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Award Terms and Conditions

The Alaska INBRE Terms & Conditions replace award letters and is a resource for all INBRE awards. As of June 2025, only award letters are generated for Research Projects & Pilot Projects. The document uses bookmarks to help awardees find the information they are looking for quickly in the document. This is a living document and can change – please review all terms & conditions upon receipt of awards.

General Award Terms

Student Employees

Travel

Carryover Awards

Publication Support Awards

RAC Technology Access Grants (TAGs)

 

DSC Awards

 

CBPR Award

SCURE

General Award Terms: These award conditions apply to all awards. If you do not comply with these terms and conditions, you will not be eligible for future Alaska INBRE funding.

Procurement/Expenditure Authority:

  • Upon receipt of an awarding email and/or award letter from the Alaska INBRE program, you have approval to expend the funds per the scope of work in your application. No additional approvals are required from Alaska INBRE. If there is a change in scope, activities, period of performance, or budget, prior approval from Alaska INBRE is required.
  • Carryover is NOT allowed under any circumstances.
  • The INBRE awards must follow Uniform Guidance, NIH policies and procedures, as well as institutional policy and procedures.
  • Unallowable costs include, but are not limited to, stipends, honoraria, participant support costs, and predatory journal fees.
  • All charges posted to the INBRE award will be reviewed by the INBRE fiscal officer, and any questionable charge will be investigated. It is the responsibility of the purchasing department to respond to any requests regarding this.
  • Only salary/ labor charges will post in the last 30 days of the award. If other costs are requested during the final 30 days, please reach out to the INBRE Associate Director, Julie Benson.
  • Costs for research collaborations with U.S. and/or foreign institutions are allowable. While INBRE funds may not be transferred via subcontract to an institution in a non-IDeA state or foreign country, the funds may be used for fee-for-services such as technical training, sample collection, and data analysis. Funds may also be used for attending scientific conferences in domestic as well as foreign sites.

Citation:
All Publications related to this award must cite the Alaska INBRE grant and adhere to the NIH Public Access Policy. When possible, use the Alaska INBRE logo available here.

  • The following grant acknowledgment of full or partial support of the research must be included using the following language from NIH: This publication was supported by an Institutional Development Award (IDeA) from the National Institute of General Medical Sciences from the National Institutes of Health under grant number P20GM103395.
  • When appropriate, please add the following disclaimer: The content is solely the responsibility of the authors and does not necessarily reflect the official views of the NIH.
  • This includes journal articles, oral or poster presentations, news releases, news and feature articles, interviews with reporters and other communications.
  • If INBRE equipment or funds were used to generate data, investigators must ensure submission to the NIHMS system to obtain a PMCID number (different than a PMID number) upon acceptance of the manuscript. Please contact Jynene Black (jablack@alaska.edu) for assistance. Failure to obtain the PMCID number for publications will delay continued NIH funding for the entire INBRE grant.
  • Publications must be reported to Alaska INBRE for inclusion in the annual progress report to NIH during our annual reporting period. See the Reporting section for additional information.
  • All publications that arise from AK INBRE support must cite the grant (NIH P20GM103395). Publications that cite this grant may not include authors who hold an affiliation with a foreign institution. Exclusion of P20GM103395 (AK INBRE) from acknowledged support in a published work is not an option. 

Please see the AK INBRE Foreign Components statement for detailed guidance.

Network-Wide Annual Research Conference (NARC): All award recipients are invited to present research related to this award at the NARC when scheduled (normally in the fall) unless your specific award (see additional terms following) requires presentation.

Reporting & Evaluation: Respond in a timely manner to requests and surveys for progress data and research findings via all mechanisms, including the Alaska INBRE reporting database. Alaska INBRE’s annual reports are due in January, April, and September each year. Have questions about reporting or evaluation? Contact INBRE Internal Evaluator Jynene Black (jablack@alaska.edu).

Application Reviews: Research project awardees are expected to participate in the review of student research assistant applications as needed. A research project is defined as a research project, pilot project, or graduate research assistantship for the purpose of the reviews.

Equipment: All equipment purchased, provided or supported by Alaska INBRE is shared as a network resource.

Responsible Conduct in Research (RCR): All research project participants must complete the RCR training available at their home institution. A research project is defined as a research project, pilot project, or graduate research assistantship for the purpose of the reviews. Also, undergraduate research participants must complete RCR training.

Foreign Components: The performance of any significant scientific element or segment of a project outside of the United States, either by the recipient or by a researcher employed by a foreign organization, whether or not grant funds are expended. Activities that would meet this definition include, but are not limited to, (1) the involvement of human subjects or animals, (2) extensive foreign travel by recipient project staff for the purpose of data collection, surveying, sampling, and similar activities, or (3) any activity of the recipient that may have an impact on U.S. foreign policy through involvement in the affairs or environment of a foreign country. Examples of other grant-related activities that may be significant are:

  • collaborations with investigators at a foreign site anticipated to result in co-authorship;
  • use of facilities or instrumentation at a foreign site; or
  • receipt of financial support or resources from a foreign entity.

Student Employment: Students are a dynamic and essential part of the Alaska INBRE program through the efforts of the Student Research Program (SRP). Mentors and students must read these terms & conditions. Accepting student employment is acknowledgement from both the mentor and student of these terms and conditions. Mentors are expected to support student employees in multiple ways including network engagement, professional development and must fulfill all supervisory responsibilities. For questions regarding these terms and conditions, contact the SRP Lead/Program Coordinator, Kristin O’Brien (kmobrien@alaska.edu).

  • Participate in a one-day professional development workshop held in conjunction with the annual INBRE Network-wide Annual Research Conference (NARC) in the Fall
  • Apply to attend professional development opportunities that are offered by INBRE including EPSCoR-INBRE IGNITE.
  • Participate in local professional development opportunities that are offered by INBRE including EPSCoR-INBRE IGNITE.
  • Complete all safety training and obtain necessary approvals (such as Institutional Review Board or Institutional Animal Care and Use Committee) required by your institution before any work begins.
  • Create an eRA Commons Profile if you do not have one already. Alaska INBRE Internal Evaluator Jynene Black will assist you in this process.
  • Provide a report of research progress via the INBRE Piestar reporting database, which INBRE Student Research Program Co-Leaders will review. Reporting will be due in January, April, and September, depending on the semester awarded.
  • Attend intramural seminars and workshops
  • If still a student and in Alaska at a partner institution, attend the INBRE Network-wide Annual Research Conference (NARC) in the Fall and present a poster describing your research project. Travel, room, and board for the retreat and professional development workshop will be paid by Alaska INBRE.
  • Participate in seminars and workshops on teaching and learning (intramural and/or in conjunction with other organizations)
  • Present research results at one or more regional/local conferences
  • Attend and present research at one national/international conference if possible
  • Submit research manuscripts to peer-reviewed journals
  • Participate in regular lab meetings
  • Complete Alaska INBRE’s pre & post surveys as requested.
  • Undergraduate Research Awards (URA Scholar and FiRE Program) Specific Terms & Conditions:
    • Attend a 1 hr INBRE orientation in early September, January, or May (date to be announced).
    • Attend a weekly virtual professional development workshop that meets for 1 hr each week. 
    • Complete all safety training and any compliance committee approvals required, such as Institutional Review Board or Institutional Animal Care and Use Committee before beginning and work. Please check with your faculty preceptor and their departmental safety officer for a list of required training.
    • Work in the lab of your Preceptor up to 40 hours per week during summer and 20 hours per week during fall & spring semester. Complete a Mentee-Mentor Agreement with their mentor and submit it to AK INBRE (ua-akinbre@alaska.edu) in early September, January, or May.
    • Participate in a weekly INBRE summer professional development workshop (Summer Scholars only).
    • Be in the state of Alaska for the duration of the award period unless prior approval has been obtained from INBRE.
  • Graduate Student Specific Terms & Conditions:
    • Attend a 1 hr INBRE orientation in September.
    • Work in the lab of your preceptor up to 40 hours per week during summer and 20 hours per week during fall & spring semester.
    • Review undergraduate applications as needed.
    • Enrolled in a minimum of 6 credits and up to 9 credits (if required) per fall and spring semester in courses listed on the awardees’ Graduate Study Plan.
    • Be in the state of Alaska for the duration of the award period unless prior approval has been obtained from INBRE.
    • Students working full time (including internships) are not eligible.
    • Maintain good academic standing (3.0 GPA) throughout fall and spring semesters of the award year. Grades must be submitted with January and May reports (see below).
  • Early Termination:
    • If a student, undergraduate or graduate, resigns from their position prior to the expected end date, INBRE must be notified. If funds have been transferred, it is possible that the funds will be returned to INBRE.
  • Mentor Expectations:
    • Mentor expectations are available here.

Core Award Specific Terms:
Pending input from the core directors.

Travel Specific Terms:

  • Follow the federal regulation Fly America Act and NIH travel policies. See the following sections for specific information related to the traveller type.
  • Submit a Google form trip report with a relevant photo to ua-inbre@alaska.edu 15 days after travel is completed. This report and any photos submitted constitute permission for use in Alaska INBRE and UA outreach efforts, including publications and websites.
  • Food/Incidentals Restriction: ONLY Per Diem will be allowable for reimbursement on INBRE funds, no actual food/incidental expense reimbursement.
  • Rental cars are unallowable unless express written permission is granted in advance. Requests will not be considered unless a significant cost-saving and/or business-necessary justification is provided.
  • If you request support to attend a meeting or professional conference, you are expected to fully attend the event unless there are extenuating circumstances.
  • All travel must be in accordance with UA Board of Regent Regulations http://info.alaska.edu/bor/ or your institutional regulations. Travelers must use the most economical and direct route of transportation available.
  • Foreign travel is supported however foreign travel for collaborative purposes only is not supported by Alaska INBRE. Collaboration During Foreign Travel is defined as follows: traveling to collect data, conduct research, collaborate with investigators at a foreign site anticipated to result in co-authorship, use facilities or instrumentation at a foreign site, or receive financial support or resources from a foreign entity. Foreign travel for training is allowed.
  • Travelers to conferences are expected to participate in the entire conference.

Researcher Travel Awards:

  • UA researchers
    • UA Awardees must follow UA institutional, campus, and departmental travel rules, policies and procedures. Travel arrangements are the sole responsibility of the traveler and their department. Travel Authorizations must be filled out correctly with the appropriate approving signatures for local, out of state, and international destinations.
    • UA Travelers: your travel expense report is due no later than 14 business days from the trip’s end date to the Travel Office and Dawniel Dupee, INBRE Fiscal Officer, dadupee@alaska.edu. Any unallowable costs posted to the INBRE funding will be transferred to the department’s institutional funding (Fund 1).
    • UA Awardees will receive an email with the fund/org/activity code and instructions from Katie Powell, INBRE Procurement Technician & Travel Delegate, kdpowell2@alaska.edu. The traveler is responsible for booking their own travel following their departmental procedures.
  • Partner Institution Researchers (ANTHC, SCF, and Ilisagvik College)
    • ANTHC, SCF, and Ilisagvik College travelers will follow the processes outlined in the terms and conditions of their purchase order and in accordance with Uniform Guidance, specifically travel per diem expenses. The awardee must notify the Alaska INBRE program immediately and seek instructions on next steps if the dates of travel/event change or are canceled.
Student Travel Awards:
  • UA students
    • UA Awardees must follow the University travel policies and procedures. For UA Travelers, your travel expense report is due no later than 14 business days from the trip’s end date to the Travel Office and Dawniel Dupee, INBRE Fiscal Officer, dadupee@alaska.edu. Any unallowable costs posted to the INBRE funding will be transferred to the department’s institutional funding (Fund 1).
    • Supervisors and Mentors agree to support this student’s travel request and accept responsibility to review the travel costs and the subsequent expense report.
    • UA Undergraduate Student Travelers will receive an email from Katie Powell, INBRE Procurement Technician & Travel Delegate, kdpowell2@alaska.edu, to arrange their travel.
  • Partner Institution students (ANTHC, SCF, and Ilisagvik College)
    • ANTHC, SCF, and Ilisagvik College travelers will follow the processes outlined in the terms and conditions of their purchase order and in accordance with Uniform Guidance, specifically travel per diem expenses. The awardee must notify the Alaska INBRE program immediately and seek instructions on next steps if the dates of travel/event change or are canceled.

Publication Support Awards: Follow the citation terms & conditions listed in this document.
Per the publication opportunity FOA, Alaska INBRE will not:

  • Fund separate open-access fees;
  • pay charges for color figures in the print version if a color version is available for free in the online version;
  • pay fees to predatory journals.
Carryover Awards:
  • These awards do not allow for preaward costs as they require NIH approval.
  • These awards do not allow for ANY rebudgets/ substitutions.

SCURE:

  • Student Participation and Salary Support:  SCURE funding and associated salary support are contingent upon sufficient student participation and successful delivery of the SCURE. Alaska INBRE may cancel the award if an adequate number of students do not apply following the FiRE application deadline and review. If the SCURE is not delivered as proposed or required program elements cannot be fulfilled, Alaska INBRE may reduce or discontinue salary support. Student wages, housing, travel, and related support are provided separately through the FiRE program and may not be charged to SCURE funds.  
  • Mentor Availability: The Principal Investigator (PI) must be present and actively engaged in mentoring students during the entire FiRE program. Investigators whose salary is supported by the award are expected to be available to supervise student research activities in person for the duration of the FiRE program.
  • Short Absences: If the PI is briefly unavailable (e.g., field work), a qualified mentor (e.g., postdoctoral fellow or graduate student) may supervise students; however, the PI remains responsible for overall mentorship and oversight.
  • Rebudgeting: Rebudgeting between approved budget categories requires prior approval from Alaska INBRE. Funds may not be rebudgeted to support activities unrelated to the approved SCURE.
  • All expenditures must comply with the General Award Terms outlined in this document.

Updated 3/9/2025

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