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Office of Research and Sponsored Programs

Welcome to ORSP

The Office of Research and Sponsored Programs (ORSP) at Cal Poly Pomona assists faculty and staff to obtain externally funded research support. We are a central source of information on major government agencies, foundations, and corporations which support research. Our staff is here to provide assistance to faculty and staff from development, planning, and proposal submission up to the point of implementation. We can assist you in: identifying potential extramural funding sources, developing budgets, completing applications, assuring compliance with all applicable federal and state regulations, and negotiating with funding agencies.

PIVOT (formerly COS)

Looking for funding opportunities? Sign up for PIVOT (formerly COS) (PDF)

Pivot (formerly called Community of Science, or COS) will automatically email you funding opportunities matched to your keywords. You can also explore opportunities for collaboration.  Click here for a Quick Start Guide containing information on this service and how to sign up.

STEM Resources (Please attribute appropriately any sources that you use)

from the National Science Foundation

Issues Relating to Hispanic Students From The Lumina Foundation Website

VAS Fact Sheet to Assist Applicants

Preparing the Vertebrate Animal Section (VAS) – is a new factsheet developed by OLAW to assist applicants in completing the VAS of grant applications, contract proposals and cooperative agreements for submission to the NIH. Here you will find an overview of the requirements for each of the 5 points of the VAS. The VAS factsheet can be found on the OLAW homepage under Fast Facts or downloaded at (PDF).

Additional information can be found in the VAS worksheets for Grant Applications (PDF) and Contract Proposals (PDF) or at the Cal Poly Pomona ACUC website.

The ORSP office now has a copy of "NIH R01 Grant Application Mentor: An Instructional Manual" available for check-out.  If you would like to take advantage of this valuable tool please stop by the office to check it out or contact Shari Jackson at x2944 for availability.

NIH Posts Grant Writing Podcasts

The National Institutes of Health recently posted new "all about grants" podcasts, which address "navigating through" a funding opportunity to be sure no details are missed and essential elements of writing a cover letter to go with the grant application. The podcasts are described as "conversations with NIH staff members ...designed for investigators, fellows, students, research administrators, and others" and provided by the Office of Extramural Research. In the podcasts, updated every other week, staff "provide insights on grant topics from those who live and breathe the information.

Important Reminder

This is an important reminder of an earlier email message of June 11, 2010 regarding a very significant change in the process of applying for external funding that might result in an application for external funding not being submitted if it arrives in your Dean/Division Head’s Office after a new internal deadline. Please read and comply with the following new internal deadlines. If you do not fully understand them, contact the AVP for Research, Dr. Frank Ewers (, for clarification.

THE NEW INTERNAL DEADLINES starting August 1, 2010 (i.e.., for all proposals with deadlines on or after 8/1/10):

External Funding Approval Forms (EFF) for proposals (grants, sub-awards and contracts with deadlines) must be delivered to the Dean/Division Head according to the followinginternal deadlines or they will not be submitted to the funding agency:

  • Seven working days prior to the deadline for proposals that are under the threshold for approval by the AVP for Research (see “BACKGROUND” below for details of this distinction)
  • Nine working days prior to the deadline for proposals that are over the threshold for approval by the AVP for Research

The EFF must be accompanied by the penultimate draft of the proposal and the final ORSP-reviewed budget. Further editorial changes to the proposal will be allowed but NONE that require changes in resources or budget. 

Prior to these deadlines the Dean/Division Head or AVP for Research may allow exceptions to these internal deadlines if there are extenuating circumstances beyond the control of the Principal Investigator. If an exception is granted by the Dean/Division Head or the AVP for Research, the Director of Research & Sponsored Programs must be immediately informed by email at the following address:

Please note that these deadlines are the minimum lead times for the External Funding Forms but that it is necessary for you to start working with ORSP much before this so that we can help you develop your final ORSP-reviewed budget. We can also provide valuable additional assistance with the development of a competitive proposal if you contact us as soon as you start to develop your proposal.


The quantity of time-sensitive, grant applications arriving in ORSP with too little time before their external deadline has increased to unsustainable numbers with our current, reduced number of staff. This has increased the stress on ORSP staff to unacceptable levels. The time required to deal with these “rush” proposals has also slowed our processing of proposals that do not have deadlines (primarily contracts) and reduced the support we can provide to PI's who start working with us in a timely manner. Additionally, we run the risk of missing application deadlines and encountering other difficulties because many grants now receive only the most basic review.

Here are the data on the number of applications with deadlines arriving in ORSP:

  • In Fiscal Year 2008-09, 55% of proposals with deadlines were submitted to ORSP with fewer than 5 days to process, and 21% were submitted with fewer than 3 days to process.
  • In July-Sept 2009, 52% were submitted with fewer than 5 days, 16% with fewer than 3 days.
  • In Oct-Dec 2009, 68% were submitted with fewer than 5 days, 32% with fewer than 3 days.
  • In Jan-Mar 2010, 78% were submitted with fewer than 5 days, 39% with fewer than 3 days.

In summary, these data show that in Fiscal Year 2008-09 the number of proposals arriving with fewer than five days was 55% and in Winter 2010 this had risen to 78%. The number with fewer than three days has nearly doubled from 21% to 39% over the same period of time. The increase in these numbers started in Fall 2009 and is sustained.

AVP Thresholds. In October 2008, a new process was implemented for the submission of grant proposals that involved two different approval processes.  One process allowed the AVP for Research to approve submission of proposals that fell under three specific thresholds:

  • Annual direct costs under $250,000
  • Effective indirect cost rate of at least 25% on annual costs over $100,000
  • Annual cost-sharing under $20,000

Submission of proposals that exceeded any one of these thresholds require approval by the Provost and VP for Administration – these proposals frequently require two additional days to process because of the additional complexities and levels of review. 

The enforcement of these internal deadlines will require advance planning, but we believe this change in our practices will improve the overall quality of proposals submitted to funding agencies because the PI will be able to focus on final editorial improvements in the program narrative while the EFF is being processed. Also, the additional time will allow the Deans’ Offices more time to review grant applications before approving them and permit the ORSP staff to better serve Cal Poly Pomona PI's throughout the entire process of proposal development and submission. The ORSP web site provides several planning tools that will help Principal Investigators comply with these deadlines. 

If you have any questions about this change please do not hesitate to contact AVP for Research, Dr. Frank Ewers (


NIH Peer Reviewer Revealed and Tips for Applicants

See the Grant Preparation information page for the youtube links. 

Conflict of Interest Training for NIH-Funded Investigators

It is essential that all NIH-funded Institutions and Investigators are fully aware of their obligations under the financial conflict of interest regulation. To this end, NIH has developed a Web-based tutorial which reviews the requirements of the regulation. The tutorial is designed for use by Institutional officials responsible for managing NIH funded projects and for individuals who are responsible for the design, conduct or reporting of NIH-supported research. We encourage all NIH-funded investigators to take the tutorial (which can be accessed at