Updated Form: Letter-of-Intent (LOI) Template for Sponsored Billing Agreements with Vanderbilt University

VUMC and VU have recently agreed to standardize the letter-of-intent template for sponsored billing agreements between the two institutions. The new template can be found on OSP’s website under “Forms.” Please note that a Coeus application is required for incoming sponsored billing agreements from VU to VUMC. For outgoing sponsored billing agreements, VUMC requires a sponsored billing agreement LOI from VU. For more information regarding the use of sponsored billing agreements, please visit OSP’s website.

The More You Know: PCORI Application Process

In recent years PCORI has consolidated its various application and award processes into its online portal. The system allows for the submission and management of most major aspects of the award cycle, from pre-application (LOI) to application submission, progress reporting, and project monitoring. The portal also allows for applicants and awardees to easily and directly respond to PCORI Information Requests. PCORI requires applicants to first undergo a pre-application process by submitting a letter-of-intent (LOI). Should a pre-application be successful, PCORI will then invite the applicant to submit a full application based on the initial LOI in PCORI Online. The PI or PI designee initially submits the application to the institution’s AO. For VUMC, submitting an application to the AO will trigger an automatic notification to the OSP box. Upon this notification, the application will be assigned to an OSP specialist for review and submission. If revisions are required, the OSP specialist has the option to return the application to the

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User-Submitted Question: Should We Use VUMC’s LOI When VUMC Is the Subrecipient?

In line with internal subrecipient monitoring policies, most organizations have a preferred letter-of-intent (LOI) template. Please note that, in this instance, a VUMC LOI is not required, as long as the following are included in the external LOI: Title – the LOI proposal title must match VUMC’s Coeus proposal title; however, departments may add a subtitle to reference a specific project or core within a multi-project application Effective Date/Project Dates/Budget – the dates (MM/DD/YYYY-MM/DD/YYYY) and budgets (both for year 1 and total) listed on the LOI must reflect the Coeus proposal dates and budgets; furthermore, this information must be consistent with VUMC’s detailed budget Applicant/Prime Institution –  the Prime institution must be listed and their DUNS # referenced VUMC as Subrecipient Institution – Vanderbilt University Medical Center (not Vanderbilt University) should be listed referencing DUNS # 079917897 Signature – the institutional official authorized to sign (OSP) on behalf of VUMC must sign the LOI (not the principal investigator) We would

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Requesting Items That Require OSP Assistance or Approval

As a friendly reminder, please be sure to utilize the OSP box for any central office correspondence. This list includes but is not limited to the following items: JITs Second No-Cost Extensions Reps and Certs Re-budget Requests Revised LOIs Other items as required Upon receipt of the email, the request will be assigned to the designated specialist (or an alternate in the event of an absence). Your cooperation ensures that all requests are handled in a timely manner. Please note that the OSP mailbox is monitored between the hours of 7:30-5:30 CST, Monday through Friday. For any questions or concerns, please email OSP.

Letter-of-Intent Checklist for VUMC Outgoing Subcontracts

The Letter-of-Intent (LOI) is a legal document that signifies a subrecipient institution’s commitment to participate in a project.  Please note that the LOI’s status as a legal document dictates that the LOI cannot be modified after the cooperating/subrecipient institution has signed. As such, the LOI must be accurate upon submission. Please review the following checklist upon receiving an LOI from a subrecipient: Title – the LOI proposal title must match VUMC’s Coeus proposal title; however, subrecipients may add a subtitle to reference a specific project or core within a multi-project application Effective Date/Project Dates/Budget – the dates (MM/DD/YYYY-MM/DD/YYYY) and budgets (both for year 1 and total) listed on the LOI must reflect the Coeus proposal dates and budgets; furthermore, this information must be consistent with the subrecipient’s detailed budget Applicant/Prime Institution –  the applicant institution must be listed as Vanderbilt University Medical Center (not Vanderbilt University) and reference DUNS # 079917897 Cooperating/Subrecipient Institution – the cooperating institution (and DUNS #) must

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The More You Know: Letters of Intent for Applications

Certain FOAs may include a provision requesting or advising that prospective applicants submit a letter of intent prior to application submission. These letters should briefly describe the proposed projects and whether plans touch on special policy areas (human subjects, clinical, or animal research). At minimum a letter of intent should include the following items: Descriptive title of proposed research Name, address, and telephone number of the PI(s) Names of other key personnel Participating institutions Number and title of the funding opportunity Please note that a letter of intent is not required, not binding, and does not enter into the review of an application. Contact information for the addressee can be found on the program announcement. NIH reminds all applicants that budgets in excess of $500,000 (excluding consortium F&A costs) for any year of the project require prior approval from IC programmatic staff no less than six weeks before the anticipated submission date. Applicants should include relevant information regarding the approval in

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Form Change: LOI Template

In response to departmental feedback, OSP recently made changes to our LOI template. The downloadable template is now a fillable PDF with the option for an electronic signature. Users will also notice a single, universal template in place of the previous individual, sponsor-specific templates. The new template is now available on the Forms page of the OSP website. Please reach out to your OSP specialist with any questions or concerns