Equipment, Supplies, and Services
The following is a checklist of items to be considered in the
preparation and review of grant and contract proposals at the
University of Washington. While completion of the checklist is not
required, its use will help to: insure rapid review of proposals
within the University; avoid delays for rewriting and revising; and
facilitate planning for the initiation of the proposed program. The
checklist also offers guidance in amplifying answers to questions
contained on Form GC-1.
- Will space presently available to the University be
- Has approval been given to use the rooms needed for the
- Partitions, ceilings, or walls shifted?
- New lighting arrangements?
- Additional electrical power or Ethernet Connection?
- Special services or facilities, new telephone, plastic pipe,
drains, fumehoods, etc.?
- Are any of the following renovations required:
Have costs been estimated and approved by appropriate University
officer (dean, chairperson, Physical Plant Department or Facilities
Are funds included as direct costs in proposal?
Are any of the funds to be provided from University budgets? Are
these funds available?
Are non-recurring telephone costs (installation or moving)
included as direct cost in the proposal?
- If renovations are required:
- If non-University space is required:
- Have rental or lease arrangements been confirmed with the
University Real Estate Office?
Is rental Cost included in direct cost request?
- Are the telephone costs (both installation and recurring)
included as direct costs in the proposal?
- If renovation of non-University space is required, has cost of
remodeling been included in proposal?
Have requirements been discussed with appropriate University
officers (dean, chairperson, Physical Plant Department or
facilities Management Office)?
Are funds for planning and construction requested in grant?
If new space is to be constructed:
- Will space not presently available to the University be
- If the facilities of special research centers such as the Center
of Human Development and Disability (CHDD) or the Regional Primate
Research Center will be required, has the director of the center
been consulted regarding availability and costs and has the Form
GC-1 been appropriately signed by the director of the center?
- If the following are provided in the proposal have they been
approved by the chairperson and dean?
- Released teaching time of faculty?
- Are the pledged salaries already provided in University
- Does pledged salary for this and other sponsored activities
exceed 50% of any regular faculty participant's salary?
- University faculty salaries pledged for cost-sharing?
- Compensation for additional duties during regular academic
appointment? (Overload compensation of salary in excess of 100% of
basic salary is normally not allowable.)
- Summer salary support?
- Direct faculty salary supplementation by:
- Are faculty or staff salaries divided between the grant and
regular University budgets?
- Have salary arrangements and staff positions for non-academic
personnel been discussed with the Human Resources Office?
- Do staff budgets make appropriate provision for expected salary
- Do budgets include proper support for fringe benefits, i.e.,
retirement, insurance, etc.?
- If the proposal requests funds for expensive equipment, surplus
equipment, or equipment from foreign countries:
- Have costs and sources been discussed with the University's
- Has State sales tax been included in budget? (State sales tax is
applicable to all purchases of equipment).
- Has the equipment been screened in the Department, Dean's
office, or Equipment Inventory Office to avoid duplication?
- Has the acquisition been specially justified in the proposal if
it will duplicate equipment already on campus?
- Has it been budgeted as a direct cost through purchase or
- Does the proposal justify requested office equipment, in terms
of project requirement?
- If office equipment will be needed:
- If the proposal will utilize services available through various
agencies of the University such as the Regional Primate Research
Center and the Friday Harbor Laboratories, has the director been
consulted about availability and costs and has the Form GC-1 been
signed by the director?
- Equipment, Supplies, and
- If the proposal involves the use of human subjects in research,
has provision been made for review in accordance with current
University policy and has the human subjects application been
completed and forwarded to the Human Subjects Division of Office of
- If the proposal involves the use of any live, vertebrate animal
used or intended for use in research experimentation, testing,
training, or related purposes, has provision been made for review
by the University's Animal Care Committee?
- If the proposed project involves radiation safety hazards,
environmental hazards, or recombinant DNA, has the University's
Radiation Safety Director or the Environmental Health & Safety
Director been consulted?
- Has the project been discussed with the chairperson, dean, and
Office of Sponsored Programs?
- Have security matters, including safekeeping facilities and
security clearances, been discussed with the University Security
- If restrictions on information or security classification will
- If proposal does not provide for full reimbursement of F&A
Costs(indirect costs), has this been discussed with Office of
- If other institutions are participating in the proposal, has
appropriate institutional approval from the participating
institutions been obtained (see GIM 7)? Is the role of each
institution clearly stated in the proposal?
- Has publication cost been included in proposal?
- Have publication arrangements been discussed with the University
- If the proposed project is likely to result in the publication
of a book or monograph:
- If proposal is for the conduct of a summer institute, has the
Summer Quarter Office been consulted and furnished with a copy of
- If budget-splitting between departments or colleges/schools is
proposed has the appropriate arrangement been made with other
department or colleges?
- If the proposal involves a University researcher with any
potential conflict of interest, such as a substantial economic
interest, directorship, or other significant involvement in any
company or competitor company from which research funding is
sought, has the disclosure form been provided? (See GIM 10 for the complete policy
on Significant Financial Interest (SFI) and GIM 10, Exhibit 1 for the SFI
- Special Considerations
- Has Form GC-1 been completed?
- Complete budgets?
- Biographical information on principal professional
- Any special enclosures?
- Have the necessary number of copies of the proposal been
- If special information should be included in the transmittal
letter from the University, has it been drafted and included with
the Form GC-1?
- If more than one department or college is involved, has
provision been made to insure that necessary approvals are
indicated, either on the Form GC-1 or in unusual cases by a special
- If proposal requires electronic submission, provide OSP final
access and authorization to submit the proposal electronically.