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U-M
Medical School Policy on Institutional Cost Sharing
Revised
Policy Effective March 1, 2002
This policy
describes the strategy for cost sharing commitments between the
Medical School Office of Research and Graduate Studies and the Departments/Units
and replaces the previous policy dated June 1990.
The principle
purpose of institutional cost sharing is to enable Medical School
instructional and research faculty to enhance applications to external
sponsors. This policy recognizes that departments and units now
share in the recovery of Facility & Administrative (F&A)
costs. The current practice in the Dean's Office is to allocate
a portion of F&A recoveries to the Office of Research and Graduate
Studies to support cost sharing requests. The guidelines below have
been modeled on the F&A distribution ratio and increase the
funds available to investigators through the participation of units
in cost-sharing commitments.
Sources
of Funding
F&A recoveries
are shared with Medical School units, and each year a portion of
the recoveries is set aside for the Office of Research and Graduate
Studies to fund cost sharing in cooperation with units. Consistent
with how incremental F&A recoveries are shared, for every two
dollars in cost sharing committed by the Office of Research and
Graduate Studies, the participating units will commit three dollars.
The amount
available for cost sharing is contingent upon the allocation to
the Office of Research and Graduate Studies and may vary on a year-by-year
basis depending upon total F&A recoveries and the effective
ratio established in conjunction with the general funds model.
The
Office of the Vice President for Research (OVPR) may also contribute
to cost sharing commitments in some circumstances:
General
Guidelines
1. Preliminary requests for cost sharing must be submitted in writing
to the Office for Research and Graduate Studies for consideration
at least two months prior to submission to sponsor. This is particularly
important for inter-departmental and inter-school proposals. Requests
submitted after this deadline receive lower priority. Preliminary
requests must list the expected cost sharing participants and give
an estimate of the cost sharing from each participant.
2. Final cost-sharing plan must be in place no later than two weeks
prior to submission to sponsor.
3. All requests are reviewed on a competitive basis.
4. Reductions in actual awards may correspondingly decrease the
level of any commitment made by the School.
5. Any commitments made by the School refers only to a single iteration
of the application. If the application is not approved for funding
by the granting agency, the School's commitment no longer applies
and the investigators must reapply for funding on any future (or
variation of) submission, as appropriate
Highest
Priority is given to the following activities:
1. Applications to funding agencies requiring institutional cost
sharing.
2. Non-recurring requests for necessary research equipment or facilities
renovations.
3. Construction grants requiring institutional cost sharing.
4. Applications for core support functions, equipment, administration
or training
activities. In general, a proposal for major equipment cost sharing
is more favorably considered when the request does not exceed 20%
of the actual equipment cost.
Limitations:
1. Requests for small amounts more appropriately covered at the
unit level
(e.g., site visit expenses) receive low priority.
2. Requests for recurring expenses, such as salary, are not considered.
3. Requests for competing or non-competing renewals receive considerably
lower priority.
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