Collaboration Checklist

Documentation Requirements for Subcontracting, Collaborations, and Cooperative Applications with Other Organizations and Institutions

The list below is simply a guide as to what may be needed before proposal submission from subrecipients when JMU is the lead institution.  Always check the specific guidelines and contact the Office of Sponsored Programs Administration and Accounting (SPAA) if uncertain.  All of these items should be approved by the respective institutions/organizations and then forwarded five business days before the deadline to the Office of Sponsored Programs Administration and Accounting to the attention of John Hulvey at the following address:

  Mr. John D. Hulvey
  Director of Sponsored Programs Administration & Accounting
  MSC 5728
  James Madison University
  Harrisonburg, VA, 22807                                                                  

The SPAA can accept these items from the institutions via e-mail but will need the original signatures on file for items #1 and #6. The SPAA will be happy to coordinate with the appropriate contacts as well if you forward their information.

______1.  Letter of Commitment signed by their Sponsored Research Office (SRO) official (This letter should include the name of our PI, their PI, title of the project, total amount requested, % of effort of their PI, their total cost sharing, if any, and state that their institution plans to participate and accept a subaward from James Madison University if the proposal is funded.  Please see the following link for a sample commitment letter:

Sample Commitment Letter

______2.  Line Item Budget - Standard agency budget forms should be used. In some cases, agencies may require budget pages to be signed by sub’s PI and sub’s Sponsored Research official.
______3.  Budget Justification which corresponds to the line item budget.
______4.  A copy of the institution’s Federally Negotiated Indirect Cost Rate Agreement (NICRA) if applicable.
______5.  Statement of Work regarding their institution’s effort on the collaborative project.       
______6.  Certifications/assurances, if required, signed by their SRO. For proposals to the National Science Foundation (NSF) the cover sheet with certifications signed on page 2 by institution’s authorized organizational representative and the principal investigator is required.  Please see the following link for a blank template:

Sample NSF Certification Page

______7.  Other Requirements as listed in the specific program guidelines, e.g., current and pending support for each senior personnel, curriculum vitae, facilities and equipment description.

NSF requires Biosketches in the NSF format for each senior personnel (2 pages maximum).  Please see the following website for the NSF Grant Proposal Guide: http://www.nsf.gov/publications/pub_summ.jsp?ods_key=gp