REX FORM HELP

1. P.I. Names.  A Principal Investigator must be the first investigator listed.  He or she generally must be a WSU tenure-track faculty member.  Additional investigators (Co-P.I.s) can be WSU employees or students.  Do not list Co-P.I.s or collaborators from other institutions.   Remember to add the social security number for each person.
   When filling out a REX form for a continuation or renewal or revision of a proposal that has already been processed by OGRD, as far as possible try to keep the order of the investigators the same.
2. Departments/Zip Codes and Budget Numbers.  List the departments from which each of the investigators is affiliated.  Adding the zip codes enables OGRD to send copies of information to the appropriate department chairs.
3. P.I.'s phone number and e-mail.  If OGRD has any questions regarding the REX form, their main point of contact will be the Principal Investigator.  They also use e-mail to contact the P.I. especially with NSF and NIH grants, which are going online completely.
4. Department/College Administrator's Name/Phone/E-mail Address.  This is used to help OGRD identify the main departmental contact person.  If there are questions and the P.I. is not available, this is the person OGRD will contact.  Do not list the dean, nor your Chair unless he/she is the person you want OGRD to call if they can't reach you because the delivery address or some other information is incorrect.  The preferred person is the unit Administrative Manager or other person responsible for working with the P.I. to get the proposal out.   For county Extension faculty, the grants administrator at CAHNRS BFO is that person.  Phone 509-335-2867.
5. Proposal Title.  Keep the title as close to the same as possible for continuations or renewals.  This will help OGRD track grant activity much more easily.
6. Agency Name/Address/Phone Number.   OGRD will use this information to create a mailing label and Request for Shipment form.  Be as specific as possible.  Avoid acronyms.  There are so many similar acronyms, it may be difficult to determine to which agency you are applying.  If you need extra room, simply attach a sheet of paper with the address.  Some agencies have more than one program and address to which materials must be sent.  Make sure to determine which address is appropriate for you.
7. Total Direct/Total Indirect/Total Amount Requested.  Please limit the budgeted amounts to the amount requested from the agency in these three fields.  Any other funds  from WSU or any other agency in support of the proposed activity should be listed in the TOTAL COST SHARING field.
8. Support Requested Form.  Include the dates for the entire project.  Adding the days of the month is helpful (MM/DD/YY).
9. Attached is Proposal for.  There are three types of incoming funding - grants, contracts, and gifts.  Determine which one of the three most appropriately describes your proposal:
   Grant:  funding given to support the purposes stated in the proposal.  Agencies typically support general areas of research and determine which best suit the purposes of the agency.  Themes or areas of specialization within research interests of the agency may be given.  The limitations to grant activity are minimal.  The agency rarely requires formal guarantee by the University, rather has accountability requirements.  There are typically no signatures required by University authorities.
   Contract:   A specific Request for Proposal is typically given for contract work.  That is, the agency has a specific research or other activity in mind, puts out a call for bids and proposals to carry out that specific activity.  The agency then awards the proposal that best fits their needs.  Binding contracts requiring signatures from University authorities to guarantee such work are required.  Additional accountability measures are typically required.
   Gifts:  Gifts are the least restrictive source of funding.  Once a gift has been made, recipient holds rights to control and ownership of any work after completion.  The recipient organization also determines how the money will be spent and how work will be reported - no strings attached.
   As for other options in this checklist, a grant, contract or gift can be further classified as to what type of activity will be funded.  Most proposals can be classified as research or extension proposals.  If this is the case, no further classification is required.  However, proposals can be specified for supporting training, equipment acquisition, or to fund fellowships.  It is important to note whether any of these classifications pertain, as additional steps need to be taken in processing these types of proposals.  Feel free to check more than one box, as it applies to your proposal.
10. Application is.  The most common error in filling out this area of the REX form is that many P.I.s check the "NEW" box, when the proposal is really an extension of another grant.  PLEASE check NEW only if you are really proposing a new project.  Otherwise, use  CONTINUATION (adding another year to the existing award) or RENEWAL (to get more than one year, or to renew if it has been a while since the end of the previous award).  Check also PRELIMINARY  if it is a preproposal or REVISION if a revision of a proposal that was denied or awarded with approved changes.
11. Revisions.  If only the budget is revised, write in the OGRD number of the original proposal you sent, and check the REVISION box and the BUDGET box.  If enough of the proposal scope of work has changed, in addition to amount requested, this is considered a REVISED PROPOSAL.  Check REVISION and PROPOSAL boxes, noting again the OGRD number.
12. Agency Requires.  This is the area in which we determine how many copies of the proposal you need to bring to the BFO grants administrator to make a complete proposal package.  The first line is the total amount that the agency requires.  The next two lines help determine how many copies with original (not photocopied) signatures.  Some agencies do not accept photocopies of signatures.  Other agencies require a few copies with original signatures and some photocopied signatures.
    In addition to the copies that the agency requires, the BFO grants administrator needs a copy for the files and OGRD needs two (2) complete copies of the proposal - one for OGRD's records and another to send to the Sponsored Projects Finance Office when the proposal is funded.  Please be sure to include these three copies - your packet is not complete without them.  The P.I. is fully responsible for making all copies of the proposal before OGRD can accept a proposal package. The grants administrator does not make copies for you.
13. Deadline.  Please fill in the date that a proposal is due.  Do not put ASAP on it!  ASAP will not help OGRD determine priorities in sending out proposals, especially on busy proposal dates.  If it is due "tomorrow" then write in tomorrow's date.  Also, please note if only a postmark is needed, or if the proposal must actually be at the agency by the deadline.
14. Budget Information.  Please put the full budget numbers only if you want your proposal to be sent via FEDEX.  Any packages sent via courier must be paid for by the department or college.  Leave blank if you do NOT want it sent via FEDEX.  Be sure you include the first three program numbers of the account; i.e., 09A, 10A, etc.
15. YES/NO Checklist.  For the most part, this is self-explanatory.  Check yes or no as appropriate for how each of the 16 questions apply to your grant.  Make sure to describe details on the second page for each question you mark a "yes" to.  That is, if you answer yes to question 1, write down what space will be used, on page 2.
16. Routing.  P.I. must sign.  This signature means that P.I. is liable for the accuracy of the information, including budget requested, whether or not ethical standards are met, and that the information on the REX form is correct.  Co-P.I.s must sign also.  When the chair, director, and dean sign, that means that they have seen the REX form (which quickly summarizes the University's obligation to the agency in maintaining standards) and agree to be bound by those conditions.  If the P.I.s and Co-P.I.s come from different colleges, all relevant deans must sign.
17. Abstract.  Fairly simple - let us know briefly what the project is about.  If possible, use non-technical language.  Not everyone who must sign and agree to be accountable understands technical language.
18. Budget.  If you have an electronic copy of the REX form, do not make any changes to the line items as listed in the budget columns.  Fill in the total amount of funding requested from the sponsor/agency.  If the University must provide cost sharing or cash matching, note it appropriately in the table.  It is not necessary to breakdown the yearly budgets in this area, although it is useful to attach as part of the proposal.

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