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Appendix I

Equipment, Supplies, and Services
Special Considerations

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.

  1. Facilities
    1. Will space presently available to the University be adequate?
      1. Has approval been given to use the rooms needed for the project?
        1. Partitions, ceilings, or walls shifted?
        2. Painting?
        3. New lighting arrangements?
        4. Additional electrical power or Ethernet Connection?
        5. Water?
        6. Special services or facilities, new telephone, plastic pipe, drains, fumehoods, etc.?
      2. Are any of the following renovations required:
        1. Have costs been estimated and approved by appropriate University officer (dean, chairperson, Physical Plant Department or Facilities Management Office?
        2. Are funds included as direct costs in proposal?
        3. Are any of the funds to be provided from University budgets? Are these funds available?
        4. Are non-recurring telephone costs (installation or moving) included as direct cost in the proposal?
      3. If renovations are required:
      1. If non-University space is required:
        1. Have rental or lease arrangements been confirmed with the University Real Estate Office?
        2. Is rental Cost included in direct cost request?
        3. Are the telephone costs (both installation and recurring) included as direct costs in the proposal?
        4. If renovation of non-University space is required, has cost of remodeling been included in proposal?
        1. Have requirements been discussed with appropriate University officers (dean, chairperson, Physical Plant Department or facilities Management Office)?
        2. Are funds for planning and construction requested in grant?
      2. If new space is to be constructed:
    2. Will space not presently available to the University be required?
    3. 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?
    1. If the following are provided in the proposal have they been approved by the chairperson and dean?
      1. Released teaching time of faculty?
        1. Are the pledged salaries already provided in University budget?
        2. Does pledged salary for this and other sponsored activities exceed 50% of any regular faculty participant's salary?
      2. University faculty salaries pledged for cost-sharing?
        1. Compensation for additional duties during regular academic appointment? (Overload compensation of salary in excess of 100% of basic salary is normally not allowable.)
        2. Summer salary support?
        3. Other?
      3. Direct faculty salary supplementation by:
      4. Are faculty or staff salaries divided between the grant and regular University budgets?
    2. Have salary arrangements and staff positions for non-academic personnel been discussed with the Human Resources Office?
    3. Do staff budgets make appropriate provision for expected salary increases?
    4. Do budgets include proper support for fringe benefits, i.e., retirement, insurance, etc.?
  2. Staff
    1. If the proposal requests funds for expensive equipment, surplus equipment, or equipment from foreign countries:
      1. Have costs and sources been discussed with the University's Purchasing Department?
      2. Has State sales tax been included in budget? (State sales tax is applicable to all purchases of equipment).
      3. Has the equipment been screened in the Department, Dean's office, or Equipment Inventory Office to avoid duplication?
      4. Has the acquisition been specially justified in the proposal if it will duplicate equipment already on campus?
      5. Has it been budgeted as a direct cost through purchase or rental?
      6. Does the proposal justify requested office equipment, in terms of project requirement?
    2. If office equipment will be needed:
    3. 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?
  3. Equipment, Supplies, and Services
    1. 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 Sponsored Programs?
    2. 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?
    3. 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?
      1. Has the project been discussed with the chairperson, dean, and Office of Sponsored Programs?
      2. Have security matters, including safekeeping facilities and security clearances, been discussed with the University Security Officer?
    4. If restrictions on information or security classification will be required:
    5. If proposal does not provide for full reimbursement of F&A Costs(indirect costs), has this been discussed with Office of Sponsored Programs?
    6. 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?
      1. Has publication cost been included in proposal?
      2. Have publication arrangements been discussed with the University Press?
    7. If the proposed project is likely to result in the publication of a book or monograph:
    8. If proposal is for the conduct of a summer institute, has the Summer Quarter Office been consulted and furnished with a copy of the proposal?
    9. If budget-splitting between departments or colleges/schools is proposed has the appropriate arrangement been made with other department or colleges?
    10. 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 Disclosure Form.)
  4. Special Considerations
    1. Has Form GC-1 been completed?
      1. Complete budgets?
      2. Biographical information on principal professional personnel?
      3. Any special enclosures?
    2. Have the necessary number of copies of the proposal been assembled, including:
    3. If special information should be included in the transmittal letter from the University, has it been drafted and included with the Form GC-1?
    4. 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 routing sheet?
    5. If proposal requires electronic submission, provide OSP final access and authorization to submit the proposal electronically.
  5. Transmittal