University of FloridaFlorida Agricultural Experiment Station

College of Veterinary Medicine and IFAS/FAES Dual Projects

Policy

Under current State and Federal accountability guidelines, all research must be documented. For accountability of expenditures for all research funds, IFAS research faculty in the College of Veterinary Medicine must have their research documented in both IFAS and the College of Veterinary Medicine.

Instructions

1. For IFAS/College of Veterinary Medicine faculty, a "Project" or "Program of Work" can be developed following current College of Veterinary Medicine guidelines. The objective of this plan is to help develop and guide the faculty member's research program over a three to five year period. This plan should detail experiments that will be conducted in a given subject matter area related to the faculty member's long-range goals.

  • This Program of Work is submitted by the faculty member to the appropriate administrator within the College of Veterinary Medicine.
  • The College of Veterinary Medicine administrator will then arrange for a peer review evaluation by obtaining input from two to three faculty members. These faculty members will read the project and provide written comments and evaluation.
  • The College of Veterinary Medicine administrator will collect the written comments, and follow-up with the author concerning appropriate revision.
  • Following acceptance of the revised copy, the College of Veterinary Medicine administrator will forward the Project to the IFAS Dean for Research Office for final approval and submission to CRIS.
  • See Checklist of Material to Accompany the Revised FAES/CRIS Project Statement for needed forms and further information.

2. Grants (other than CSREES grants)

Although grant money will be accounted for under College of Veterinary Medicine projects, it is necessary to account for expenditures of related IFAS funds also.
1. Documentation in IFAS/FAES

If there is no related IFAS/FAES project and the grant covers an extended period of time (3-5 years) and the research is consistent with the faculty member's long-term research goals, the grant can be submitted as an IFAS/FAES project. Submit the following four items with a copy of the approved proposal to the IFAS Dean for Research Office. The project will continue for the life of the grant.

  • Completed Project Statement Cover Page, located on the Forms page.
  • Completed CRIS form AD-416 Web Fill-in form, located on the Forms page.
  • Completed CRIS form AD-417 Web Fill-in form, located on the Forms page.
  • Include a copy of the grant Agreement Face Sheet or Notice of Award.

2. No Further Documentation

Where there is an existing related IFAS/FAES project, IFAS/FAES expenditures may be reported under that project by accounting personnel without further documentation.

3. Accounting

Provide to the appropriate persons the IFAS/FAES project number to associate with the grant.

3. USDA/CSREES Competitive and Special Grants

These are "stand alone" CRIS projects. Although the grant monies will be released to the College of Veterinary Medicine, related expenditures of IFAS/FAES funds (such as salary, etc.) must be accounted for under an IFAS/FAES project number.

To document the CSREES grant in IFAS/FAES, submit a memo and a copy of the CRIS AD-416 and 417 forms, signed by your authorized administrator, to the IFAS Dean for Research Office. A copy of the grant is NOT required. The project will be considered "pending" until the grant funds are released and a copy of the official Notice of Award is submitted to the IFAS Dean for Research Office.