II. Instructions and Guidelines for Submission of Pilot Grant Applications  

A. General Guidelines

The type font width used for the grant must be a minimum of 15 characters per inch (e.g., Arial 11 points or larger), with no less than 0.5-inch margins (left, right, upper and lower). The header should contain the applicant’s last name and first name; the footer should contain page numbers.  A PDF file of the proposal as well as the original paper copy and one additional paper copy should be delivered to the Office of Research (Attention: Penny Gatsis) by the appropriate deadline. The PDF file should be transmitted by e-mail to: pgatsis@wfubmc.edu.  

B. Organization of Pilot Grant

1. Route Form  IRSC Route Form 

2. Description of Proposed Project

a. Lay Summary (Do not exceed 250 words.)  

a-1. Introduction to Revised Proposal: If this is a revision of a previously submitted application, include an Introduction with a point-by-point response to the prior critique. Highlight these changes within the text of the revised application by appropriate bracketing, indenting, or change of typography. A revised application will be returned if these revisions are not clearly apparent. (Do not exceed one page)

b. Specific Aims: Include a concise presentation of the rationale for the proposed research. State precisely and realistically what the research described is intended to accomplish and/or what hypotheses are to be tested. (Do not exceed one page)

c. Background and Significance: Briefly review the significance of the research and pertinent previous work related to the proposal. Identify specific gaps in the field that the proposed research is intended to fill. Include preliminary data in this section, if applicable. (Do not exceed three pages)

d. Experimental Plan: Discuss the proposed experimental design and methods that will be employed to accomplish the objectives of the project. Sufficient detail should be provided to allow assessment of the feasibility and appropriateness of proposed procedures and approaches; however, inclusion of detailed experimental protocols should be avoided. Indicate the type of experimental data expected and how it will be analyzed and interpreted (including statistical design, if appropriate). Briefly identify any potential pitfalls or limitations in procedures and interpretation of data. (Do not exceed five pages) 

e. Project Relevance: These grants are intended to help generate pilot data that can be used to enhance grant applications to extramural agencies for the support of the applicant's long-term research program. Briefly describe why the studies proposed in this application will achieve this objective. Include a brief description of the likely aims of the planned extramural grant and tentative plans for grant submission, including a time line for submission of applications and the agencies from which funding will be sought. (Do not exceed one page)

f. Literature Cited

3. Personnel  

a. Principal Investigator: List percent effort devoted to project (salary is unallowable cost)

b. Key Personnel: Designate all associates, technicians, students, fellows etc., involved with the project.

4. Research Support  

a. Facilities available: Provide a brief description of laboratory space, equipment, and resources available. 

b. Grant support: List all active, pending and planned extramural research grants. Include grant numbers, dates of duration, and total direct costs.

c. Departmental funds: List departmental and other internal research support funds, including start up packages, available for research.

d. Overlaps: If other support is available (as from departmental sources) or pending grants, explain the need for intramural research support funds.

e. Past IRSC Pilot Grants: Itemize IRSC grants received during prior 4 years. For each award, explain relationship to past, current, or pending extramural research support.

5. Budget ($20,000 maximum; 12 month maximum duration). The Principal Investigator’s salary will be from departmental resources. For example:

Personnel

Principal Investigator 30%             Department Support

Technician 30%                           $14,300

Supplies (itemize)                        $  5,000

Waste disposal                           $     700

Total                                           $20,000

Funds available from other sources           $   (300)

Pilot Funds Request                                $19,700

a. Equipment: Itemize by company, catalog number, and price. Justify why the equipment is necessary for the proposed studies.
  
b. Supplies: List costs associated with major categories.

c. Personnel:  Funds for administrative support personnel, such as secretaries, will not be considered. In some circumstances, research personnel will be considered if appropriately justified. If funds for personnel are a major portion of the budget, it must be made clear what other support will be available for supplies and other research expenses.
  
d. Other: Computer charges, audiovisual costs, hazardous waste disposal costs, etc.

6. Biosketch: An NIH formatted biosketch should be provided for each participating faculty investigator.
  
7. Supporting Documentation: Attach reprints and other supporting documents, only if essential to the understanding and adequate review of the proposal.

III. Review Criteria

Pilot grant applications are evaluated based on several criteria including the expertise and protected time of investigator, potential significance, and scientific approach. The overriding criterion considered is the extent to which IRSC support will facilitate acquisition of new extramural funds. The IRSC will prioritize requests for support by assigning priority scores and transmitting their recommendations to the Assistant Dean for Research. 

IV. Post-Award Considerations
When a grant is awarded, the Office of Research will coordinate the establishment of the account with the Controller’s office

Any balance unexpended by the grant expiration date must be returned. A one-time extension in time (without additional funds) may be requested by the investigator and approved by the Assistant Dean for Research or the committee chair.  Requests for extensions require a strong written justification for consideration.

Within 90 days after termination of the grant, a final progress report must be submitted to the Office of Research. Interim progress reports may be requested prior to termination if needed for institutional reports to granting agencies. Include in the final report whether this funding has been instrumental in the preparation and/or funding of extramural grant applications.