Upon approval of a project for support by CRDF, the Foundation’s goal is to complete the award process as quickly as possible to facilitate getting the project up and running. Timely communication and responsiveness to requests for revisions to project scope and/or budget will enhance the completion of the award process.
Research Agreement Terms
Communication and close collaboration with the Foundation staff is encouraged to quickly develop and commercialize promising disease interventions. Communication to catp@citrusrdf.org is the most efficient mechanism to initiate this conversation.
Intellectual property (IP) resulting from research will be the property of the individual, institution, or corporation receiving the award. However, the Foundation will participate in licensing decisions and/or be granted non-exclusive rights to that IP for use in the Florida market. The Foundation must be notified in advance if formal lP protection will be sought. Awardees seeking to commercialize intellectual property will greatly benefit from a development partnership with CRDF. Applicants are responsible for compliance with all applicable government regulations and permits during performance of their research.
Reporting Requirements
Project progress will be made available to the broader research community through the website at www.citrusrdf.org. All projects supported by CRDF are required to submit quarterly progress reports during the life of the project and a final report that summarizes the entire project accomplishment. Briefly, single-page quarterly updates are due 15 days after each calendar quarter, on January 15, April 15, July 15, and October 15 of each year of the project, and will summarize progress in the preceding 3-month calendar periods. Awardees whose project agreements have been underway for 2 months should file a quarterly report on the first reporting date above. A comprehensive Final Report is due 30 days after the project end date. Awardees should detail progress towards stated milestones, including a summary of the relevant intellectual property, data sharing with the scientific community, and next steps toward field applications.
Quarterly Progress Reports and Final Reports are to be submitted online at www.citrusrdf.org. The Progress Report PDF Form can be used to submit quarterly progress reports and an abstract of the final report.
A more complete final report is required at close of the project. In addition to the abstract posted on the quarterly report form, a comprehensive report should be submitted to CRDF by email to catp@citrusrdf.org which includes the following elements:
- PI, Title of Project, and Duration (start and end dates)
- Project Objectives
- Major accomplishments per objective
- Major shortcomings, unfinished business
- Opportunities going forward
- Publications from this project
The final report has no page limits and constitutes the last deliverable of the project that allows completion of the contract and final payment. The report will be used to evaluate accomplishments of the CRDF program goals and to evaluate the opportunity for follow-on research resulting from the project just completed.
THIS SECTION IS FOR PROJECTS ALREADY IN PLACE
BUDGET AND SCOPE REVISIONS DURING THE LIFE OF A PROJECT
Awardees from CATP08, CATP09 and CATP10 will continue submitting revised budgets and justifications for currently funded projects. During the continuing life of current CATP08, CATP09, and CATP10 projects, a Budget Revision form outlining objectives and budget justifications for each subsequent year and your personnel allocation spreadsheet with Tab A & B completed must be submitted to catp@citrusrdf.org for approval at least three (3) weeks before the anniversary date of the current project year for each project. This allows time to process the amendment for the subsequent year of funding on the project. Submit all required documentation in one email.
Beginning with CATP11 (The current cycle of new projects), not all projects will require these forms. For CAPT11 and beyond, most of these forms will become part of the full proposal process, and therefore will be submitted with the full proposal packet. Only when a recommendation for change to scope or budget has been made will CAPT11 awardees have to submit revised budgets, either at the beginning of the award, or at the anniversary dates of the award if warranted and requested by the Program Manager.
Step 1: Download Budget Revisions Documents. These are the forms that comprise the project revision. The forms can be downloaded from the application page forms menu, or by using the links provided below:
- Revised Budget PDF Form The Revised Budget PDF Form is a two-page PDF Form with space for your budget revision and narrative.
- Personnel Allocation Spreadsheet The Personnel Allocation Spreadsheet is a two-page Excel template to provide information about your personnel and allocations for each objective. Complete both Tab A & B on this spreadsheet.
- Subcontract Budget Submit a Subcontract Budget PDF Form for each third party with whom you are working. Note: You may prefer to complete the Subcontract Budget Form(s) before your Revised Budget PDF Form since you will need the subcontract information for your budget revision.
- Project ID Numbers A table containing researcher names, project titles and project ID numbers. The Microsoft Excel spreadsheets linked below contain the CRDF Project ID numbers used to uniquely identify your approved project. Please use these ID numbers (based on the first year your contract was awarded) when communicating with CRDF about your project as well as in the appropriate fields in Budget Revision PDF Forms. The projects are sorted by last name
Project ID Numbers 2011
Project ID Numbers 2010
Project ID Numbers 2009
Project ID Numbers 2008
You may need to use File > Save As to save the revision files to your computer depending on the operating system you are using.
Step 2: Complete the BUDGET REVISION PDF Form. Open the downloaded file lastname-projectid.pdf. On Page 1, enter your project title and contact information at the top. Then, complete the narrative outlining any changes to objectives and justification of funds for expenses listed in each category.
Step 3: Enter Your Budget Numbers. On Page 2 of this same form, complete the budget fields for the coming year as directed. If for continuation funding, the subsequent year budget amount should not exceed the current year amount. Continue to use the revised budget forms annually for all currently funded CATP08, CATP09 and CATP10 projects until they are complete. On Page 1, the original budget amount should be the total for all years requested. The Revised Budget amount is the total from Page 2. (This subsequent year funding step will not be necessary with the submission of annual budgets for all project years, beginning with the CATP11 round.)
Step 4: Rename the Budget Revision PDF Form. Rename your completed PDF Form and save it to local disk using the PI last name and Project ID number as a unique identifier (e.g., rogers-23.pdf). Separate your name and ID number using a hyphen with no spaces. You can find your Project ID number by going to the links above.
Please refer to the forms section of the application page to download the Current and Pending Support form. This form is a two-page Microsoft Excel spreadsheet template for you to provide information about your personnel allocations for each project objective.
Step 5: Fill out Worksheet A of the Current and Pending/Personnel Allocation Spreadsheet. Next, open the lastname-projectid.xls file downloaded in Step 1. On Worksheet A, enter values showing the percent effort for each of the key personnel relative to specific research objectives in the table. You can add or delete columns and rows to accommodate your project design. The objective numbers in the table should correspond with the objective numbers in your proposal.
Be sure to read the legend in this document carefully to ensure you use the correct values in the spreadsheet fields. In particular, the values under the OBJ columns are values for each key person in your project (referenced in a given row) that refer to the percentage of that person’s FTE dedicated to the objective referenced in the column.
For example, if one of your key personnel is devoting 0.5 total FTE’s to your project, that 0.5 total FTE for that person might consist of 10% being devoted to Objective 1, 30% to Objective 2 and 60% to Objective 3. So, 10 would be entered in the column for Objective 1, 30 would be entered in the column for Objective 2, etc. The total percentage values in each row of this spreadsheet for each person’s row should add up to a total of 100%.
Step 6: Fill Out Worksheet B of the Resource Personnel Spreadsheet. On Worksheet B of the XLS file, list current and pending commitments for key personnel during the term of the award. Replace the sample information with your own. In the narrative box provided, outline your plan to fulfill the award if key personnel end up being overcommitted. Worksheet B contains space for you to list other existing and pending support, along with information about how you plan to address over-commitments of resources that might arise.
Step 7: Rename your XLS Spreadsheet. When done, rename this XLS file and save it to local disk using the PI last name and Project ID Number as a unique identifier (e.g., rogers-23.xls). Use the same nomenclature as you did in your PDF form, except that this is the xls file. Separate the filename text with hyphens and no spaces.
Step 8: Complete the Subcontract Budget (Form SC-11). If you have cooperators (consultants, professional services or other institutions) that will receive funds from your project, complete one of these forms for each subcontractor. The subcontract budget form can be found on the forms menu located on the Applying For Funding page. This is a PDF form that you will need to complete if you are working with third-party contractors, consultants or institutions. You need to submit a separate Subcontract Budget for each participating subcontractor. This form will accompany the budget revision for CATP08, CATP09, and CATP10 at each anniversary, but will be a component of the full proposal submission in the new cycle CATP11.
Step 9: Rename the Subcontract Budget. Rename your Subcontract Budget file using the PO last name, Project ID number and s1, s2…, etc., as a unique identifier (e.g., rogers-23-s1.pdf). Separate the text with hyphens and no spaces.
Step 10: Send Your Revised Email Package to the CRDF. After you have completed and saved the forms, click on the Submit Revision button in the lower right corner of Page 1 of the Revised Budget PDF Form. An email will be created containing the delivery address and attached Revised Budget PDF Form. If your system does not create this email message, manually compose a new email message to catp@citrusrdf.org and with the subject line in all caps exactly “BUDGET REVISION [Project ID][Last Name]” and attach your Budget Revision. Next, attach your Current and Pending/Personnel Allocation Spreadsheet and optional Subcontract Budget(s) to the same email. Add a note to the email if you prefer. Copy yourself with the email to verify it is sent correctly and to provide yourself a backup copy.
Last, send all attached documents in this single email message to the email address above.
REQUEST FOR A N0-COST EXTENSION OF A FUNDED CRDF PROJECT
The opportunity to apply for a one-time no-cost extension occurs when a contract period is near its end and the objectives of the project have not yet been completed. This may be due to unavoidable delays in starting the project, unforeseen complications of the project conduct, or circumstances that would lead to beneficial continuation of the project past its approved end date. A no-cost extension may be approved by CRDF, allowing the PI and institution to extend the funding period during which the project can be completed. Typically a no-cost extension will not be approved for more than 6 months, and those applying should indicate the time period of the extension that they are requesting. No-cost extensions will not be automatically approved, but considered in the context of what is best to meet project goals and will only be considered for projects which are current with progress reporting and invoicing. Starting with the CATP11 project funding, no-cost extensions will not be available to bridge between years of the project (e.g., between years 1 and 2).
The No-Cost Extension form can be downloaded from the forms menu on the Apply For Funding page. Complete only the first page with your project specifications, giving your reason for the extension request and the requested extension length. Email your completed No-Cost Extension request to catp@citrusrdf.org. Once approved, an Amendment will be sent to your institution granting the extension.