

Step 5 – Final Step: Suggested Reviewers Memo

A separate memorandum with suggested reviewers must be submitted to RRF by the application deadline. Your application will not be considered complete until the memo is received.

Beneath the PI’s name, proposal title, and eGC1 application number, 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 name faculty who are also applying for an RRF award. Include a campus box number, phone number, and email address for each individual listed. Please note: the RRF committee is not obliged to select from this list.

Additionally, the names of any UW faculty who SHOULD NOT review the proposal (e.g., due to conflict of interest) MUST be listed. This includes supervisors and current or previous collaborators (in research and/or teaching).

Maximum of one (1) page. Save this as a Word document, attach it to an email, and send it to rrfprop@u.washington.edu by the application deadline.

Note: The Office of Research does not send a confirmation when your application is complete. Instead, when both the eGC1 (with attached proposal PDF) and the suggested reviewers memo have been reviewed and accepted, the status of the eGC1 will change from “In OSP” to “Approved.” Depending on the number of submissions, it might take a few days of processing for all eligible proposals to reach “Approved” status.

Completing “Description of Research” (Step 1, Item #3)

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.

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. Keep in mind that the committee members generally will not be specialists in the field, thus the proposal should be understandable to colleagues outside of your particular discipline.

A. Introduction and Rationale
Provide brief critical review of the pertinent literature, theoretical background, and justification for the proposed research, including its significance and potential impact. 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? For RRF Scholar applicants, provide documentation of teaching load (quarter, course number, title, and credits) in this section.

Budget Template (Step 1, Item #4)

Following the sample format, itemize specific needs for the categories listed below. Justify all major budget items requested. All items must be coded according to the “Financial Accounting System (FAS) – Object Codes for Expenditures.” See Object Codes for Expenditures 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. As shown in the template, round all figures to whole dollars, group items by object code, and provide a subtotal for each object code.

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

01 Salaries and Wages
PI Reuben Marks, Professor, replacement salary cost estimate, Spring 201x (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%, $2,295 per month, three months, Spring 201x 6,885
Subtotal 23,639
02 Personal Service Contracts and Other Purchased Services
Research Subjects – 25 subjects @ $5/each 125
Subtotal 125
03 Other Contractual Services
Recording and editing fees 250
Subtotal 250
04 Travel
Professor Li to travel to research site, city, state,round-trip airfare for 1 trip 480
Subtotal 480
05 Supplies and Materials
Chemicals 100
Electronic components 50
Subtotal 150
06 Equipment
ABC 200 mm telescope 5,000
Subtotal 5,000
07 Retirement and Benefits
Ruben Marks, Professor (RRF Scholar), $8,754 x 24.9% = $2,179.75 2,180
Hui Li, Assistant Professor $8,000 x 24.9% = $1,992.00 1,992
Karla Zarins, Research Assistant $6,885 x 18.4% = $1,266.84 1,267
Subtotal 5,439
08 Student Aid and Other Grants and Services
Karla Zarins, Research Assistant Spring Quarter 201x rate 4,917
Subtotal 4,917

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

Information on Budget Categories (Step 1, Item #4)

01 Salaries and Wages
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

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 and/or Co-PIs. For 9-month faculty, salary support is limited to two months of summer salary. (Note: UW rules state that summer salary for faculty on 9-month appointments should not exceed 2.5 months total from all funding sources). 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. Co-PIs may apply for two months of summer salary each. Salary support will not be provided for acting, affiliate, or visiting faculty. RRF Scholars will only be awarded summer salary support in exceptional cases and with clear justification. Faculty salary is not mandatory on an RRF budget.

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. (Note: RRF proposals must support faculty development; this fund is not intended to support independent research projects undertaken by graduate students and/or postdoctorates.)

A compelling argument must be made to support a postdoctorate; include a 2-page CV. Bridge funding for postdoctorates will not be supported. (Note: RRF proposals must support faculty development; this fund is not intended to support independent research projects undertaken by graduate students and/or postdoctorates.)

Technicians / Professional Staff
Professional staff with PI status who are designated as official PIs or Co-PIs are limited to two months of salary support. Justification must be provided to support other technicians or professional staff.

02 Personal Service Contracts and Other Purchased 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, supplements to ongoing seminar programs, facilities renovation, membership costs, subscriptions, or production of CDs or other materials for commercial purposes are NOT allowed. Publication subsidies and/or journal page charges are allowed but should not normally exceed 10% of the total RRF budget. 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 and registration fees are 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 budget consisting solely of equipment will be funded only in exceptional circumstances.

07 Retirement and Benefits
Use benefit rates provided in Grants Information Memorandum (GIM) 3

08 Student Aid and other Grants and Subsidies
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.