The following message from Beth Israel was sent to all Principal Investigators on 9/30/09:

Dear Principal Investigators,

In light of some recent misunderstandings, I want to clarify the procedures for institutional commitment for proposals.  The “Blue Sheet” (ORSPA form 300), the Proposal Routing and Approval Form) is a required component of all complete proposal packages. The completed ORSPA 300 form, along with the completed Cost Sharing Requirements Approval form (ORSPA form 305) where appropriate, documents the University’s institutional commitment to the proposed effort.  We need your help to ensure this form is filed before or together with your proposal.

Effective November 1, 2009, a fully completed (with all signatures) 300 form (Blue Sheet) must be received in ORSPA prior to your proposal being submitted to the sponsor.  This also applies to ORSPA form 305 (Cost Share or Green Sheet) where applicable.

 As the Blue Sheets actually provide the official commitment by ASU for this proposal, we will not be able to submit your proposal without these fully completed forms.

I present, below, a guide to assist in completion of both forms; you will note that virtually all required information can be completed by administrative staff (Research Advancement professionals) as your proposal is prepared.

To ease the process of approvals, electronic routing and approvals can be accomplished using the Proposal Routing Sharepoint site. This process allows you to review and approve the final proposal online; all required signatories can also access the site remotely to approve as needed. The “system fix” to enable IMAP email users (mostly Apple and Linux users) to also get the email notifications is expected to be in-place within the next month. The process also allows you to authorize a delegate to approve on your behalf.  This can be very handy in meeting deadlines or if you are not available to approve on your own behalf.  To request training and/or find out more about using the online proposal routing process please contact Frank Johnson at Frank [dot] Johnson [at] asu [dot] edu.

If there are extenuating circumstances that prevent the submission of timely routing forms in your unit, please contact Debbie Shaver, Director of ORSPA (480-965-4841) or Heather Anderson of OVPREA (480-727-0898). 

Thank you for your assistance. 

Beth H. Israel

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Beth H. Israel
Assoc. Vice President Research Administration
Office of the Vice President for Research & Economic Affairs

***GUIDE TO COMPLETION OF FORMS:

Summary Sheet on ORSPA 300E (Blue Sheet)

Page 1 –
A: based on PI information (Mandatory)
B – H:  Derived from RFP/opportunity information (Mandatory - can be filled out at beginning of proposal writing)

Page 2 –
I: Budget summary data (Mandatory)
J: Special reviews (As required) ** IP questions must be answered, existing case or license number can be listed as “Unknown” for proposal submission; if conflict exists then proposal may have to be withdrawn.  If you are unsure which categories apply please contact your RA or SPO for assistance.
L – N: Signatures (Mandatory)

Page 3 –
B: Investigators and Allocations (Mandatory)

Page 4 -
C-D: Signatures (All Mandatory)

Page 5 -
B: Financial Disclosure (Mandatory Lead PI and Co-Is)

Page 6 -
B: External Collaborators (Mandatory) All Collaborators listed in the proposal must be listed in this section

Page 7 -
B-I: As Required from Page 2 – Note in “E -Laboratory Registration” Registration number and date can be listed as unknown but anticipated Building and Room are required at time of proposal.

Summary Sheet on ORSPA 305 (Green Sheet)

Page 1 –
Title/PI:  Mandatory
Cost Share Type:  Mandatory (known at beginning of Proposal)
PI Signature: Mandatory
Block #1 – Funding Agency/Org number can be listed as “Unknown” at time of proposal but the signatories are agreeing to the commitment by signing. All other fields are required for proposal submission.
Block # 2: As required - Same as Block #1

Page 2 –
Block #3: As required – Same as Block #1
Block #4: As required – Same as Block#1
Sponsored approved use of F&A for Cost Share: Mandatory if any portion of requested cost share comes from reduced F&A.
Total: Mandatory
Non-ASU resources/3rd Party Cost share: Mandatory if any portion of requested cost share comes from Non-ASU resources.