Your Research Path at Baylor
Find the guidance you need — and exactly who to call — at every stage of your research, from your first proposal to award closeout.
| Grant Searching | Institutional databases (like Pivot and GrantForward) and internal curated lists to find federal, state, and private funding. | Research Development |
| Proposal Development | Individualized support to make your grant proposals more competitive through:
| Research Development |
| Limited Submission | Some opportunities limit the number of proposals which may be submitted by investigators from an individual institution. For these opportunities, the OVPR holds an internal competition to select the applicant(s) who will represent Baylor through submission of a full proposal to the sponsor. | Research Development |
| Proposal Administration | Support with budget development, compliance interpretation, and administrative requirements, including management of the internal routing process and submission timelines required before a proposal goes to the sponsor.
FAQs about Baylor’s 30-10-5-3 Internal Proposal Deadline Policy | Pre-Award |
| Internal Deadlines | To ensure proposals receive institutional review, approvals, and timely submission, Baylor follows a 30-10-5-3 Internal Proposal Deadline Policy. Each number represents the number of business days before the sponsor's deadline that key materials or actions are due. Day 30 – Notify your URA and initiate proposals if they include subawards.
Resources: | OVPR Pre-Award University Research Administrator (URA)
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| Proposal Submission | URAs route complete proposals in CARA for institutional approvals and submit them to Pre-Award Central. As Baylor's Authorized Organizational Representative, Pre-Award Central conducts final institutional reviews and submits proposals to external sponsors on behalf of the university. | OVPR Pre-Award Central |
| Research involving human subjects or identifiable data and/or biospecimens | Access guidance and resources: | Contact IRB staff: IRB@Baylor.edu Or 254-710-3708 |
| Research, training, or teaching using live vertebrate animals | Access guidance and resources: | Contact IACUC staff: Or 254-710-3708 |
| Reporting an outside activity or interest or a Conflict of Interest (COI) | Researchers must disclose financial ties, corporate relationships, and/or foreign collaborations. Access information on the institutional requirements for disclosing outside activities | Contact compliance staff: ResearchCOI@baylor.edu |
| Reporting foreign collaborations and other foreign activities | Researchers must disclose all foreign activities, including unfunded collaborations and co-authorships. Some activities require pre-approval. | Contact compliance staff: ResearchCOI@baylor.edu
Office of Global Safety & Research Security Contact Research Security Officer: Jared_Bickenbach@baylor.edu |
| Registering International Travel | Travel authorization is required for all Baylor University international business travel, teaching, conference attendance, recruiting, and research activities, as well as for any individual receiving offers of sponsored travel for research or professional purposes.
| Office of Global Safety & Research Security Contact Research Security Officer: Jared_Bickenbach@baylor.edu
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| Responsible Conduct of Research (RCR) | Contact the Research Integrity Officer: Deborah_L_Holland@baylor.edu |
| Labor Distribution | Baylor charges effort to sponsored projects using the Labor Distribution (LD) system. | The first point of contact is your unit’s Business Office, typically the Financial Manager (FM). Business Offices are supported by their Post-Award Research Administrator (PARA) for additional sponsored research expertise or assistance. |
| Effort Certification | Principal Investigators (PIs) certify their effort and effort on their projects through Baylor’s web-based effort certification system. OVPR-03_Policy for Sponsored Award Compensation Confirmation (Effort Certification) | OVPR Post Award Research Administrator |
| Non-Labor Spending | Ensuring allowability, allocability, and reasonableness for expenditures charged to sponsored projects. OVPR-16_Costing Practices for Sponsored Projects OVPR-10_Policy for Participant Support | The first point of contact is your unit’s Business Office, typically the Financial Manager (FM). Business Offices are supported by their Post-Award Research Administrator (PARA) for additional sponsored research expertise or assistance. |
| Expenditure Monitoring | Tool available to assist PIs with ongoing financial oversight of sponsored projects.
| The first point of contact is your unit’s Business Office, typically the Financial Manager (FM). Business Offices are supported by their Post-Award Research Administrator (PARA) for additional sponsored research expertise or assistance. |
| Cost Sharing | Documenting, tracking, and reporting committed cost sharing. | The first point of contact is your unit’s Business Office, typically the Financial Manager (FM). Business Offices are supported by their Post-Award Research Administrator (PARA) for additional sponsored research expertise or assistance. |
| No-Cost Extensions (NCEs) | Request documentation requirements vary by sponsor and award. | The first point of contact is your unit’s Business Office, typically the Financial Manager (FM). Business Offices are supported by their Post-Award Research Administrator (PARA) for additional sponsored research expertise or assistance. |
| Budget Revisions | Request documentation requirements vary by sponsor and award. | The first point of contact is your unit’s Business Office, typically the Financial Manager (FM). Business Offices are supported by their Post-Award Research Administrator (PARA) for additional sponsored research expertise or assistance. |
| Progress (Programmatic) Reports with a Financial Component | The financial component to be included in a programmatic report is supplied by OVPR. Principal Investigators remain responsible for the content and timely submission of reports. | OVPR Post-Award Central |
| Financial Reports | Preparation and submission of financial reports as required by the terms and conditions of the award is completed by OVPR. Reporting requirements vary by sponsor and award. | OVPR Post-Award Central |
| Transferring an active project to Baylor | OVPR-17 Policy for Grant Transfers, especially the Checklist for Grant Transfers to Baylor University on page 6. | OVPR Post-Award Central |
| Sponsor Invoicing and Cash Management | Preparation and submission of sponsor invoices, drawdowns, cash requests, accounts receivable monitoring, and resolution of payment-related issues is performed by OVPR. | OVPR Post-Award Central |
| Award Closeout | Sponsor closeout requirements, final financial reporting, final invoicing, equipment disposition, and timely completion of all administrative closeout activities is coordinated by OVPR. | OVPR Post-Award Central |
| Advance Account | Guidelines for requesting, approving, and managing advance accounts for sponsored projects. | The first point of contact is your unit’s Business Office, typically the Financial Manager (FM). Business Offices are supported by their Post-Award Research Administrator (PARA) for additional sponsored research expertise or assistance. |
| Audit Coordination | Since awards are issued to Baylor, PIs are fully supported by the institution if their sponsored projects are selected for audit. | Central Finance |
| Invention Disclosures |
Filing a provisional patent application before public disclosure establishes an official filing date and helps preserve both U.S. and international patent rights. Taking these steps early helps protect the commercial value of the invention, supports future licensing and partnership opportunities, and maximizes the potential impact of the innovation. | Innovation and Economic Development |
| Data Ownership | Access the policy on data ownership, expectations, and retention requirements | Contact the Research Integrity Officer: Deborah_L_Holland@baylor.edu |
| Send or receive tangible research materials | A material transfer agreement (MTA) governs the transfer of tangible research materials (e.g., biological samples, chemicals, or prototypes) between organizations. It defines how the recipient can use the materials, addresses ownership of derivatives or inventions, and outlines responsibilities such as liability and publication rights.
| MTAs must be managed through CARA. To get started, contact: |
| Share or transfer sensitive or human subject data with an external entity/researcher | A data transfer and/or use agreement (DTUA, DUA, etc.) regulates the sharing of data between parties. It specifies permitted uses of the data, protects confidentiality and privacy, establishes data security requirements, and outlines restrictions on redistribution and publication. | DTUAs must be managed through CARA. To get started, contact: |
| Share or provide confidential and/or proprietary information with an external entity/researcher | A non-disclosure agreement (NDA) protects confidential or proprietary information shared between parties. It restricts disclosure and use of the information to defined purposes, helping safeguard trade secrets, research findings, or other sensitive information during collaborations or negotiations. | NDAs for research activities must be managed through CARA. To get started, contact: NDAs for academic activities are managed through TCM. Contact your department’s business officer/financial manager. |
| Rely on another IRB/IACUC or have another institution rely on Baylor’s IRB/IACUC | An IRB or IACUC reliance agreement is a formal arrangement between institutions that allows one entity to rely on the review and oversight of another entity for a specific study. It clarifies which IRB/IACUC is the “IRB/IACUC of record” and outlines each institution’s responsibilities for ensuring compliance with applicable regulations. | For reliance agreements, contact Deborah_L_Holland@baylor.edu |
| Formal research collaboration agreement with an external entity/researcher | A research collaboration agreement is a binding agreement that defines the terms of a joint research effort, including each party’s roles/scope of work, funding (if any), intellectual property rights, data sharing, publication rights, confidentiality, and compliance responsibilities. | Research collaboration agreements must be managed through CARA. To get started, contact: |
My research involves one or more of the following:
| Researchers must comply with International Traffic in Arms Regulations (ITAR), Export Administration Regulations (EAR), Foreign Assets Control Regulations (FACR) and/or other applicable export control or sanction related regulations when sharing sensitive technologies, data, or equipment with foreign nationals (such as students or collaborators), or when traveling or shipping items overseas.
| Contact: Export@baylor.edu |
| International Travel |
| To register: https://globalengagement.web.baylor.edu/register-travel For traveling with computers or other equipment or presenting/sharing sensitive data, contact: Export@baylor.edu |
| Foreign Influence | Disclosing all international collaborations, foreign talents programs, and outside funding sources to meet federal security standards. | For Research Security Questions |
| Insider Threat & Cybersecurity | Safeguarding research networks against data theft, phishing, and unauthorized access to proprietary data. |
