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Research Administration

Pre-Award Administration

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Grant Applications

Investigators interested in grant-funded research should contact their grant and contract administrator (GCA) (PDF)  as soon as possible, and no later than 10 business days before the proposal due date. When submitting a new NIH grant or competing renewal, please notify your GCA six to eight weeks in advance of the submission deadline.

Steps to prepare grant applications

  1. Carefully read the request for application (RFA), request for proposal (RFP) or program announcement (PA). Use any sponsor-provided templates as required. See the CCTR Research Toolkit for templates and guides.
  2. Email the protocol or research plan to your designated GCA and the clinical research budget analysts (CRBAs) at least 10 business days before the proposal deadline.
  3. After CRBA review, the GCA will enter the budget into the sponsor format and complete the budget as needed. The GCA will prepare all required application forms; prepare all required forms, including the budget and the OSR-10 form (Contract Initiation Request Form); initiate any outgoing subcontracts and research institute sign-off; and ensure policies are followed.
  4. The final application must be submitted to your GCA 72 hours before the sponsor deadline. This will ensure that the Office of Sponsored Research (OSR) has adequate time to review the application and the investigator has time to make any changes or additions requested by OSR.
  5. OSR reviews application forms and OSR-10 form.
  6. Once approved by OSR, the final application is submitted to the sponsor. Confirmation of submission is sent to the principal investigator.


Seattle Children’s investigators often are invited by colleagues at other institutions to participate in ongoing or proposed research projects. For these, please contact your GCA to initiate a subcontract application.

Required subcontract components

  • Letter of intent
  • Updated NIH biosketch
  • Budget
  • Budget justification
  • Scope of work
  • Checklist
  • Resource page

Industry Contracts

An industry agreement defines the contractual relationship between an industry entity and Seattle Children’s Research Institute for the performance or financial support of a clinical study.

The Office of Sponsored Research (OSR) is the authorized agent for negotiating industry agreements on behalf of the research institute. Clinical studies conducted under an industry agreement may be either industry-initiated or investigator-initiated and may be negotiated either directly with industry or with a contract research organization (CRO) representing a sponsor.

Steps to initiating a contract

  1. Notify your GCA, OSR Contracts and CRBAs of pending contract(s) and include the project protocol for pricing of clinical billable events and a Contract Initiation Request Form (OSR-10) (DOC).
  2. The CRBA will work with the study team to complete a financial responsibility analysis and develop a budget based on the project protocol. PI approval of the budget is required prior to contract negotiation by the Office of Sponsored Research.
  3. As negotiations near completion, the GCA will complete and send the OSR-10 form to OSR, indicating institutional approvals for the project.
  4. OSR negotiates the budget and contract terms, confirms institutional approvals and obtains the required signatures for contract execution.
  5. OSR processes an activity set-up request to be submitted to the Office of Research Finance for Lawson entry.
  6. Upon full execution of the contract, OSR forwards a copy of the signed agreement, final budget, OSR-10 form and Activity Set-Up Request Form to the GCA.

Facilities and Administration Costs (Indirect Costs)

Facilities and Administration (F&A) costs, also known as indirect costs, are basic expenses associated with maintaining research infrastructure. F&A rates are based on the research institute's actual operating costs and are calculated on a regular basis based on federal guidelines. The research institute's rates are reviewed by and negotiated with the U.S. Department of Health and Human Services.

See the Office of Research Finance web page for the current F&A rates.

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