NIH, NSF & Stanford Forms

NIH Tips

Stanford forms

Authorization for Sponsored Projects SPIDERS/ SPO Log/ RMG Log PRISM Access Form and Computer Set up Instructions
Proposal Development & Routing Form (PDRF) (replaces the SU-42 and SU-42FL forms)
Conflict of Interest/Ad Hoc Forms
Early/Extended Account and PTA ePTA online account setup
Fellowships vs. Grants checklist
Gift Processing Forms
ICO Routing Form
Infrastructure Charge (ISC) Exemption Request Form
No Cost Extension (NCX) Form for Grants
No Cost Extension (NCX) Form for Contracts
Openness in Research Checklist
PI Waiver Procedures and templates (link to separate webpage)
Resident-Clinical Fellow Approval Form (NEW)
SU-18A Stanford Patent and Copyright Agreement Form (for Visitors)
Subrecipient Audit Forms
Tax 990 Form

To Search this Webpage

PC users: Control-F

Mac users: Apple (command) key-F

To search by research focus (cancer, immunology, etc.), name of sponsor, and/or program title.

The NIH is transitioning to Grants.gov electronic submission for all mechanisms.

Grants.gov@Stanford Grants.gov training (Stanford) eSubmit at Stanford eRA Commons (NIH) NIH Website-Forms and Applications NIH Website-Submission Deadlines

Tips for preparing shorter applications

New NIH application forms: "What applicants need to know": NIH video presentation regarding the new application forms>>
Tips for preparing your shorter applications: NIAID webpage>>

Tips for downloading NIH PHS 398 and 2590 Forms

*Most NIH applications are submitted using the grants.gov system.
[See the Stanford grants.gov resource webpage>>]

For those remaining award mechanisms which require paper documents [see the NIH forms webpage >>] we strongly recommend:
downloading NIH forms as individual pages as Word files:

Download the individual Word file page from fillable form table
name and save it to your hard drive then unprotect it *
(open document, go under Tools in the menu bar
and select "unprotect document")

We do not recommend downloading combinable/scrollable forms because of the formatting problems which occur when changes are made or pages deleted.

NSF Fastlane

Fastlane Electronic Proposal Processing (NSF website)

Stanford Forms

Forms (Download)	Comments
PDRF-Proposal Development and Routing Form See the Stanford Electronic Research Administration (SERA) website >> for online access to the PDRF form. NOTE: Recommended browsers: Microsoft Internet Explorer (IE) Version 7 (will not work in IE 8) Firefox Fellowship PDRF Form See the RMG Fellowship Office webpage	This PDRF-Proposal Development and Routing Form application includes many features, such as: Web-based form creation and completion Electronic routing and signature Ability to attach documents Visibility into where the form is in the process Please see the training details and schedule >> Online help is available through the SeRA Portal,
For School of Medicine Staff: Authorization for Sponsored Projects SPIDERS/ SPO Log/ RMG Log PRISM Access Form (Rev. 03/22/10) School of Medicine procedure- Send* the form to: Sonia Barragan, Associate Director, Research Management Group, 301 Ravenswood Drive (Mail code: 5566) Options: complete and send the form to Sonia via fax # 650-498-5876, scan the form and send it as a PDF file via email attachment to [email protected], or send it via ID mail to her attention. For Non-Medical School Staff:* OSR Form 54 SPIDERS Authorization Form	Computer Set Up Procedures SPIDERS/SPIRES Procedures>> (Access, software and computer set up)
Stem Cell Research Tracking Form *(This form is no longer needed.)** *Implementation of Executive Order on Removing Barriers to Responsible Scientific Research Involving Human Stem Cells (NIH NOT-OD-09-085). NOT-OD-10-136 [released Sept. 2010] Amended Status of Applications and Awards Involving Human Embryonic Stem Cells, and Submissions of Stem Cell Lines for Eligibility Consideration	Additional resources: Human Embryonic Stem Cell Research (Research Policy Handbook 10.7) Research Compliance Office: Stem Cell Oversight resource Stem Cell eProtocol website* *SUNET ID required for access
No cost extension form for Grants No Cost Extention Form for Grants (NCX) (Rev. 07/22/2011) This form is required for use by the School of Medicine. We cannot use the OSR Form 49 because the SoM form has questions regarding human and animal subjects and discusses cost sharing. (See the next section below for the NCX form for Contracts)	• For federal grants that fall under Expanded Authorities (e.g. NIH, NSF, DOE, DOD, Army) , complete Sections A and B and return to your RPM for review and approval (via email is ok). • For other grants that do not fall under Expanded Authorities, complete Section A. Return the signed form to your RPM with the letter being sent to the sponsor.
No cost extension form for Contracts Download the OSR Form 49- No Cost Extension from the ORA Forms webpage. Although the OSR Form 49 indicates grants and contracts, it should only be used for contracts in the School of Medicine. Please see the section above for special NCX form for Grants to be used by the School of Medicine.	Please complete and send to the OSR Intake email address: [email protected] This form is for CONTRACTS ONLY, not grants. A Contract NCX requires approval from both a Contract Officer at OSR and an authorized person at the sponsor.
Conflict of Interest Annual and Ad Hoc Disclosures	Link to webpage for School of Medicine Conflict of Interest policies and procedures. Dr. Ann Arvin, Vice Provost and Dean for Research, has announced a new training tutorial titled Avoiding Financial Conflicts of Interest that must be completed by all new Stanford faculty. It is a self-paced, web-based module designed to provide an overview of the high-risk situations that can lead to financial conflicts of interest for faculty. Additional information about the module can be found at the COI website>> . It is available to all members of the Stanford community with SUNet IDs through the Stanford Training and Registration System (STARS).
Industrial Contract Office Routing Form (ICO) Routing Form	This is the routing form ICO uses when a PI wants to request additional funds, change the scope of work, request a NCX, etc. This form is only used for industrial contracts that are negotiated by ICO.
Infrastructure Charge Exemption Request Form Infrastructure Charge (ISC) Exemption Request Form (School of Medicine) (Rev. 05/11/10) The above form is for use by the School of Medicine.	Infrastructure Charge (ISC) Policy ORA website
Early Account and PTA Forms All Staff should click on the following link for OSR Early Account and PTA forms: PTA set up webpage	Note: only RPM Associates in RMG can use the ePTA online account set up. All other staff should go to the OSR PTA Forms Webpage
Fellowships vs. Grants Definition of Sponsored Projects and Distinctions from Other Forms of Funding (RPH 3.2 >>) See Section 2.1: to download the Attachment B for the RPH 3.2 policy, Checklist for Determining Whether Funding is a Postdoctoral Fellowship or a Sponsored Project. This checklist can assist in making the determination as to whether funding should be classified as a Fellowship or Scholarship (i.e., student aid) or not. Master List of Postdoctoral Fellowships The master list of postdoctoral fellowshis can be downloaded from the RMG Fellowship Office Funding Information section>>. The master spreadsheet identifies the Institutional representatives for each funding opportunity. Fellowships are processed through the RMG Fellowship Office and mentored career development grants are processed through the Research Process Manager (RPM) in RMG.
Gifts vs. Sponsored Projects FINGATE webpage: Quick Steps: Process Donor Gift Checks>> Go to the above webpage for: Gift Transmittal Forms < $1,000 Gift Transmittal Forms > $1,000 Additional form for Gifts > $20,000: Gift or Sponsored Project Determination Process and Checklist form	Cardinal Curriculum Training now required. Individuals who are involved in the processing of gifts, including those who complete and sign gift transmittal forms, are required to be adequately trained. A module has been added to Stanford's Cardinal Curriculum on "Gift Administration at Stanford."
Openness in Research Dean of Research website: Openness in Research Policy Project Checklist Form	Stanford's policy on Openness in Research expresses Stanford's commitment to openness in research. The policy defines and prohibits secrecy, including limitations on publishability of results. Proposals for work involving secrecy, as defined in this policy, are not permitted and such projects may not be undertaken at Stanford.
PI Eligibility and PI Waiver Exception Types Please see the separate webpage>> for PI waiver exception type eligibility and request memo instructions and checklists.
Resident-Clinical Fellow Approval Form Resident-Clinical Fellow Approval Form (Rev. 3/10/09) FAQs-Resident-Clinical Fellow Approval Form (New-02/11/09)	This form should be utilized for any grant/ contract/clinical trial in which a resident or clinical fellow is listed in the proposed project. The form is applicable regardless of whether the resident or clinical fellow is the PI or support staff on the sponsored project. Note: The Resident-Clinical Fellow Approval Form is NOT used for Fellowship applications. A separate form, Housestaff verification form, is used for fellowship applications only per the procedures on the Fellowship webpage.
SU-18a Form Stanford Patent and Copyright Agreement for Visitors (Non-Stanford employees) Online SU-18a form (via OTL website) Decision tree to determine which SU-18 form is appropriate Research Policy Handbook >>	For non-Stanford employees (i.e., visitors) who come here to engage in research while remaining employed by someone else, there is an alternative agreement, the SU-18A, which provides for joint rights between Stanford and the non-Stanford employer. These individuals may come to Stanford in the role of a consulting or collaborating researcher, and while they are here, they are not paid by Stanford nor are they enrolled in any category of student. All faculty, staff, graduate students and postdoctoral fellows are required to sign a Patent and Copyright Agreement (the SU-18 form, signed electronically in Axess) as a condition of either employment or enrollment at Stanford University.
Subrecipient Audit Forms OSR Form 47: Audit Certification and Questionnaire OSR Form 47A: Audit Letter To download these forms, go to the Office of Sponsored Research (OSR) Forms webpage>>	The forms (OSR Form 47: Audit Certification and Questionnaire, and OSR Form 47A: Audit Letter) are used to assist Stanford in meeting its subaward monitoring requirements under the Office of Management and Budget Circular A-133 and under Stanford’s own subreicpient monitoring policy. In general, subrecipients receiving federal funds through Stanford are sent both forms. Subreicpients receiving funds from non-federal sources are sent just Form 47 to complete and return. The forms have been revised to solicit information from subrecipients’ most recently completed fiscal year, and data that will support Stanford’s reporting obligations under the American Recovery and Reinvestment Act (ARRA), the Federal Funding Accountability and Transparency Act (FFATA) and certain IRS requirements.
Stanford's Form 990	Request for copies of Stanford's "Return of Organization Exempt from Income Tax" form are submitted to University Communications Department