Announcements Archive - UW Research /research/announcements/ Mon, 27 Apr 2026 16:56:36 +0000 en-US hourly 1 https://wordpress.org/?v=6.9.4 Key Reminders: Foreign Involvement, Support or Interest /research/announcements/key-reminders-foreign-involvement-support-or-interest/ Mon, 27 Apr 2026 15:18:32 +0000 /research/?post_type=announcement&p=66834 The NIH, as well as other federal sponsors, have policies related to Foreign Components, Current and Pending (Other) Support, and Financial Conflicts of Interest. We urge...

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]]> The NIH, as well as other federal sponsors, have policies related to t.

We urge you to review the following reminders.

Foreign Components

Active NIH award? Foreign components require prior approval

work in a foreign location qualifies as a , whether or not NIH funds are expended. Foreign components of an NIH project require prior approval. Review more details and instructions from the UW on NIH: Does work outside of the U.S. require prior approval?

New NIH applications and international components

As of April 2026, there is one Parent NOFO that supports International Collaborations: P – NIH Collaborative International Research Project (Parent PF5 Clinical Trial Optional). Review more information on NIH Projects with International Components: What are they? How do I submit a proposal?

PA-26-002 should not be used for foreign consultants, purchasing unique equipment or supplies from foreign vendors, foreign collaborations that do not involve NIH funding, or any other foreign component that would not result in a foreign subaward.

Other Federal Sponsors

Check requirements for adding a foreign component or collaborator at the proposal stage by reviewing the specific agency’s grant policy guidelines, such as the .

Keep Common Forms Up to Date

As a reminder, the Common Forms are templates that federal agencies have been adopting for both Biographical Sketch and Current and Pending (Other) Support documents.

Keep up to date and complete, including an account of all sources of research support. This includes support received from domestic or international sources, and can take the form of in-kind support.

Confirm sponsor requirements for disclosure and review the UW’s guidance on Current and Pending (Other) Support.

Maintain current information. Always include both domestic and foreign professional appointments and positions outside the primary organization (UW).

Note, the Common Forms for the Biosketch include a personal certification that the certifier is not a party to a malign foreign talent recruitment program. NSF Biosketch requirements include an example.

Disclose all Significant Financial Interests (SFI)

Each Investigator must disclose all significant financial interests. This includes income received from:

  • seminars,
  • lectures,
  • teaching engagements,
  • service on advisory committees or review panels,
  • reimbursed or sponsored travel, as well as,
  • any foreign entity, foreign institutions of higher education, and foreign governments (including local, provincial, or equivalent governments of another country).

The maintains a Financial Conflict of Interest Policy.

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]]> 峾ԾٰپDz岹ٱ /research/announcements/federal-administration-updates/ Mon, 27 Apr 2026 15:00:32 +0000 /research/?post_type=announcement&p=55391 Office of Research Communications: April (4/27/2026) Key Reminders: Foreign Involvement, Support or Interest November (11/25) Recent NIH Notices (11/17) Advance Spend Updates for Potential Delays in...

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Previous Announcements

Earlier announcements (May 2025 and prior)

Visit our subscription page to sign up for the Office of Research email lists.

4/27/2026: Key Reminders: Foreign Involvement, Support or Interest

Review the message sent to all active PIs and MRAM: Key Reminders: Foreign Involvement, Support or Interest

Recent NIH Notices

11/25/2025 This message was sent via MRAM and referenced in the Provost’s Blog.

Please be aware of several recent NIH notices released in the last week:

Rescheduling of Submission Deadlines


This NIH notice let applicants know that NIH is rescheduling all October and November grant application submission deadlines.


This NIH notice confirms that all grant applications submitted late for due dates between October 1, 2025, and December 5, 2025, will be accepted through 5:00 PM local time December 8, 2025. There is no additional 2-week late window. This notice applies to all relevant Notices of Funding Opportunity (NOFO), including those that indicate no late applications will be accepted. If you already submitted on time against a NOFO during this timeframe, you do not need to resubmit.

Please note that because this is a deadline extension and not a new NOFO, there will be no GIM 19 waiver approvals granted due to the timing of the notice for the updated deadline. Exceptions will be considered in extenuating circumstances, such as when some critical component required active engagement with NIH during the shutdown and was not possible.

NOT-OD-26-012 also includes additional information on post-submission materials, RPPRs, peer review meetings and other important areas.

Reminder – Compliance with Renegotiated Aims, Objectives, Titles and Abstracts

We also want to note that the may mean that NIH will reach out directly to the PI. If a PI is approached by NIH to make any assertion or confirmation, please send such a request through SAGE as an Award Modification for OSP coordination and handling.

Please see these other recent NIH announcements:

A full list of NIH announcements is found on the .

Advance Spend Updates for Potential Delays in Government Re-opening

11/17/2025 This message was sent via MRAM & 11/19 Provost Blog.

As the federal government proceeds to re-open, it may take time for standard processes to get back into place. In particular, we anticipate delays with federal agency proposal review, award issuance, agency prior approvals, and in some cases, payment.

We appreciate your patience while we continue to navigate challenges around any potential ongoing delays.

In the meantime, please note further updates to Advance Spend guidance which re-align federal & non-federal requests for advances.

Sponsor Specific Information (updated 11/18):

Federal Advance Spend Updates

11/05/2025 Sent via MRAM & Provost’s Blog

Advance Spend guidance has been further updated on the Federal Administration Research Policy webpage.

Dept. of Energy Indirect Cost update

10/20/2025 Sent via all active PIs & MRAM

In April, the Dept. of Energy (DOE), released a for institutions of higher education. In May, it so it covers for-profit, non-profit, as well as state and local governments.

In July, . As a result, the is not subject to these IDC caps set out in DOE policy.

The DOE is appealing the decision that vacates the IDC cap for institutes of higher education. We will provide updates as we learn more.

In the meantime, please refer to the following guidance for proposal applications and subrecipient entities that are not institutes of higher education.

Proposals

When applying to DOE opportunities that reflect IDC cap language, continue to use the UW’s federally negotiated rates until further notice.

Subrecipients on DOE Proposals & Awards

Subrecipients who are not party to the court decision vacating IDC for institutes of higher education will need to abide by DOE’s IDC cap. This includes for-profit, non-profit, state and/or local government agency subrecipients, unless they are otherwise covered by another legal decision.

The UW will treat subrecipient letters of intent accompanying subaward materials as a reflection of the commitment to the subrecipient budget detail as presented and incorporated into the UW’s proposal.

NIH Required Other Support Training Available

10/09/2025 Sent via all active PIs and MRAM

requires recipients (the UW) to implement training and maintain a written and enforced policy, on requirements for the disclosure of other support.

The UW Financial Conflict of Interest (FCOI) training has been updated to meet this requirement and is now called Financial Conflict of Interest & Other Support Disclosure. This training is tracked and visible in MyResearch Training Transcript.

All senior/key personnel identified on NIH proposals & awards are required to complete this training. If you took this training before 5:15 p.m. on 10/08, and are senior/key personnel on an NIH proposal or award, you will need to complete the 15-minute training again.

For NIH and NIH pass-through awards, training should be completed by all senior/key personnel

  • before an award or non-competing continuation funding is made to the University, and
  • before a Research Performance Progress Report (RPPR) is submitted.

OSP verifies training completion by senior/key personnel at the time an award or noncompeting continuation funding is made to the University. However, we recommend this training is completed well before an award is made, to avoid delays, such as by the just-in-time phase.

Review the UW’s Current and Pending, or Other Support policy.

NIH Other Support Training Requirement Update

9/25/2025 Sent via MRAM

As noted to MRAM on 7/30/2025, NIH announced a .

This NIH policy requires recipients (the UW) to implement training, and maintain a written and enforced policy, on requirements for the disclosure of other support.

We are updating the UW Financial Conflict of Interest (FCOI) training to include guidance on Other Support. This training is tracked and visible in MyResearch Training Transcript. Updates are anticipated for release by 10/10/2025. We will share a link to the training when updates are complete. In the meantime, please review the UW’s guidance on Current and Pending or Other Support.

In the future, all individuals identified as Senior/Key Personnel will need to complete the updated Other Support & FCOI Training.

Training must be completed by the just-in-time phase, or, for individuals added as senior/key personnel, after award before a Research Performance Progress Report (RPPR) is submitted.

Individuals identified as Senior/Key Personnel who complete FCOI training prior to the release of the updated course will need to take the revised Other Support & FCOI training to meet NIH’s requirement.

Resources:
Current & Pending or Other Support

NIH Award Terminations – Supreme Court Decision Update

8/26/2025 Sent via all active PIs and MRAM

An August 21 Supreme Court decision in American Public Health Universities v. NIH (, a companion case to Massachusetts v. Kennedy, let stand a lower court ruling that the underlying policies leading to NIH grant terminations were likely unlawful. However, at the same time, it ruled that NIH could still cancel previously terminated grants.

See the list of . (UW Net ID required.)

The matter of the lawfulness of the policies will now need to be adjudicated in what is known as the Court of Claims.

While this is discouraging news, we want to stress that this is not the end. Our partners in the Attorney General’s Office are tirelessly exploring legal options and we will keep our Select Federal Court Decisions webpage updated.

In the meantime, procedurally, it is possible that NIH will begin sending grantees notifications, terminating impacted grants, even if those have since been reinstated. Until that time, please proceed with recently reinstated NIH projects.

If OSP receives these notifications, they will create the Award Modification in SAGE and route it back to the Principal Investigator and campus unit to complete.

You can review the Office of Research Federal Guidance for the latest information. We also continue to coordinate on the Provost’s Federal Policy Updates webpage.

NIH: Other Support Training Requirement for Senior/Key Personnel

7/30/2025 Sent via MRAM

Effective 10/01/2025, recipient institutions (e.g., the UW)to allon the requirement to disclose all research activities and affiliations (active and pending) in NIH’s Other Support form.

Please stay tuned for more information on UW training opportunities as they become available.

NIH: Proposal Limits on AI & Applications per PI

7/23/2025 Sent via MRAM & Active PI lists

On 7/17/2025, NIH released .

This new policy is effective for all applications submitted on or after September 25, 2025:

  • NIH will not consider applications that are either substantially developed by AI, or contain sections substantially developed by AI.
    • If the detection of AI is identified post award, NIH may refer to the Office of Research Integrity to determine whether there is research misconduct while simultaneously taking .
    • We recommend limited use of AI. Please refer to any guidance your school or department has provided on AI usage.
  • NIH will only accept six new, renewal, resubmission, or revision applications from an individual Principal Investigator/Program Director or Multiple Principal Investigator for all council rounds in a calendar year.
    • This new NIH policy applies to all activity codes except T activity codes and R13 Conference Grant Applications.

We are looking forward to additional details and clarifications on this policy from NIH.

UW PI NIH Submission Report

7/28/2025 update: Use the new report to review NIH submissions per calendar year, per individual. This report is also available via the .

The report includes eGC1s for new, renewal, resubmission, or revisions with NIH deadline dates during the current calendar year. Individuals are listed on the report if they are named as the following roles on the SAGE eGC1: PI, Multiple PI or Application PI. Activity code, such as “R01”, is listed when available in SAGE.

Please note, mentors listed on an NIH application but as a PI in SAGE will not have that application counted as one of the 6 NIH submissions allowed for that individual. Fellows listed as PI in the NIH application but as Application PI in SAGE would have that application counted as one of the 6 NIH submissions allowed for that fellow.

Questions about the report data? Email grantrpt@uw.edu

NIH: Advance Spend Guidance Update

7/22/2025 Sent via MRAM & Active PI lists

The advance spend guidelines have been updated for NIH awards subject to litigation. There are two phases to this litigation. Impacted awards are eligible for 60 days advance spend from date of request. This is the case even if a thirty day advance was already requested.

When requesting a Temporary Internal Extension, Advance or Advance Extension in SAGE, include the following comment:

“This NIH award is involved in litigation.” This will streamline processing of the request.

For non-competing continuations that have a foreign subaward involving human subjects work:

  • If the PI is requesting NIH reissue the foreign subaward as a Type 3 administrative supplement, the NIH will issue the primary award as a Non-SNAP award. For these, you may also request Advance Spend for up to a total of 60 days from date of the request.

Impacted Award Lists

Review the list of Impacted UW awards (Net ID required to view and download):

  • , note, we are working on updating this list to provide AWD#.

Please see UW NIH FAQs for additional information.

NIH: Foreign Subawards with Human Subjects

7/21/2025 Sent via MRAM & Active PIs lists

On 7/17/2025, .

NIH is allowing for type 3 supplement awards for foreign subawards with human subjects involvement (including clinical trials and clinical research) at the foreign site. The supplement structure provides separate tracking of the foreign subaward and is an alternative to previously announced options of:

  • Removing foreign subaward activities completely. In this case, the funds must be removed and cannot be rebudgeted.
  • Prime recipient completing research activities: Remove the foreign subaward and allow the prime recipient to complete the activities. Funds may be rebudgeted.
  • Domestic subrecipient completing research activities: Remove the foreign subaward and allow for a domestic subrecipient to complete the activities. Funds may be rebudgeted.

Process for impacted awards:

If the PI wishes to proceed with the type 3 award structure:

  1. NIH will require a PHS 398 detailed budget and budget justification for each individual foreign subaward for all remaining years of the project. Submit an OSP/GCA SAGE MOD as NIH requires AOR approval and submission.
  2. NIH will review and then if approved, move the confirmed funds from the primary award to the type 3 award.
  3. When the UW receives the reissued award/supplement from NIH, OSP will set up OSP/GCA Award Modifications in SAGE and route them to the PI / department for completion. The primary award and the supplemental award(s) will each have their own SAGE MOD, due to the award numbering convention that NIH will use.
  4. PI/Campus need to route the MOD(s) back to OSP, including the updated SAGE Budgets. Review the following guidelines for setting up your SAGE Budget Worksheets. In all cases totals must match the Notice of Award from NIH:
    • Type 5 (non-competing renewal) Award: make sure SAGE Budget worksheet does not include foreign subaward(s) supplement totals and that the overall total matches the Notice of Award from NIH.
    • Type 3 supplement (foreign subaward): Create SAGE Budget Worksheet under prime Budget worksheet for each foreign subaward being reissued as a Type 3 supplement, with the following:
      • GCA recommends this Budget Worksheet naming convention: Subaward | Foreign Subaward – Subawardee Name -[Insert Federal Award Number with the supplement suffix (i.e. 3R01AA123456-02S1)]
      • Use 0% UW F&A rate on the foreign subaward amount for budget worksheet (foreign subrecipient may receive F&A)
  5. Submit a request to modify the existing subaward in SAGE Subaward Module.
    • Include a note in the Special Instructions section of your Subaward Modification request that indicates the “funds come from an administrative supplement for a foreign component”.

>See the updatedUW NIH FAQs.

Both the primary award and foreign supplement(s) will be removed from the streamlined non-competing award process (SNAP) and automatic carryover authority. The primary award and each foreign supplement will be issued with a distinct federal document number and will need to have separate annual Federal Financial Reports (FFR, SF-425) submitted. To do this, the UW will set up a new award line for each of the Type 3 supplements being issued.

Note that rebudgeting between the primary and the supplement within the budget period will not be allowed, though you may use the RPPR process to request future reallocation of funds.

NIH informs that this structure is permitted only for the current competitive segment. It does not replace the new award structure announced in that will apply to upcoming applications, including any planned renewals.

NIH: Follow up on reinstatements

7/08/2025 Sent via MRAM & Active PIs lists

OSP is preparing to send customized emails to the NIH Program Officers (PO) /Grant Management Specialists (GMS) for all terminated NIH awards as well as severely delayed NIH non-competing continuation awards for which expected reinstatements are not yet received or that are not in alignment with the court decision.

For all of the scenarios listed you do not need to request an Award Modifications in SAGE. OSP is keeping track of all emails and the PI will be copied.

The messages will, at a minimum:

  • Inform of the court decision and what it orders NIH to do
  • Makes clear the grant in question falls under the scope of that order
  • Requests issuance of the NOA no later than July 30th (or point out problems with the reinstatement we received)
  • If NIH intends not to comply, to state its position by July 30th

The specific circumstance of the grant may impact the messaging.

Emails will be sent on the following schedule for these scenarios:

Week of 7/07:

  • Terminated, not fully reinstated as required
  • Missing reinstatement NOA
  • Missing reinstatement NOA and administrative appeal considered or in process
  • Reinstated in part, but missing current noncompeting year
  • Reinstated in part but noncompeting continuation showing as “withdrawn” in eRA Commons
  • Specific to K99/R00 or F99/R00: Reinstatement of K99 or F99 but R00 not considered by NIH

Week of 7/14:

Severely delayed non-competing continuation, (i.e. budget year start date was June 1st or earlier), specifically listed in the (UW Net ID required) and where the Notice of Award (NOA) is not yet received.

Resuming work ahead of NIH’s reinstatement of terminated awards

6/25/2025 Sent via MRAM & Active PIs lists

As announced on 6/23, a court voided the termination of NIH funding, including delayed non-competing continuation funding. We expect NIH will issue notifications of reinstatement according to the court order.

In the meantime, the PI of those awards on the under the “” may choose to resume work.

Resumption of work before NIH’s formal reinstatement notification does pose a risk. The PI will be responsible for any costs that are subsequently not allowed by the sponsor. Resumption of work may only occur after one of the following is processed:

  • Terminated award, original end date in the future:
    • OSP will create a MOD (subcategory: Resume Work) for a thirty day timeframe.
    • OSP will assign to the PI/dept.
    • The PI/dept must return the MOD to OSP for processing, if PI wishes to incur risk of this temporary resumption.
  • Terminated award, original end date in the past (i.e. prior to July 1) and/or an expected or delayed non-competing continuation:
    • SNAP award: PI/dept requests a Temporary Internal Extension for up to a thirty day timeframe from date of request.
    • Non-SNAP award: PI/dept submits an Advance Spend request for up to thirty days from date of request.

Similar to any advance spend, the UW will not be able to issue any resume work orders for outgoing subawards during the thirty day window.

If the MOD to terminate is still in OSP (e.g. awaiting administrative appeal), you will be contacted on next steps.

Our UW NIH FAQs have been updated with more information. If you have further questions about Advances for NIH awards that do not appear in the court order, or other questions pertaining to this, please email them to osp@uw.edu.

The Office of Research is monitoring this closely and will provide more information as soon as possible.

In the meantime, please continue to check regular updates to our Guidance on Federal Administration Policy, Federal Update Communications, and Select Court Cases pages.

NIH: Guidance on impacts to grants of recent court ruling

6/23/2025 Sent via MRAM & Active PIs lists

This morning (6/23), the . The voided terminations include terminated NIH awards as well as non-competing continuations that were delayed on the basis of Challenged Directives.

We expect the NIH will issue notifications on reinstated grants. Upon receipt of these notifications, the Office of Sponsored Programs will set up Award Modifications (MODs) in SAGE for the reinstated direct NIH awards. PI/department will need to provide award details and attachments on these MODs to allow for accurate reinstatement. Therefore, after creation, OSP will route to the PI/department.

While some pass-through entities (PTEs) will have their NIH awards reinstated as well, if the UW was a subrecipient, we must wait for the PTE’s formal re-issuance of the subaward before we can process a reinstatement and resume work on pass-through NIH funding.

We hope to share more information before the end of the week along with updates to our Guidance on Federal Administration and UW NIH FAQs.

NSF Extends Temporary Pause on IDC Cap Implementation

UPDATE 6/20/2025:

6/20/2025 Sent via MRAM & Active PIs lists

The National Science Foundation (NSF) is extending its previously issued temporary pause in implementation of its until the District Court for the District of Massachusetts issues a decision. New NSF awards issued during this pause will not implement the IDC cap policy but will include a term applying this policy for the entirety of the award if there is a court decision permitting application of the IDC cap.

We are monitoring the situation closely. In the meantime, the UW will continue to accept NSF awards and submit proposals at our negotiated rate while the stay is in place. Upon a court decision, the University may revise its position going forward.

Recent Court Ruling Impacts DoD Proposals and Awards

6/17/2025 Sent via MRAM & Active PIs lists

A 6/17/2025 court ruling placed a temporary restraining order on the Dept. of Defense (DoD) 15% indirect cost rate cap policy.

This order prohibits DoD from implementing, instituting, maintaining, or giving effect to the “immediately effective” portions of the Rate Cap Policy:

  • The portion implementing the 15% cap for all awards issued on or after 6/12/2025.
  • The portion that would have rejected or treated adversely proposals for DoD funding submitted at an applicant’s negotiated rates.

What does this mean for DoD proposals & awards?

The UW will resume accepting DoD awards and submitting proposals at our negotiated rate, effective immediately.

Please note that the next hearing for this case is Wednesday, 7/02/2025, following which the University may revise its position going forward.

Review the UW DoD IDC FAQs.

Update on Indirect Cost Reimbursement and Other Concerns

6/16/2025 Sent via Active PIs

We continue to have uncertainty about indirect cost reimbursement on federal grants and contracts. As you may know, a hearing on the NSF 15% indirect cost reimbursement cap was held last Friday. The decision is expected to be released this week. On Friday, we also started getting notices about a Department of Defense 15% cap on indirect cost reimbursement, and AAU, APLU and ACE together filed a legal challenge in response this morning. The Joint Association Group (JAG) is working to finalize a compromise proposal on critical research support funding; see the recent article in . While we await further information and evaluate the evolving options, we will continue to use the negotiated rates in proposal submissions for all federal agencies, when possible, and we will hold off on processing new awards or rebudgeting existing awards at the 15% rate. Indirect cost reimbursement is an essential part of research funding for which we have no backstop to fund the facilities, technology, and administrative positions necessary to conduct research. For more information on how indirect costs support research, see this summary and associated additional resource links.

Unfortunately, we also continue to see delays in notices of awards. Though many are coming in, some are still pending or terminated. I understand that the 30-day limit on advance spending has been a problem for many researchers, but with the large amount of spending now at risk, we will maintain that limit.

With respect to these and other issues, including information per agency when available, we continue to post updates on the Office of Research Guidance on Federal Administration Research Policy page.

With the challenges that we are already facing, and the large, to so many federal agencies, it is essential that we support resilience of our high impact research ecosystem by reimagining our shared and individual approaches to conducting research. Over the summer, I will continue to offer opportunities for researchers to provide input into this effort. I know that summer is not a good time for meetings, but change is happening quickly, and we need to work together to support the future of research.

Thanks for all you do in your research and for your efforts to support the UW research community.

Mari Ostendorf
Vice Provost for Research

Dept. of Defense Indirect Cost Memo – More Details

6/16/2025 Sent via MRAM please see companion message sent to PIs.

On Friday, June 12th, the Dept. of Defense (DoD) issued a memo to senior DoD leadership implementing their 15% Indirect Cost (IDC) rate cap. We anticipate legal challenges to this IDC cap policy.

Please see information on handling at each stage:

Proposals

DoD will begin updating its Notice of Funding Opportunities (NOFOs) to include the 15% IDC cap. In addition, some DoD components may informally request proposals using the 15% rate before NOFOs are updated. UW will not be submitting with use of a 15% cap.

If a DoD NOFO or other request for proposal does not impose the 15% IDC cap, UW may proceed with submission using our federally negotiated rate.

New Awards

Should DoD impose the 15% within newly issued awards, UW will hold on processing at this time. If a DoD award does not include the cap, UW will process.

Active Awards and Rebudgeting:

DoD has indicated it will “renegotiate” IDC on existing DoD assistance awards, to be effective no later than November 10, 2025. In some cases, DoD may begin this renegotiation sooner. If requested to submit using the 15% cap on any already submitted proposal or active award, please notify the Office of Sponsored Programs (OSP) at osp@uw.edu, for awareness. Similar to new proposals, the UW is not using the 15% cap as we anticipate a challenge to the cap policy.

Review UW FAQs on the DoD IDC cap

NSF: Award Terms & Conditions Updates

6/06/2025 Sent via MRAM

NSF updated their as well as their . These are effective for new awards and funding amendments to existing awards dated on or after May 19, 2025.

As noted earlier, the UW is not accepting new NSF awards that include an Indirect Cost (IDC) cap of 15%. NSF recently paused implementation of that cap until June 13th. During this pause, the UW will continue to submit proposals to NSF using our current negotiated rates. Please review more information on our NSF FAQs.

Acceptance of new NSF awards is pending review of the updated terms and conditions.

Please also be aware that SciENcv Biographical Sketch and Current and Pending (Other) Support documents require each individual to certify that the information provided is accurate, current, and complete, and that they are not a party to a malign foreign talent recruitment program.

Starting on June 7, 2025, all PIs or co-PIs named on an NSF award made on or after May 20, 2024, must certify annually in that they are not party to a MFTRP. Covered individuals can expect a prompt from NSF to make the certification. Please be timely in responding.

Dept. of Defense Indirect Cost Rate

6/03/2025 via MRAM

The UW is aware of this Dept. of Defense (DoD) memo indicating they intend to impose a 15% (or lower) indirect cost rate cap on new awards as of 21 days after 5/14/2025.

The memo further indicates the DOD will attempt to renegotiate all existing awards within 30 days of the memo. Where cooperative modification is not possible, termination and reissuance under new terms may be pursued—all to be completed within 180 days.

Proposals:

Please continue to use the UW’s negotiated IDC rate in your DoD proposals. The University reserves the right to pause submission of proposals to DoD that are responding to notice of funding opportunities that require use of the 15% rate.

Rebudgeting on submitted proposal, not yet awarded:

Any PI that is approached to rebudget so their proposal includes the 15% rate should notify OSP osp@uw.edu immediately. Include the original request and any additional attachments provided by the DoD contact.

New awards:

Any new award that includes an IDC rate lower than the UW’s negotiated rate will require additional review to determine if the UW can accept the award. These awards will be placed on HOLD in OSP.

Rebudgeting on existing awards:

Any PI that is approached to rebudget an existing award so it includes the 15% rate should submit that request via an OSP/GCA Modification in SAGE AND also notify OSP osp@uw.edu with the original request for further analysis.

We expect to see more details from DoD once it publishes formal policy guidance.

5/19/2025: NSF, NIH, and Other Federal Grant Updates

Sent vis Active PI list and MRAM on 5/19/2025

5/19 Message to Active PI List

As the federal research funding landscape continues to evolve, the UW is navigating multiple changes each week, including agency notices and legal challenges, terminations and delays in award notifications. All UW schools, colleges and campuses are impacted. For the most up-to-date information, please regularly visit the Office of Research Guidance on Federal Administration Research Policy, which has two new pages specific to FAQs related to NSF and NIH. A new page with links to some of the court decisions and agency announcements relevant to UW researchers has now been created.

UW, in alignment with our peer institutions, made the difficult decision to pause on NSF proposal submissions and accepting NSF grants received after May 5, due to the announcement of a15% IDC cap on all new awards. We are aware of the concerns that UW researchers have with this pause. With no imminent deadlines, it was critical to wait for an outcome of a legal challenge to the 15% NSF cap (filed May 14), hoping for a temporary restraining order. In addition, UW is a participant in a national collective of stakeholders – the Joint Associations Group (JAG) on Indirect Costs – working to develop a new indirect cost model that better meets the need for transparency expressed by legislators but still funds the essential costs of research. The group plans to put forward a proposal by the end of May, and we do not want to undermine that effort by agreeing to an arbitrary and unreasonable rate that does not reimburse the UW for the costs it bears as a partner with the US Government. The Guidance on Federal Administration Research Policy includes sidebar links with more information on indirect costs and their role in funding the cost of research. We are aware of the many concerns that researchers have related to this decision. Please know that we will always first seek a measured approach to unilateral actions by the federal government to change negotiated terms. For example, we have made exceptions for NSF proposals and awards that are always at low/no IDC, such as conference grants where our university’s costs borne by the research is low.

Late Friday, we learned that the defendants (NSF) agreed to stay implementation of the policy through June 13, 2025, the date of the hearing. With this change, we feel that OSP can move forward with award processing and proposal submissions using the negotiated IDC rates, while we wait for the court’s decision. However, it is the case that award notices have not been coming in for several days, and there is a concern that delays will continue through this period. Be aware that, with these dynamic conditions, we be updating our guidance regularly.

Beyond NSF, there are also some new challenges for NIH-supported PIs.

  • Most significantly, NIH issued an that impacts anticipated awards and renewals, noncompeting continuations and new proposals. If this policy impacts your awards, please read UW NIH FAQs on this recent policy change.
  • . Prior approval is required (see FAQs).
  • Another indicated that many Notices of Funding Opportunities (NOFOs) are ending early (on 5/24 – only cycle I deadlines allowed). Check the list to make sure your NOFO is still active if you are submitting for June/July/August deadlines.

For several agencies, there may be an opportunity to appeal or object to terminations. OSP is actively working with the Attorney General’s Office to support PIs who choose to take this path. OSP is also working with individual PIs on impacts to their grants related to other court decisions.

Finally, I want to assure you that University leaders are actively working with peers and our Associations to advocate for the research enterprise on many fronts and will continue to do so.

5/19 Message to MRAM

As the federal research funding landscape continues to evolve, the UW is navigating multiple changes each week, including agency notices and legal challenges, terminations and delays in award notifications. All UW schools, colleges and campuses are impacted.

Please regularly visit the Guidance on Federal Administration Research Policy webpage for the latest up-to-date guidance. We also have two new NSF and NIH FAQ pages as well as select links to court decisions and agency announcements relevant to UW research. There’s also a host of information to help explain indirect costs (IDC) and their role in funding the cost of research.

The UW, in alignment with many of our peer institutions, made the difficult decision to pause NSF proposal submissions and accepting NSF grants received after May 5. With no imminent deadlines, it was critical to wait for an outcome of a legal challenge to the 15% NSF cap (filed May 14).

In addition, the UW is participating in a national collective of stakeholders – the Joint Associations Group (JAG) on Indirect Costs – working to develop a new indirect cost model. The group plans to put forward a proposal by the end of May, and we do not want to undermine those efforts.

Late Friday, we learned that NSF agreed to stay implementation of their IDC Cap policy through June 13, 2025, the date of the hearing. With this change, OSP will move forward with award processing and proposal submissions using the UW’s negotiated IDC rates while we wait for the court’s decision. However, please note that award notices from NSF have not been coming in for several days, and there is a concern that delays will continue.

Beyond NSF, there are also some new NIH challenges. Please review these UW NIH FAQs for more guidance.

  • NIH issued an .
  • and NIH prior approval is required.
  • (on 5/24 – only cycle I deadlines allowed). Check the list in the notice to make sure your NOFO is still active if you are submitting for June/July/August Deadlines.

OSP is actively working with the Attorney General’s Office to support PIs who choose to appeal or object to a termination. OSP is also working with individual PIs on impacts to their grants related to other court decisions.

NIH No-Cost Extension Guidance 5/07

Sent via MRAM 5/07/2025

As of 5/06, NIH . All requests for no-cost extensions (NCE) must be submitted as a prior approval request.

If you are planning to request a NCE on an NIH award, ensure you complete the NCE form as a prior approval request and include with your OSP/GCA MOD in SAGE.

These include:

  • Progress Report
  • Budget Documentation
  • Justification for the NCE request

MODs already in OSP for NIH NCEs that do not include the required documentation will be returned so you can attach those and route them back to OSP.

In some cases, for a variety of reasons, if the prior approval option is not yet enabled in eRA Commons for an NCE request, OSP will reach out to NIH for help to determine the appropriate path for making these requests.

NSF Indirect Cost Guidance

Review the UW’s NSF FAQs and the Provost’s 5/06/2025 blog on Pausing processing of NSF awards with notification dates on or after May 5, 2025.

Sent via MRAM 5/06/2025 and updated 5/08

The is aware that . NSF will apply an indirect cost rate not to exceed 15% to all grants and cooperative agreements awarded to Institutions of Higher Education (IHEs) including the .

As noted by the Provost, the University is seeking legal guidance on the application of the rates and there is a lawsuit challenging NSF’s new policy.

In the meantime, please note the following guidance on:

Proposals

Pending Proposals as of May 3rd: All NSF proposals pending submission in OSP as of May 3, were submitted with the UW’s negotiated rates.

NSF funding opportunities issued before, on, or after May 5, 2025: While the UW evaluates this new policy, proposals to NSF will be on hold, including NSF flow-through.

This is now the case for all NSF funding opportunities, no matter the date of posting.

Advance Spend

Advance spend on NSF awards is prohibited for the time being.

Awards

Active awards: NSF awards with notice dates before May 5th that have not yet been set up, will be set up with the UW’s federally negotiated rate.

Supplements or incremental funding made via amendments to awards in existence prior to May 5, 2025: These will continue to use current indirect cost rate consistent with the UW’s federally negotiated rate.

New awards: NSF awards issued on or after May , 2025 with NSF’s new 15% capped rate will be placed on hold in OSP until further notice. PIs who receive NSF awards should proceed with routing via the SAGE Award Setup Request (ASR) or SAGE Modification (MOD), but note that OSP will place on “HOLD”.

NIH Policy on Foreign Subawards

Sent via MRAM 5/2/25

The is aware of the . This is under review for impacts and next steps. More information will be available soon.

Federal Agency Modified Award Terms

Sent via MRAM and to Principal Investigators 4/28/2025

On April 21, NIH issued a that modifies current terms and conditions for all NIH grants, agreements and awards. This notice requires grant recipients to certify that they do not operate DEI programming that violates federal anti-discrimination law.

The UW has robust compliance practices to ensure compliance with federal and state anti-discrimination laws, as for other award compliance requirements that we certify. This includes education, auditing, and mechanisms for reporting and investigating potential violations. Further, to the extent the new language is an attempt to implement the Executive Order on DEI, that Order remains the subject of a Preliminary Injunction.

We are aware that agencies are adding new conditions. OSP is reviewing terms for institutional certification. We ask PIs to carefully read all of the terms in grants, agreements and awards to ensure that the work of their particular project is compliant. If you have questions, please reach out to the Office of Sponsored Programs osp@uw.edu.

Proposals to NIH & DOE: Use UW’s Federally Negotiated Indirect Cost Rates

sent via MRAM 4/14/2025

As set out in the UW’s Guidance on Federal Administration Research Policy, please use UW’s federally negotiated indirect cost rates until further notice.

This applies to National Institutes of Health (NIH) and Department of Energy (DOE) proposals, as well.

Guidance for Sponsored Project Extensions, Renewals and Terminations

Sent via Active PI list 3/31/2025

To Principal Investigators,

As I expect you are aware, the challenges for federally funded research at universities continue. Because of substantial staffing and policy changes in federal agencies, actions related to current awards, renewals and new awards are delayed. Virtually all agencies are affected one way or another. To help you in managing these uncertainties, I’d like to outline steps to take for a few scenarios.

No-cost extension (NCE) for a current award: If you anticipate needing an NCE for an award that is ending or is associated with a competing renewal, initiate the request early. Some agencies (e.g. NSF and NIH) still allow institutional approval of the first NCE request, although that may change. However, other NCEs are not routinely granted, so internal extensions are only approved for a limited period.

For NCEs requiring sponsor approval, if you have initiated the request in a timely fashion and it has not yet been approved by the time the award ends, you can request aTemporary Internal Extensionfor 30 days.

Non-competing renewals: Continuation notifications for many renewals are delayed. If the annual report has been submitted as required, PIs can make aSAGE Renewal Advance Requestor aTemporary Internal Extension, which will allow work on the project to proceed for up to 30 days if there is a delay in receiving the Notice of Award (NOA).will be needed if the NOA is not received within 30 days.

New awards: Advance spend requests for new awards will only be approved if an NOA has been received, due to the elevated risk associated with the many current Advance Spend commitments across the University.

Early termination: In the unfortunate event that an award is terminated early, the PI should notify their department right away to get help with responding to the notice. Then, submit anOSP & GCA Award Modification in SAGE, choosing “Schedule Change” and the subcategory of “Early Termination”. Emailosp@uw.eduwith the MOD # so that OSP is aware of this action. We will provide guidance to schools/colleges so that they can support PIs and their department staff in managing this loss. Guidance is also available for researchers who have changes related to research involvinghuman subjectsǰ.

Appeals: Some termination notices include clauses that allow the PI to appeal. PIs must work with their department and school/college leadership to determine whether to appeal. OSP is responsible for submitting the appeal, and they will work with the PI in developing the justification. Contact OSP at osp@uw.edu if you are considering an appeal. Note that all charges to the project must be suspended during the appeal process.

It was our hope that the impacts to UW would be minimal, but we have had losses and anticipate more people – and the work they are doing — will be impacted. We also know that the impacts extend beyond financial cuts. We are gathering information from the research community and will be putting together panel discussions in spring quarter to support researchers in dealing with some of these issues — more information to come.

Mari Ostendorf
Vice Provost for Research

Extensions, Renewals and Terminations on Federal Awards

Companion message sent via MRAM 3/31/2025

Greetings Colleagues,

As you are aware, the challenges for federally funded research at universities continue. Because of substantial staffing and policy changes in federal agencies, actions related to current awards, renewals and new awards are delayed. Virtually all agencies are affected one way or another.

Review steps required for the following scenarios:

No-cost extension (NCE) for a current award: If you anticipate needing an NCE for an award that is ending or is associated with a competing renewal, initiate the request early. Some agencies (e.g. NSF and NIH) still allow institutional approval of the first NCE request, although that may change. However, other NCEs are not routinely granted, so internal extensions are only approved for a limited period.

For NCEs requiring sponsor approval, ifan NCE requestwas initiated in a timely fashion and it has not yet been approved by the time the award ends, you can request aTemporary Internal Extensionfor 30 days.

Non-competing renewals: Continuation notifications for many renewals are delayed. If the annual report has been submitted as required, PIs can request aSAGE Renewal Advanceor aTemporary Internal Extension, which will allow work on the project to proceed for up to 30 days.will be needed if the notice of award is not received within 30 days.

New awards: Advance spend requests for new awards will only be approved if a Notice of Award (NOA) has been received.

Early termination: In the unfortunate event that an award is terminated early, the PI should notify their department right away to get help with responding to the notice. Then:

  • Submit anOSP & GCA Award Modification in SAGE.
  • Choose “Schedule Change” and the subcategory of “Early Termination”.
  • Email osp@uw.edu with the MOD # so that OSP is aware of this action.

Review guidance on changes to research involvinghuman subjectsǰ.

Appeals: Some termination notices include clauses that allow the PI to appeal. PIs must work with their department and school/college leadership to determine whether to appeal. OSP is responsible for submitting the appeal, and they will work with the PI in developing the justification. Contact OSP, osp@uw.edu if an appeal is being considered.

Note that all charges to the project must be suspended during the appeal process.

Thank you,
The Office of Sponsored Programs

Human Subjects Division Guidance: Stop-work Orders, Suspension of Work, or Funding Terminations

Sent via UW Human Subjects Division Newsletter recipients 3/28/2025

Review Human Subjects Division Guidance: Stop-work Orders, Suspension of Work, or Funding Terminations

Updated Advance Spend Policy

Sent via Active PI list 3/14/2025

With the increasing uncertainty about federal funding, normal processes for advance spending on research cannot be sustained. Two weeks ago, we decided to pause in issuing new Advance Spend. Recognizing that there are agency delays in processing extensions, renewals and new awards, we will consider exceptions as outlined in the Advance Spend section of Office of Research Federal Research Guidance Page. However, because of continued uncertainty about the status of pending federal awards, we will need to limit the duration of all advance spending. Where advance spending has already been approved, if the anticipated start date is before February 1, 2025, departments should immediately identify alternate funding or initiate temporary HR actions. Please see the . For Advance Spend with later start dates, please see the Advance Spend policy. We will continue to keep you updated as we have new information: see the Federal Research Guidance Page.

In this uncertain time, we know that PIs want to be able to easily see their research budget expenditures and balance. There are now better tools available, but we are still working on the training materials. Given the urgent need, the Finance Data Group and Office of Research learning team have agreed to offer a series of Zoom demo sessions on using two financial dashboards: the and . The dashboards give PIs tools for fast analysis of their portfolios, including sponsored grants, awards, stand-alone grants, gifts, staffing, and more. Developers will demonstrate how to use both dashboards and answer specific questions from PIs who are looking at their portfolios opened in the tools. All feedback from PIs will be tracked and used to improve training for these tools. Please join one of our 1-hour demos at your convenience:

I appreciate that this is a very difficult and stressful time for our research community. I am talking with Associate/Vice Deans for Research over the next few weeks about how we can keep our community resilient. There are also opportunities to beyond research. Resources available to support your wellbeing include the and the . I encourage you to connect with others in your research area to identify ways you can share resources and support each other.

Mari Ostendorf
Vice Provost for Research

Companion message sent via MRAM 3/14/2025

With the increasing uncertainty about federal funding, normal processes for advance spending on research cannot be sustained. Two weeks ago, a pause on issuing new Advance Spend began. Recognizing that there are agency delays in processing extensions, renewals and new awards, some exceptions will be considered as outlined in Office of Research Federal Research Guidance: Advance Spend.

However, because of continued uncertainty about the status of pending federal awards, there will be a limit on the duration of all advance spending.

Where advanced spending has already been approved, if the anticipated start date is before 2/1/2025, departments should immediately identify alternate funding or initiate temporary HR actions. Please see the .

For Advanced Spend with later start dates, please review the Advance Spend guidance.

We will continue to keep you updated as we have new information.

Important Guidance: Federal Questionnaires to PIs

Sent via Active PI list 3/5/2025

We are aware that multiple federal agencies are sending requests directly to PIs with directions to respond to questions about institutional practices and policies in addition to the specific project. In most cases, responses are required within 48 hours.

If you receive such an email or questionnaire, in any format, please do not respond directly. Forward the communication to osp@uw.edu and OSP will coordinate with you on responses.

Mari Ostendorf
Vice Provost for Research

Companion message sent via MRAM 3/5/2025

Greetings Colleagues,
We are aware that multiple federal agencies are sending requests directly to PIs with directions to respond to questions about institutional practices and policies in addition to the specific project. In most cases, responses are required within 48 hours.

If a PI you support receives such an email or questionnaire, in any format, please ask them not to respond directly. Forward the communication to osp@uw.edu and OSP will coordinate with your PI on responses.
A similar message was sent to active PIs in SAGE & Workday. Please share this message with others as needed.

Thank you,
The Office of Sponsored Programs

Update on the Federal Research Funding Landscape

Sent via active PI list 2/27/2025

Research colleagues,

UW leadership is aware of the 2/26 on implementing the DOGE cost efficiency initiative. The EO directs federal agencies to review grants and contracts for termination based on waste, fraud and abuse, and prioritizing review of awards to universities. As said in previous communications, we continue to closely track new and ongoing federal developments that impact research, as well as legal challenges. UW leaders are meeting multiple times weekly to understand the potential impacts and strategically plan steps in response. There will be periodic updates and further communications when there are concrete actions to be taken. In the meantime, you can refer to the regularly updated Office of Research Guidance on Federal Administration Research Policy. In addition, the Provost’s Office provides a more general Federal Policy Updates page.

Consistent with news reports of potential sweeping changes, the Office of Research is seeing many federal orders for awards to be terminated, paused or changed in scope. Colleagues on all of our campuses, and at all colleges and universities across the country, are affected. In general, we need to abide by these orders at this time, because the existing restraining orders do not apply. If you receive a stop work order or change of scope, you must act on it. If you receive a change request, see our guidance on handling at the Guidance on Federal Administration Research Policy page. We are also seeing delays in issuance of non-competing renewals and new awards. Because of the growing uncertainty, we are pausing approval of advanced spending budgets for new federal awards. In general, we strongly encourage PIs to minimize advance spending, with a reminder that unrecoverable costs are borne by the PI/department. It is simply not possible for departments or the university to cover the costs currently funded by federal awards. Further, the state of Washington is facing significant budget shortfalls and is instructing agencies, including the UW, to model budget cuts and other expense saving actions; we cannot count on the state of Washington to backstop federal funding.

With the likelihood of more award terminations, I encourage PIs to strengthen connections with others in your research community. There may be researchers with extra financial capacity who can help with supporting staff when awards are unexpectedly terminated. In addition, we are working toward strategies to preserve the breadth of high impact research at UW, particularly through shared infrastructure, to the greatest extent possible.

I wish I could provide better news. More information will be provided as we learn more.

Mari Ostendorf
Vice Provost for Research

Adjacent message sent via MRAM 2/27/2025

Please see the Vice Provost for Research message: Update on the federal research funding landscape sent to active Principal Investigators (PIs) in SAGE and Workday. Please note, the University is pausing approval of the following, effective 2/28/2025, for all federal and federal flow-through awards:

  • Advance Spend for new awards, both anticipated and those under review/processing.
  • Mid-project spend ahead of the next year’s funding, using the Advance Spend module or Temporary Internal Extension.
  • End of project spend ahead of formal no-cost extension approval, using a Temporary Internal Extension.

All other Advance Spend, whether using the Advance Spend module, or a Temporary Internal Extension, may continue to be requested but may receive increased scrutiny.

Any requests already received up through 2/27/2025 and with GCA or OSP will be processed.

If you already have Advance Spend or a Temporary Internal Extension processed on a federal or federal flow-through award, you are asked to minimize advance spending, with a reminder that unrecoverable costs are borne by the PI/department.

 

Sent via MRAM 2/24/2025

New MOD Categories for Tracking Executive Actions

To refine the tracking of award modifications related to executive branch actions, these three new SAGE Award Modification subcategories will be available under the “Other Change” tab on an OSP and GCA MOD as of 2/21/2025.

  • Stop Work Order
  • Resume Work Order
  • Executive Branch Directive Change

Please use these as directed on the Guidance on Federal Administration Research Policy page.

Update Regarding NIH Indirect Cost Policy and TRO

Sent via MRAM 2/11/2025

Greetings,

imposes an indirect cost rate cap of 15% on NIH grants (new and existing).

A lawsuit was filed early February 10th, in which . In response, a federal court issued a temporary restraining order barring NIH from enforcing this rate change policy.

Please proceed with preparing your NIH proposals with the UW’s federally negotiated rates until further notice.

Thank you,
The Office of Research, the Office of Sponsored Programs, and the Office of Sponsored Programs Finance

NIH Indirect Cost Rate Update

Sent via researcher list 2/10/2025

Dear Colleagues,

On Friday, NIHthat they are implementing a new 15% indirect cost rate on grants, effective today for “go forward expenses” and new grant awards. This change will have serious negative implications for the UW research enterprise, where NIH supports research in many schools and colleges.

Because of the crippling effect that this cut would have on universities across the nation, several states,, jointly filed a lawsuit early this morning. We have recently heard that a temporary restraining order has been granted, pending a hearing on February 21, 2025. For that reason, we are delaying implementation of the rate change in Workday, and new proposals should continue to be submitted using the existing negotiated rates. We will communicate any changes as soon as we become aware of them, and you can check for updates on the Office of Researchadministrative policy guidance pageand the Provostfederal policy updates page. Please be aware that the University will need to act swiftly to implement any changes required for compliance if and when a clear determination is communicated.

I would like all researchers to understand that indirect costs (also referred to as Facilities and Administration or F&A costs) cover essential infrastructure that supports research, including the operation and maintenance of our research buildings, our libraries, both central and departmental administrative support and resources needed for compliance with federal regulations. The rates are based on federally audited cost studies. The audits show, time and again, that the total cost to the university is actually higher than the negotiated rate — the university is already subsidizing federal grants and contracts on the administrative side. The university cannot sustain its current research efforts with new limits on indirect cost rate reimbursement.

For more information, a collective of groups have posted thisand its importance to research, and AAU has a good.

Sincerely,

Mari Ostendorf
Vice Provost for Research

Temporary Restraining Order (TRO) Guidance for PIs

Sent via researcher list 2/03/2025

Colleagues,

On Friday, January 31, 2025, a Federal Court issued a Temporary Restraining Order (TRO) directing Federal grant-making agencies to “…not pause, freeze, impede, block, cancel, or terminate… awards and obligations on the basis of the President’s recently issued Executive Orders.” We are starting to see communications from agencies related to the TRO.

Based on this TRO, you (and any subrecipients) can proceed with your work on all federal grants and cooperative agreements awarded directly to UW. OSP has already notified subrecipients that were issued pause notifications that they can resume work. For federal contracts and pass-through funding, we need formal notification to resume work. More details on steps to take if you receive a reversal notice are included in a separate notice sent to SAGE users and research administrators.

We are aware that some Principal Investigators are having conversations with their program managers about restrictions on specific grant and contract activities associated with the EOs. If you have such a conversation, please document it.

Note that this order is temporary — litigation in the case is ongoing. Changes can be implemented at any time. Updates will be provided as impacts are known. We are actively tracking developments related to federal research funding and are regularly updating the Office of Research web page providing Guidance on New Administration Policy for Federal Research. In addition, OSP and GCA are working with research administrators through the tri-campus MRAM group in efforts to keep people informed. Please maintain good communication lines with your research administration staff.

We appreciate the good work that you are doing in your research.

Mari Ostendorf
Vice Provost for Research

Temporary Restraining Order (TRO) Guidance

Sent via MRAM and SAGE listserve 2/03/2025

Greetings Colleagues,

On Friday, January 31, 2025, a Federal Court issued a Temporary Restraining Order (TRO) directing Federal grant-making agencies to “…not pause, freeze, impede, block, cancel, or terminate… awards and obligations on the basis of the President’s recently issued Executive Orders. This TRO also prohibits agencies from implementing or giving effect to OMB Memo M-25-13 (rescinded).

This order is temporary as litigation in the case is ongoing. Updates will be provided as they become known. Changes can be implemented at any time, and it is imperative that expenditures be processed in a timely manner accurately.

What does this TRO mean for current federal assistance awards?

Please continue working on federal assistance awards (grants, cooperative agreements).

For federal acquisition funding (federal contract), while we expect a contract amendment, please note we need the specific contract amendment before we can process a resumption of work Award Modification.

For federal assistance pass-through funding (i.e. UW is the subrecipient) while we expect a resumption letter from the pass-through entity, note we need this specific resumption letter before work resumes.

What if I received an earlier suspension notice? In light of the TRO, we are receiving updated notifications from sponsors. If OSP and GCA processed an earlier stop-work order on prime federal assistance funding, an Award Modification will be created to allow resumption of the work based on general notifications received from sponsors. You do not need to do anything to initiate the Award Modification.

If you directly receive a specific resumption notice for your award, please submit it as an OSP & GCA Award Modification in SAGE, choosing “Other” as the Category, and “Other Change” as the subcategory. Be sure to attach the specific award notice to the MOD. Please let osp@uw.edu know the MOD#.

A subrecipient received a suspension letter from the UW. Will they be able to resume work?

Resumption letters have been sent, effective February 1st.

Do we expect any future interruption in payments to the University?

During the timeframe the order is in effect, agencies are ordered not to interrupt obligations.

Can I ask UW to do an advance draw on my award?

No, UW cannot draw funds in advance.

Federal Administration Updates: Proposals and Awards

Sent via MRAM listserve and researcher list 1/28/2025

Greetings Colleagues,

The Trump Administration has quickly begun implementing its policy priorities, issuing Executive Orders (EOs) and initiating internal reviews across several agencies. As is often the case for a new administration, there are temporary pauses on funding, external communications and operational reviews. Many decisions will be delayed until new agency leadership is in place, allowing them to interpret Congressional authorizations, streamline operations and align with the new Administration’s priorities. While we understand that these priorities represent a shift from the current state, we still need additional guidance to fully understand their impact.

Yesterday, a memorandum published by OMB () provided guidance directing federal agencies to temporarily pause activities associated with federal grant, loan or federal financial assistance programs. Additional information was released today in a memo clarifying that the pause does not apply across the board, just to activities implicated by the President’s Executive Orders that were specifically listed in the M-25-13 guidance. Legal challenges have been brought forth across the nation, and court decisions actively are unfolding in real time.

Many details remain unclear, but our understanding is that most researchers will be able to continue their work without a pause, and proposal submission systems continue to operate. However, we are starting to see agency requests to PIs for scope revisions and suspend work orders for obligated funds. It is important that you monitor your email for these requests and respond in a timely manner should you receive one. If you receive agency communications related to suspend or stop work orders associated with a specific award, please send it to osp@uw.edu and your dean’s office.

For more general guidance and steps to take in responding to a request to stop or suspend work, see Guidance on New Administration Policy for Federal Research. Please bookmark this web page; it will be updated as we learn more.

With support from UW’s Federal Relations team, the UW Office of Research, Office of Sponsored Programs, and UW Finance, Planning and Budgeting are closely watching developments impacting research, including Executive Orders, sponsor policies and other changes under the new administration. If you are aware of broad agency memos that are relevant to UW’s research enterprise, please share these with us by emailing federal-updates@uw.edu.

Thank you,

The Office of Research, the Office of Sponsored Programs, and the Office of Sponsored Programs Finance

Federal Administration Updates

Sent via MRAM listserve 1/23/2025

Greetings,

I’m writing to provide broad communication in response to the questions that many of you and your faculty have been bringing to the Office of Research related to recent Executive Orders.

An evaluation of agency’s policy and priorities is expected with every new administration. This process has happened across the federal government with every new administration and president. Absolutely, we are concerned that there are significant disruptions and uncertainty to all efforts on federal grants and contracts. We are actively monitoring the situation and how each agency works on the transition. Where there are impacts on current awards, such as travel freezes, we will provide updates. While there may be pauses on study section review, proposal and submission continues based on published sponsor due dates.

Researchers can send description of any impacts to them to research@uw.edu.

Mari Ostendorf
Vice Provost for Research
Endowed Professor of System Design Methodologies
Electrical & Computer Engineering Department

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]]> MRAM: April 2026 GCA Newsletter /research/announcements/mram-april-2026-gca-newsletter/ Tue, 21 Apr 2026 00:06:04 +0000 /research/?post_type=announcement&p=66830 Grant & Contract Accounting published their March 2026 newsletter and shared it via MRAM. Review GCA’s Newsletters

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]]> Grant & Contract Accounting published their March 2026 newsletter and shared it via MRAM.

Review

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]]> Department of Energy (DOE) GENESIS Phase I Proposals /research/announcements/department-of-energy-doe-genesis-phase-i-proposals/ Mon, 20 Apr 2026 21:29:25 +0000 /research/?post_type=announcement&p=66359 Update sent to the UW MRAM list and impacted PIs on April 21, 2026: Yesterday, April 20th, the Department of Energy (DOE) again updated funding opportunity...

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]]> Update sent to the UW MRAM list and impacted PIs on April 21, 2026:

Yesterday, April 20th, the Department of Energy (DOE) again updated funding opportunity DE-FOA-0003612, extending the deadline for Phase I proposal applications to Friday, May 1st. This allows some additional time to prepare, particularly if a proposal is being revised to the recommended format of lead institution and subrecipients.

With a May 1st sponsor deadline, for Phase I proposals on which UW is the lead institution, the internal deadline per GIM 19 for the eGC1 to arrive in OSP marked RTS-yes is now 5:00 pm on Tuesday, April 28th. This is later than the deadline we set in connection with the blanket GIM 19 waiver yesterday, so OSP is not further extending that waiver. Please work with any subrecipients to have proposals finalized by the 3-business-day deadline as usual.

If there are circumstances related to a specific application that warrant a GIM 19 waiver request, those can be considered based on established criteria under the usual process. Also, on any applications for which UW is not the lead institution, our sponsor may have an earlier deadline to receive UW’s application materials. If a lead institution’s earlier deadline means that the 3-business-day deadline would fall before 10:00 am on Monday, April 27th, the blanket GIM 19 waiver still applies.

The following message was sent to UW MRAM subscribers and impacted PIs on April 20, 2026.

The Department of Energy (DOE) issued a change to funding opportunity DE-FOA-0003612 on Friday, April 17th. Instead of strongly recommending collaborative proposals for Phase I, they are now strongly recommending proposals with a lead institution and subrecipients. DOE is still accepting collaborative proposals, but some applicants will choose to revise proposals in line with this change. This last-minute change may result in revisions to in-process proposals.

The UW has 37 proposals as the lead institution, approved as part of the limited submission process. Limited submission only applies to lead institutions. There are at least as many proposals where UW is not the lead institution. In these cases our lead institution will need UW paperwork ASAP this week.

OSP is approving a blanket GIM 19 waiver for Phase I proposals under this opportunity. For Phase I proposals on which UW is the lead institution, the eGC1 marked RTS-yes must arrive in OSP by 10:00 am on Monday, April 27th.

Any applications for which UW is not the lead institution are included in the blanket GIM 19 waiver. Please route those eGC1s as RTS-yes as soon as possible. OSP cannot guarantee that we will be able to meet earlier deadlines set by other institutions acting as lead. However, we will make every effort to provide approval as quickly as possible.

These proposals must arrive in OSP ready to be submitted; please ensure that all required signed forms have been reviewed and approved and signed by OSP prior to routing this as RTS-yes.

Under this blanket waiver, due to the high volume of submissions and limited review time, OSP will provide little to no review of proposals. PIs are advised to work with department staff to ensure that all requirements of the FOA are met.

The DOE deadline is 5:00 pm on Tuesday, April 28th. We will make every effort to submit all of the approved UW-led proposals, but we cannot guarantee that we will make the 5:00 pm deadline for proposals designated as ready to submit after 10:00 am on Monday, April 27th. As the sponsor deadline approaches, lead proposals will be prioritized over collaborative proposals where UW is not the lead.

NOTE: To comply with DOE requirements, OSP will not approve any proposal for which Research Security Training is not complete and/or the Transparency of Foreign Connections has not been reviewed.

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]]> April Q&A and March follow up /research/announcements/april-qa-and-march-follow-up/ Fri, 17 Apr 2026 23:49:38 +0000 /research/?post_type=announcement&p=66348 April Meeting materials are available for your review along with a list of links shared during the session. Q&A from our session are included here for...

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]]> are available for your review along with a list of links shared during the session. Q&A from our session are included here for reference and are available in the MRAM announcements.

Within a week or so following every MRAM, an email like this one typically goes out with Q&A from the session and a link to the meeting materials.

PAFC Hot Topic: GIM 35 Updates & GIM 38

Q: When will updates to GIM 35 & GIM 38 be published?
A: GIM 38 was retired and updates to GIM 35 were published 4/09/2026 following the April MRAM.

PAFC Hot Topic: Effort Reporting

Q1: Is there any central campus coordination regarding retro payroll issues such as the recent SEIU premium pay that was not issued by UW Payroll until 2/2026 & 3/2026 which is now triggering ECC recert going back to FY26 Q1?
A1: Yes, there are currently discussions between Workday support, Payroll, and central units regarding the retro pay issues impacting sponsored awards across the University and potential changes to increase compliance and reduce administrative burden on campus research units.

Q2: I’m trying to remove my security role in certifying effort. How do I know if I have that security role as my goal is to not be a coordinator?
A2: Please reach out to effortreporting@uw.edu and the team can assist you in editing or correcting any roles in the effort system, ECC.

NIH Update – Recent Policy Changes

Q1: Are there any times when you would recommend that we go with ” Option 2″ on proposals, where we use the capped salary amount in the budget instead? I sometimes submit NIH proposals that include an IBS that’s 3-4x higher than the salary cap amount, and including the full IBS in the proposal budget could definitely lead to a budget that doesn’t match how we would actually spend during the award stage.
A1: Option 2 is recommended when the sponsor has a cost limit/ceiling for the proposed budget.

Q2: Do we anticipate most universities will be aware they need to include that extra language in their LOIs as part of their subcontract packets?
A2: We expect collaborating institutions are aware, but we should still confirm. It could be helpful to mention the language when requesting the LOI while the requirement is still new.

Q3: How does including the certification statement in LOIs work with the new policy of not putting the actual LOIs in the proposal, but instead including statements about who is doing the work?
A3: We will have the certification in our files, uploaded to the SAGE eGC1 as part of the subaward package. This way, we can provide proof of the language if the sponsor requests it.

Q4: Is NIH honoring payments to existing foreign subawards?
A4: If NIH approved the continuation of the foreign subaward, we would expect them to allow payments. Please reach out to ospsubs@uw.edu with questions about specific situations.

Q5: Does a subrecipient have to provide an updated LOI with the new statement for ongoing reporting? Or is it sufficient to have the new statement on invoices?
A5: Typically, the final invoice functions as the financial report for a subaward. Therefore, it is fine to rely on the certification on the invoices.

Q6: What documentation is required for OSP to know that NIH approved prior approval for domestic subaward — what kind of documentation do we need to provide for SAGE MODS/ ASR.
A6: Your prior approval requests to NIH should be sent to OSP on a SAGE Award Modification so that OSP can submit the request in the eRA Commons. Therefore, the approval will typically include OSP in the approval response. If instead you receive prior approval from NIH directly, please attach the documentation to the SAGE Award Modification.

New Workday Reports Overview

Q1: Can we search on Applicant PI?
A1: We can only search by the Principal Investigator role that is assigned on the grant.

Q2: Can the data group please add “last 48 periods” to the Time Period drop down? We are going into year 4 of Workday in July. Last 36 periods will no longer give us all the data we need.
A2: Our presenter (Stepanka) believes that is already in the works but will double check with the UWIT team.

Q3: Is r1212 only for grant expenditures or ALL expenditures?
A3: Only for grant expenditures. It can’t be expanded, we are using Prism data source where we only export grant expenditures.

Q4: Is it possible to extract these reports in Excel? Workday does not seem to allow that.
A4: yes, you should be able to export all to Excel. You can also extract to excel the list of journals you get when you click each of the individual numbers.

SAGE Update

Q1: Any timeline on when the list of awards might filter out processed ones automatically?
A1: The completion of a “processed awards” separate list has not been prioritized in the near future. However, one feature update recently released was that your award request list filters will now “stick” as you open and close requests from the list. So if at the start of your day you de-select “processed” requests, they should remain hidden as you open and close requests within that same tab.

Q2: With some of our awards we have to enter the budget by year during the application process, but all funds come as a single pot, so the budget is modified to the award, is this going to work with the new adaptation?
A2: When the full multi-year award is given in a lump sum, and the sponsor does not require you to break out periods for reporting purposes, then the choice will be yours on whether to submit a budget with a single period for the full duration, or if year-by-year periods is helpful for your own tracking purposes.

GCA Escalations & Impacts to Campus Customers

Q: If an ASR is returned to campus, does it move back to the end of the GCA processing line?
A: No, when SAGE items are returned from campus with all required corrections, they are put back to the front of GCA’s processing queue.

March Follow Up: Industry Clinical Trials

Q1: How will the transitioned CTAs be routed to GCA for set-up in Workday? Or will another unit be responsible for Workday set-up?
A1: There should be no change from the way that campus interacts with SAGE for eGC1s/ASRs currently.

Q2: Is there a link where we can see step by step how we can work with CTO for clinical trials? for example, when should we engage CTO, what kind of documentations should be provided for ASR, etc.
A2: See the UW CTO Start-up Guide or the UW Office of Research: Clinical Research – Getting Started with eGC1 Review & Approval

Q3: Will the UW CTO now handle amendments for Clinical Trial Agreements that were previously negotiated by OSP?
A3: Yes, but the process for requesting these has not changed. You will still request a Clinical Trial Agreement Changes via the SAGE Award Modification process.

Q4: Where can I find the new subject injury language/guidance?
A4: UWM and/or HSD should be the custodian for subject injury language/guidance for campus.

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]]> April 16, 2026 SAGE Release Notes /research/announcements/april-16-2026-sage-release-notes/ Fri, 17 Apr 2026 02:20:28 +0000 /research/?post_type=announcement&p=65180 The following features were released to SAGE on the evening of April 16. If you have any questions, please reach out to us at sagehelp@uw.edu. Modification...

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]]> The following features were released to SAGE on the evening of April 16. If you have any questions, please reach out to us at sagehelp@uw.edu.

Modification Requests

Workday Award Details Display in Modification Requests

When viewing or creating a Modification Request, users will now be able to see the relevant Workday Award Details. These details can be used to:

  • Confirm current award amounts
  • Align modification budgets with Workday periods and current amounts
  • Reference special conditions that inform setup or required attachments
  • Assist with learning curve for new staff
  • Prevent additional hops to Workday

By default, the Workday Award Details will be open in the right side panel of the modification request.

Clicking the “X” in the upper right will close the panel. To re-open the panel, select the Workday symbol in the upper right. This will only display if the side panel is closed.

Screenshot of the Workday Award Details side panel, showing the General Information, Award Dates, Award Period Names and Dates, Award Amounts, and Fiscal Special Conditions sections.

Help Text Added for Naming MOD Budget Periods

Review the recently emailed best practices for naming MOD budget periods. Incorporating these best practices into your workflow now will help avoid processing delays or returns. Developed in collaboration with campus partners, help text encouraging best practices has been added to relevant locations throughout SAGE with this release.

If you have any questions or encounter issues, please reach out to sagehelp@uw.edu.

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]]> Best Practices for Naming MOD Periods in SAGE Budget /research/announcements/best-practices-for-naming-mod-periods-in-sage-budget/ Thu, 16 Apr 2026 21:33:16 +0000 /research/?post_type=announcement&p=65173 The following message was sent to SAGE users on the morning of Wednesday, April 15. Please reach out to sagehelp@uw.edu with any questions. As you may...

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]]> The following message was sent to SAGE users on the morning of Wednesday, April 15. Please reach out to sagehelp@uw.edu with any questions.

As you may have heard during April’s MRAM, the SAGE team is working on an update that will integrate information from Modification Requests (MODs) to Workday. This update is expected to be released in May 2026.

Please review the following best practices for naming MOD periods and integrate them into your workflow now; this will help you avoid delays in processing or returns after the May 2026 release.

Best Practices for Naming MOD Periods

As you may be aware, period names in SAGE Budget are used as period names in Workday’s Award Calendar.

When creating a MOD, it is important that you align SAGE Budget period names with currently existing Workday period names. This will help accurately communicate which period is being modified or newly set up. Using inaccurate period names (e.g., supplemental Period 2 is named Period 1 in SAGE Budget) may cause returns that delay processing.

When submitting a supplemental year modification using a new SAGE Budget (not using the ASR budget), update the default “Period 1” name in SAGE Budget to reflect the period your new budget applies to. It must not be the same as another period name already being used on that award.

This Thursday, April 16, SAGE is releasing a side panel within MODs for Workday Award Details. This side panel will allow a seamless view of your Workday period names and dates while you’re creating a MOD in SAGE.

Align Budget Period Names on Future Requests

After an upcoming release in May 2026, MODs that require a SAGE Budget will also expect that preparers align periods in SAGE Budget to those in Workday; if period names do not align, processing may be delayed or the request returned.

Make sure to update your period descriptions in SAGE Budget to align with the correct and accurate period being modified or set up in Workday.

Example Naming Issue & Fix

  • Issue: For MOD budgets, budget preparers are sometimes creating a new SAGE budget for supplemental (renewal) years, but not updating period descriptions to reflect the correct period/year. For example, the defaulted name of Period 1 is kept, even though it is actually Period 2 being set up. Since Period 1 already exists in Workday, this will cause a conflict at time of integration, and the request will be returned.
  • Fix: Update your period descriptions in SAGE Budget to align with the correct and accurate period being modified or set up in Workday. Do not re-use Period 1 for supplemental year (renewal) periods.

Get Help

On Thursday, April 16, instructional text will be added in relevant locations throughout SAGE to remind budget preparers of best practices; MOD Budget & Award Lines and Budget Settings documentation has been updated.

Please reach out to sagehelp@uw.edu if you have any questions when putting together MODs. You may also if you would prefer to screenshare while working directly with a SAGE expert.

We appreciate your partnership.

Office of Research Information Services (ORIS)

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]]> NIH – Update Late & Continuous Submissions /research/announcements/nih-update-late-continuous-submission/ Tue, 07 Apr 2026 21:46:31 +0000 /research/?post_type=announcement&p=63345 This message was sent to all active PIs & MRAM. On March 31, 2026, NIH issued this policy Update of NIH Late Application Submission Policy and...

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]]> This message was sent to all active PIs & MRAM.

On March 31, 2026, NIH issued this policy Update of NIH Late Application Submission Policy and End of Continuous Submission .
While the notice ends the Continuous Submission policy, it also announces updated reasons for late submission.

NIH’s Continuous Submission policy ends after August 10, 2026.

The Late Submission Policy will include concessions for PD/PIs who have participated in recent review or advisory group meetings.

  • On or after May 25, 2026: Late Submission Policy update is effective for applications due on or after May 25, 2026.
  • Named PD/PIs on applications may submit during the late application period if “within four calendar weeks before or after the due date they have participated in:
    • An NIH peer review study section or special emphasis panel
    • An NIH Board of Scientific Counselors, Program Advisory Committee, or an NIH Advisory Board or Council”
  • Per the notice, “This specific review service is the only pre-authorized reason for a late submission (i.e., automatically accepted once review service information provided in the cover letter is confirmed). Other types of NIH activities and services for other federal agencies or private organizations are not acceptable reasons for late submission.”

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]]> For the Record- April 7, 2026: E-Consent Tools, CBRC Consultation Service, More /research/announcements/for-the-record-april-7-2026-e-consent-tools-cbrc-consultation-service-more/ Tue, 07 Apr 2026 17:42:58 +0000 /research/?post_type=announcement&p=63342 In this Issue: New Electronic Consent Options Now Available for UW Researchers Consultation Service to Support Community Engaged Research Expansion of UW Medicine Security Review Requirement...

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]]> In this Issue:

New Electronic Consent Options Now Available for UW Researchers

Both Support Compliance with FDA 21 CFR 11 Requirements

UW researchers now have access to two new electronic consent (e-consent) solutions designed to support compliant, participant friendly consent processes –, which is now live, andUW Florence eConsent, launchingApril 15, 2026. Both tools support compliance withfor electronic records and signatures required for FDA-regulated research.

These tools also help advance theby offering more flexible, accessible consent options that can reduce participation barriers and better support diverse study populations.

Key Features & Requirements – REDCap Part 11

  • Enables both electronic consentandelectronic data capturewithin the same validated REDCap environment—ideal for studies needing integrated data and consent workflows.
  • Signed consent forms areautomatically retainedwithin the REDCap system for required retention periods.
  • RequiresREDCap Part 11 training, including user management and record locking procedures essential for compliance.
  • Project specific service feeapplies.

More information, including instructions for requesting access, is available at.

Key Features – UW Florence eConsent

  • Maintained and supported by theand integrated with Florence eBinders.
  • Participants authenticate their identity via anemail-based account, with study teams helping as needed.
  • Signed consent forms can besaved directly to the study’s regulatory binderor downloaded.
  • RequiresFlorence-provided trainingfor all study team users.
  • Includes aone-time feefor industry sponsored and initiated studies.

More information will be available on the UW Clinical Trials Office website at launch or shortly thereafter. Study teams may contact the UW Clinical Trials Office atuwcto@uw.eduwith “UW Florence eConsent” in the subject line.

Reminder– As with all electronic consent methods, using any e-consent tool requires UW IRB approval (for UW reviewed studies), or External IRB approval and HSD review (for externally reviewed studies). All applicable requirements for electronic consent documentation must be met. Please reviewHSD’s Consent Guidancefor more information or contacthsdinfo@uw.eduwith questions.

Consultation Service to Support Community Engaged Research

Now Available!

Community partners from 16 organizations, together with the, are collaborating to deepen partnerships between researchers and marginalized communities—ensuring that research is shaped by community priorities and contributes to eliminating health disparities across Washington State.

Theconsultation service supports researchers by:

  • Buildingbidirectional communicationbetween community and research teams
  • Offeringeducation and guidanceon best practices for community engagement
  • Supportingcommunity leadershipwithin research processes
  • Helping createequitable recruitment pathwaysfor participation in clinical trials

This service supports compliance with the UW specific RCW 28B.20.540 requirement to enroll traditionally underserved populations in clinical trials as outlined inHSD’s Diversity in Clinical Trials Guidance.The guidance describes how these statutory and ethical requirements are incorporated into study design and recruitment planning, includingexpectations for community engagement.

Researchers interested in receiving CBRC consultation for an upcoming or existing study are encouraged to complete the.

Capacity Note:As the Office of Health Care Equity begins integrating these consultations into existing meeting structures over the coming months, our availability is limited.

Expansion of UW Medicine Security Review Requirement for Research involving Artificial Intelligence

Effective Immediately!

To help ensure the appropriate protection of patient information in light of the increased privacy and reidentification risks introduced by AI technologies, UW Medicine has expanded its security review requirement. This requirement was previously limited to School of Medicine research.It now applies to all UW research using AI outside of awhen the research:

  1. Uses,or
  2. Targets enrollment ofUW Medicine patients

For studies reviewed by the UW IRB:

  • HSD’s IRB Protocol forms now include a question prompting researchers to obtain the required security review.
  • IRB approvalwill notbe issued until documentation is provided that the UW Medicine security review has been completed.

For studies reviewed by a Non-UW IRB:

  • HSD has updated its external IRB request form to alert researchers to this requirement.
  • HSD willnothold its reliance authorization while the researcher completes this review, and researchers do not need to submit documentation of the security review outcome to HSD.

For questions and additional information:
For information about how to obtain a security review, refer to thewebsite. For questions about this process, contactuwmed-security@uw.edu.

New 1099 MISC Reporting Thresholds for Participant Payments

Updates

The Internal Revenue Service (IRS) has increased the threshold for reporting research participant payments as miscellaneous income on Form 1099 MISC from $600 to $2,000 and indicated the threshold is expected to adjust annually for inflation. In response,UW Finance has raised the University’s internal threshold for collecting tax reportable payee information (including SSNs) from $600 to $1,500.

HSD has updated ourconsentandsubject paymentguidance and revised ourconsent template languageto reflect this change.

Consent forms utilizing the prior $600 threshold language do not require revision. However, researchers are welcome to submit a modification in Zipline to revise or remove the language if total payments are below the new UW internal reporting threshold of $1500 and SSN will no longer be collected.

For questions about the change in UW internal reporting requirements, contact UW Procurement Services atpcshelp@uw.edu. For questions about consent form template language or HSD guidance changes, emailhsdinfo@uw.edu.

Revised Cooperative Agreement with Public Health Seattle & King County (PHSKC)

Enhanced Clarity and New Process

UW and Public Health – Seattle & King County (PHSKC) have completed negotiations and have reached agreement on a revised cooperative IRB agreement. This cooperative agreement establishes the policies and processes under which the UW will review research projects that involve both institutions. The longstanding cooperative agreement between UW and PHSKC was last updated in 2003. Since then, many changes have taken place in the regulatory landscape surrounding multi-institutional research including the NIH single IRB policy and the Common Rule single IRB requirement. Features of the new agreement:

  • Reiterates that UW provides IRB review and oversight for both institutions for research led by UW investigators in which Public Health Seattle King County (PHSKC) is engaged. UW does not provide review for PHSKC research in which UW is not engaged or for PHSKC led research in which UW does not have a leadership role.There is no change from the previous agreement, however shifting institutional practices have led to a lack of clarity in recent years about which studies UW provides review for.
  • Researchers may use theUW/Fred Hutch HIPAA Authorization Formto obtain authorization from study participants for research use of PHSKC held Protected Health Information (PHI), eliminating the need for different forms and allowing researchers access to an authorization form in 25+ different languages.
  • Researchers must obtain the sign-off from the PHSKC Research Administrative Review Committee (RARC) for each study in which PHSKC will rely on UW. This process will be similar to how HSD requires sign-off from most other institutions relying on the UW IRB.

For more information, readHSD’s new webpage on research involving PHSKCor contacthsdrely@uw.edu.

Upcoming JEDI Research Retreat

April 24, 2026

TheUW Medicine Justice, Equity, Diversity & Inclusion Center for Transformational Research (UWM JEDICTR)will host a one day retreat on April 24th to bring together researchers from across the biomedical, translational, public health, clinical, and educational spectrum. The retreat will be held in-person at the Douglas Classroom at the Center for Urban Horticulture.

The retreat will feature reflections on JEDI principles in research and working sessions focused on values, mission, vision, and strategic priorities. Breakfast and lunch will be provided.

Space is limited to 45 participants.

.
A waitlist will open if capacity is reached. Please feel free to share the invitation with colleagues.

Questions may be directed to Keenan Dowers atkeenand@uw.edu.

Diversity in Clinical Trials Town Hall

Save the Date

Save the date for the upcoming virtual Diversity in Clinical Trials Town Hall onWednesday, May 27, 2026 from 1:00-2:30pm PT.

This session will provide important policy updates following the January 1, 2026 go-live date and highlight resources available to support compliance across the UW research community.

A live Q&A will be included. Zoom registration information will be shared soon. Visit thefor updates.

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]]> NIH – Domestic subawards to require prior approval /research/announcements/nih-domestic-subawards-prior-approval/ Thu, 02 Apr 2026 16:13:48 +0000 /research/?post_type=announcement&p=63234 This message was sent to all active PIs and MRAM. On March 25 2026, the NIH published NOT-OD-26-062: Prior Approval Requirement for Changes to Domestic Subawards....

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]]> This message was sent to all active PIs and MRAM.

On March 25 2026, the NIH published : Prior Approval Requirement for Changes to Domestic Subawards.

Effective June 1, 2026, all prime recipients are required to obtain NIH prior approval when adding a new domestic subaward to a project post-award, when the arrangement was not originally a part of the peer-reviewed and approved application.

OSP must submit these requests to NIH in the eRA Commons Prior Approval Module.

As of June 1st, when a subaward needs to be added to an NIH award after it has been awarded to the UW and is set up in Workday, please follow these steps:

  1. Prepare an Award Modification in SAGE to Add a Subaward – request Prior Approval
  2. Include a subaward package with the documentation required by GIM 7, as if the subrecipient was being included in an original proposal
  3. Attach the documents needed for the Prior Approval Module in PDF format, including:
    • A justification document explaining the rationale for the request
    • A budget document, preferably in the form of a Subaward R&R Budget
    • The budget and the subrecipient’s letter of intent should reflect the proposed effective date, which is required information in the Prior Approval Module

NIH approval is required before moving forward with the SAGE subaward request. Please plan ahead and get these Award Modification requests routed to OSP in SAGE as early as possible.

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]]>