Good Fellowship

The Fellowship Eligibility Form recently underwent a revision, with the goal of becoming more “user-friendly.”1  You may notice that the text of the form is now more concise, and eliminates both confusing repetition and the requirement of choosing from a pre-set department list.  When submitting your eligibility determination, you will need to also submit a signed Offer and Acceptance Letter, citizen’s declaration form, and a W-8BEN for Nonresident Alien (NRA) if applicable.


When deciding whether or not to submit for a fellowship, keep in mind that the Graduate School at WSU offers incentives at $1,000 to applicants!  The School of Medicine recently had two applicants for F awards receive this helpful sum.  To qualify for the incentive:

  • the external fellowship must be offered from a national or international agency or institution, with awards being determined through a competitive (i.e. peer-reviewed) process, and
  • the competitive award must be equal to or greater than the general-fund minimum stipend of a WSU graduate assistantship in the same discipline during the award year. Current year stipend minima are available at http:/
  • the applicant must not have already received the $1,000 incentive for a previous external fellowship application

For more information on the externally-funded fellowship application incentive, visit the Graduate School site.


Finally, when a fellowship is awarded, the award should be tagged in eProp to the MENTOR (and, therefore, the mentor’s department).  The administrator in the mentor’s department will be able to help facilitate correct tagging.


1 Incidentally, the Honoraria Form was also recently updated.  If you have speakers or guests visiting your department or event that will require compensation, be sure to use the new form!

When Good Labels Go Bad

When uploading into eProp, it’s sometimes difficult to determine how personnel should be tagged.  The most prevalent example of faulty tagging falls to PIs, and whether they are “multiple” or “co”. Be sure that your PI designation is correct, because this will affect distribution of funds and the School of Medicine ranking.  Keep in mind that Co-PD/PI or Co-Investigator roles hold no special meaning within NIH and should not be used with a multiple-PD/PI application. The multiple-PD/PI model affects some administrative operations of both the NIH and the awardee institutions; for example, the NIH Departmental Ranking Tables that rank institutions and medical school departments by the amount of NIH funding they received were replaced with a web-based tool that allows users to determine dollars awarded to any one organization or department. With multiple PD/PIs from different departments, assignment of funds is not possible.  Be sure your PIs are all getting the credit they deserve, or alternatively, not getting responsibility they didn’t intend!


UPDATE on 9/26/2013: The departmental credit information that is logged for our NIH ranking calculation is taken from the FACE PAGE of the submission.  So, if you are/have a PI in CMMG, you would classify your FACE PAGE department as “Genetics.” If you are/have a PI in CVRI, you would choose your RETREAT department as your face page classification; a PI with a retreat department of Physiology who is submitting a grant for his/her work in CVRI would choose “PHYSIOLOGY” on the face page.  Similarly, a PI with a retreat department of Emergency Medicine who is submitting a grant for his/her work in CVRI would choose “EMERGENCY MEDICINE” on the face page.  The project in CVRI will still receive the funds.



Forms “C” and Fringe Rates and Agents, Oh My!

The NIH recently released the latest versions of the Form C required for use in grant proposals.  The templates provided here are for use the R01, R03 and R21 projects. *Please keep in mind that all additional document fields within these PDF files need to also be in PDF format; the Word DOC versions that are currently included are guides and will need to be replaced (or deleted, if the section is non-applicable) before the Form C is submitted or your application will be returned with an error* :

NIH also provides annotated versions:


Also be aware that, as of the time of this post, the new fringe rates have NOT been updated in eProp.  The IT team at SPA is conveying their prompt attention to the change, but please be sure that your application reflects the correct rates.  To do this:

  1. Consult the FY2014 Composite Fringe Benefit Rates chart (or the updated DHHS agreement circulated by SPA on August 28,2013);
  2. Once you are in eProp, find the section labeled “Proposal Rates”;
  3. Manually change the fringe rate to reflect your needs according to the new agreement.


Finally, our new contact to be listed for Cognizant Auditing Agency (DHHS) information is Arif Karim; Director, Division of Cost Allocation; (214) 767-3230.  Remember this personnel change as you’re putting together your applications!


RAS is pleased to post this information as our first official blog entry!  We aim to have a new post every Wednesday morning, updating you with hints and help relating to issues that arise throughout the week.  Please check back with us often, or use the provided “Subscribe” options located in the upper-right corner of this page to receive the updates in your inbox.  As always, we are reachable at, and would love to hear about any topics you would like to see discussed here.