What is the project's start date?
The grant period begins July 1 of the year in which it is awarded.
Do I have the option of delaying the award for a year if other short-term funding comes through?
No. You must begin your project on July 1 of the year in which your grant is awarded.
I will be transferring to a new institution. How can I transfer my grant there?
If you transfer to another institution during the funding period, continuation of the funding at your new institution may be allowed with prior approval from The ASCO Cancer Foundation. To obtain permission, you must request an institution transfer before your transfer occurs. Requests should be sent to grants@asco.org.
Can I reallocate my funds? What if there are changes in the budget, staff, etc., after I receive my grant?
You may request a reallocation of funds from one expense category to another by submitting a request for rebudgeting to The ASCO Cancer Foundation. This written request must specify the dollar amount, which categories are impacted, and a justification as to why this change is necessary. Requests should be sent to grants@asco.org.
In order to approve the request, The Foundation must receive adequate documentation showing (a) all proposed budget changes, and (b) justification for why the proposed budget changes are necessary in order to complete the research project.
If I decline an award, will that be held against me if I apply for future funding?
An awardee who chooses not to accept a grant during negotiation is not penalized for declining the award.
Am I permitted to have simultaneous funding?
At any time after submission of his/her application, the recipient must inform The ASCO Cancer Foundation in writing at grants@asco.org if he/she has been awarded another career development award (such as K23, K08, or any other comparable career development award). The ASCO Cancer Foundation may require the sponsoring institution to refund all or part of the award amount, unexpended funds, and/or funds expended inconsistent with the budget approved as part of the award.
Am I required to attend the ASCO Annual Meeting?
Yes. Your ASCO Cancer Foundation grant includes a budget for travel, which includes the ASCO Annual Meeting and any other travel related to your grant. Exceptions may be granted on a case-by-case basis.
I'm a new awardee and I'm also presenting at the ASCO Annual Meeting. Do I have to register separately?
No. You are given a complimentary registration and are pre-registered for the ASCO Annual Meeting. However, you must register separately, and pay for, any special sessions you plan to attend.
Can I be reimbursed for expenses already incurred?
Only travel expenses incurred for attending the ASCO Annual Meeting can be reimbursed retroactively from the grant.
How do I get reimbursed for my expenses for attending the ASCO Annual Meeting?
You must be reimbursed by your institution. Since the Annual Meeting occurs before the official start of the project period (July 1), your travel expenses are treated as pre-award costs.
Do the grants cover costs of attending a conference overseas?
The ASCO Cancer Foundation grants are only available to support research, either in progress or proposed, and do not provide funding solely for travel or accommodation expenses.
What if I want to discontinue my project?
We advise you to meet and discuss this with your faculty mentor. If you decide to terminate your involvement with a project, send an e-mail to The ASCO Cancer Foundation (grants@asco.org) explaining your situation in detail. If you decide to end your project after your institution has received payment, return the check to The ASCO Cancer Foundation. If the check has already been deposited, the institution must transfer any remaining funds back to The ASCO Cancer Foundation.
I would like to request an extension for my research project. What is the procedure?
If you determine that you will be unable to complete your proposed research project by the end of your award term, you can request a No-Cost Extension. No requests for additional funds will be considered, however. The ASCO Cancer Foundation will approve or disapprove the request at its discretion.
The ASCO Cancer Foundation expects projects to be completed by the stipulated end date, but recognizes that, occasionally, extra time is needed. A No-Cost Extension provides extra time to complete the scope and objectives of your project without additional funds from the Foundation. Requests may not be made for the sole purpose of spending remaining funds; however, you may expend remaining funds during the no-cost extension period. If your request is not approved, costs incurred after the end date are allowable.
When should I request a No-Cost Extension? What information do I need to provide in my request?
Submit no-cost extension requests to The ASCO Cancer Foundation at least 90 days before the expiration of the annual project period. In order to approve the request, the Foundation requires adequate documentation to explain (a) why you were unable to complete the research project within the award term, and (b) your and your mentor's plan to complete the research project during the requested extension period.
How long an extension can I request?
You should only request the actual amount of time needed to complete the project. Typically, requests for no-cost extensions are for three months, six months, or 12 months. Requests for an additional no-cost extension will be considered on a case-by-case basis.
When must I submit my Progress Report and Final Report? Progress Reports and Final Reports should be submitted no later than 30 days after completion of the project term. These reports must include a narrative and a financial report.
Award recipients whose no-cost extension requests are approved must submit an interim progress report at the end of the original award term, and a final progress report at the end of the extended term.
Is there a penalty for returning funds or excess funds?
No, there is no penalty for returning funds. However, the Foundation prefers that grantees expend all awarded funds on eligible expenditures.
What happens if there is money left over?
The institution must transfer any remaining money back to The ASCO Cancer Foundation. Please make the check payable to the American Society of Clinical Oncology. Send the check with a completed budget report and signed form to:
The ASCO Cancer Foundation
Attn: Grants Division
2318 Mill Road, Suite 800
Alexandria, VA 22314
Will The ASCO Cancer Foundation own the rights to my research?
No, the rights to the research will remain with the researcher. Neither ASCO nor The ASCO Cancer Foundation will have intellectual property rights or other rights to data collected or scientific discoveries made through research funded by the grant.
I have publications resulting from the research funded by The ASCO Cancer Foundation. Am I required to acknowledge the Foundation's support?
Both you and your sponsoring institution must acknowledge the support of The ASCO Cancer Foundation in all publications and presentations of the research funded by the award.
How do I acknowledge The ASCO Cancer Foundation in publications?
All abstracts, publications, and presentations resulting from research supported by ASCO and The ASCO Cancer Foundation must contain the acknowledgment "This work was supported by The ASCO Cancer Foundation [Name of Award]. Any opinions, findings, conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect those of ASCO and The ASCO Cancer Foundation."
Can I use The ASCO Cancer Foundation logo and/or ASCO logo in my publications?
No.
I have received a survey from The ASCO Cancer Foundation specifically addressed to past grant recipients. Am I required to respond to these surveys?
Yes. The recipient agrees to respond to The ASCO Cancer Foundation's requests for information on his/her career progress following the award period and annually upload his/her then-current Curriculum Vitae to The ASCO Cancer Foundation's Grants Alumni website at http://webapp.asco.org/Grants_Alumni/. The recipient understands that such a response is mandatory and he/she has an ongoing obligation to provide this information.
Do I need to be an active ASCO Member at the time of my grant application submission?
No. However, you must submit a membership application with your grant application.
Do I have to be a U.S. citizen to apply for or receive an ASCO Cancer Foundation grant?
No. There is no requirement that you be a U.S. citizen in order to apply for or receive the award. We encourage submissions from international applicants.
I obtained my medical degree outside the U.S. Am I eligible to apply for an ASCO Cancer Foundation grant?
Physicians with an MD, DO, or international equivalent, who meet all other eligibility criteria, can apply for a grant.
Can applicants conducting research outside the U.S. apply for ASCO Cancer Foundation grants?
Physicians from all over the world are encouraged to apply for any grant in The ASCO Cancer Foundation's program for which they meet the eligibility criteria.
Is an individual currently funded through a K12 (Institutional Clinical OncologyResearch Career Development Award) eligible to apply? Yes, an individual with a K12 grant is eligible to apply. He/she must indicate the K12 status on the application. If the Grants Selection Committee selects the individual to receive a Career Development Award (CDA), the institution must reassign the K12 funding to another individual at the institution in order for the awardee to accept the CDA.
Can NCI staff apply for The ASCO Cancer Foundation grants?
Yes.
How often are the YIA, CDA, ACRA, and TRP programs offered?
YIAs and CDAs are offered yearly. The ACRA and TRP depend on availability of funding.
When do details about the grants become available?
Each year in August, the details of the CDA and YIA, including terms and conditions, are posted on The ASCO Cancer Foundation website. Details of the ACRA and TRP are posted when funding is available.
Does the Grants program have a specific funding priority area?
Applications for CDAs and YIAs are accepted from all oncology subspecialties. The ACRA and TRP usually focus on a specific disease area. To date, ACRAs have funded breast, lung, hematologic malignancies, and sarcoma cancer research.
What types of disciplines and research have received funding from The ASCO Cancer Foundation?
The ASCO Cancer Foundation's grant recipients represent an extraordinary variety of disciplines. Research has included studies in genetics, neurobiology, molecular biology, imaging, neurochemical studies, neurophysiology, electrophysiology, clinical psychopharmacology, descriptive clinical studies, epidemiological research, treatment modalities, health services research including outcomes, and prevention research.
Do you make grants to individuals for personal needs?
No. The ASCO Cancer Foundation does not make grants for individual personal needs. The Foundation supports clinical oncology research.
What types of institutions are eligible to apply for funding? Must they be based in the United States?
A sponsoring institution must be an academic medical center, but it does not have to be based in the United States. International applications are welcome.
Does The ASCO Cancer Foundation support international researchers?
Yes. Eligible international applicants, either inside or outside the United States, are welcome to apply.
Can I use my temporary ASCO member ID in my online application?
Yes. Please note, however, that to receive an ASCO Cancer Foundation grant, ASCO must approve your membership application. Applications are reviewed and approved quarterly.
How do I prepare a budget?
Your budget request should be an estimate of the funds needed to complete the project you have submitted, within the time frame you have provided on the cover sheet. The ASCO Cancer Foundation has general guidelines for travel funds, direct costs, and administrative expenses; however, there is flexibility within these categories since the research costs vary from project to project.
Do I have to request the total amount?
Yes. If you are receiving other funding for the project, please explain it in the budget justification section of the application.
How much can I request?
You must request the total amount available for the grant. You must also follow the budget guidelines for each grant.
Is salary support allowed, e.g., for myself and technicians?
Yes. Allowable personnel expenses may include salary support for you and for technical and/or laboratory personnel. Other expenses with appropriate justification will be considered.
Are indirect costs, also called “Facilities and Administrative” (F&A) costs or “overhead,” allowed?
Yes. No more than $2,500 is allowed for the Young Investigator Award (YIA); $4,200 per year for the Career Development Award (CDA); $10,500 per year for the Advanced Clinical Research Award (ACRA); and $5,000 per year for the Translational Research Professorship (TRP).
Indirect costs are typically facilities and administrative costs that have a shared benefit and are necessary to operate an office. These may include, but are not limited to, monthly fees for office rent, phone and Internet provider fees, photocopier leases, etc. These costs represent the expenses of doing business that are not readily identified with a grant project, such as general administrative expenses or operation and maintenance expenses.
Should I use the NIH F&A rates for the budget section in my proposal?
No. The ASCO Cancer Foundation grants have their own budget guidelines.
What overhead rate do I use? How do I calculate the overhead rate?
Following are the maximum allowable amounts for overhead/indirect costs for the different grants: TRP – $5,000 per year; ACRA – $10,500 per year; CDA – $4,200 per year; YIA – $2,500. Overhead rates are usually calculated on the basis of total direct costs (a percentage of your total direct cost).
Can I include capital equipment in my budget?
Requests for capital equipment should be included only if the expense is directly attributable to the proposed research. The Foundation defines permanent or capital equipment as any item costing $5,000 or more with a life expectancy of one year or more. Shipping and installation charges should be included in the estimated cost. Detailed justification is required for budget requests for capital equipment.
What inflation rate should I use when budgeting for progressive years?
The ASCO Cancer Foundation does not suggest a standard inflation rate to use when budgeting for progressive years. You may want to ask your institution's research office what the institution’s policy is on salary computations and direct operations costs.
Does the minimum research time requirement apply to my overall research time, or to research time specifically related to The ASCO Cancer Foundation award?
It applies to your overall time spent on research.
Does ASCO have to receive the grant application by the deadline date?
Yes. All applicants must submit their grant applications by the time indicated on the online application. The ASCO Cancer Foundation will not accept late submissions.
Should I mail my application, or submit it electronically?
You may only submit applications online.
What languages are acceptable for submission of an ASCO Cancer Foundation grant application?
The ASCO Cancer Foundation only accepts applications in English.
Does the protocol have to have IRB approval at the time of application?
No. However, you must provide proof of submission to your IRB.
Do I need to submit letters of support electronically?
Yes. Acceptable file formats are .txt, .pdf, and .doc (Microsoft Word).
For the narrative, does the page limit include the references cited in the text?
No. The list of cited references from the project narrative must be attached as an Appendix.
Is there a limit on the number of publications I can attach in the Appendix section?
No. However, you must only include pertinent prior publications. Applicants must be listed as one of the authors.
Do I have to have both a mentor and a sponsor? Do both my mentor and sponsor need to be ASCO members?
You must have a mentor in your research field from your institution. The mentor must assume responsibility for, and provide guidance for, the research. If the mentor is not an active ASCO member, a supporting letter from an active ASCO member must be provided. It is not necessary to have a sponsor in addition to a mentor.
Should my mentor be from my institution?
Your mentor can be based at your institution. If your mentor is not an ASCO member, a supporting letter from an active ASCO member must be provided. If your mentor is not from your institution, you must include a letter of support from someone at your institution who can play a mentoring role, perhaps on non-scientific aspects such as research management, milestones, etc.
Is it possible to name two mentors on the application?
You should identify one individual as your mentor whose expertise and experience is most relevant to the proposed research. If you will be receiving guidance from a second individual involved in the study, you should describe the role of that additional "mentor" in the Personal Statement and the Project Narrative of your application.
What is expected of my mentor?
The role of your mentor is to supervise and support your work, answer any queries, and help with any problems that may arise during your research.
What should be included in the mentor letter of support?
It should confirm the applicant's eligibility for the award, provide a critical evaluation of the scientific merit of the proposed research,describe the scientific independence demonstrated by the applicant in previous work, and the dedication of the applicant to cancer research. It should explain the intended structure of the mentor/investigator interaction during the proposed investigation. It should also provide assurance that the applicant's sponsoring institution will provide adequate facilities and support to perform the proposed work. Mentors who have multiple mentees must also provide a plan for supervising the mentees at once.
Can the co-mentor also submit a letter of support?
The mentor and co-mentor can write a joint letter of support. If there are separate letters, they must be scanned and uploaded as one document in the online application.
What are the questions in the Personal Statement section of the online application?
- What is your career plan?
- How would receiving this award affect your career?
- What is the percentage of time that you spend on research activities?
- What is your role versus your mentor's role in the proposed research study?
- What is the timeline of the research proposed?
- What are the sources of salary support?
- Who will collect and analyze the data?
- What is the clinical potential of this research project?
In the Personal Statement section, one of the questions is, "What are the sources of salary support?" Does this question relate to current salary, or to salary during the award period? Is this different from the "Other Support" form that is submitted as part of the application?
The question relates to the sources of salary support during the award period. The Other Support form lists the status of current and pending grants and any additional support.
Who should write the institutional letter of support? What information should be included in this letter?
The letter should be written and signed by an authorized official (Department Chair, Division Head, Dean) within the institution with which you will be affiliated for the duration of the grant. This letter should explain your relationship with the institution, and the nature and extent of support for the proposed research available from the institution.
Can I designate the same person to serve as the budget officer and institution approval officer for my application?
Yes.
How do I let a person know that I have designated him/her as the mentor, sponsor (if applicable), budget officer and institution approval officer for my application?
The Mentor and Sponsor will receive an e-mail upon submission of their names in the online application. This e-mail will contain a link to your application, so that he/she may review it and attach a letter of support and his/her biosketch. You will not be allowed to submit your application for final Institution Approval until your mentor attaches these documents.
The Budget Officer will receive an e-mail once you submit your budget. The e-mail will contain a link to your application so that he/she may review and approve your project's budget. You will not be able to submit your application until the budget officer approves the budget.
The Institution Approval Officer will receive an e-mail once you submit your final and complete application. This e-mail will contain a link to your application so that he/she may review your entire application, but this individual will not be permitted to make any changes.
How many words are allowed in the abstract?
YIA abstracts should be no more than 250 words; CDA abstracts no more than 350 words; ACRA abstracts no more than 350 words; and TRP abstracts no more than 350 words.
What font type and size should I use in my narrative?
Single-spaced, 11-point Arial font.
Is there a page limit for the Project Description section?
Yes. YIA applications should be limited to four pages, CDA and ACRA applications should be limited to six pages, and TRP applications should be limited to 10 pages. This section should include the project's specific aims, significance and background, and experimental design/brief methods of procedure.
What can I include in the Appendix?
Acceptable appendices include (1) List of Cited References from Project Narrative, (2) Clinical Protocol, (3) Pertinent Prior Publication (applicant must be one of the authors), and (4) Proof of IRB Approval Status.
Can I submit more than one application per grant cycle?
No. However, there is no limit to the number of applications that an institution can submit per grant cycle.
My organization wants to submit more than one application to the same grant cycle. Is this possible?
Yes. There is no limit to the number of applications that institutions can submit.
How are grants reviewed?
The ASCO Cancer Foundation Grants Selection Committee evaluates all applications using a peer-review process. To avoid conflicts of interest and maintain high ethical standards, members of the Grants Selection Committee are required to complete conflict of interest, confidentiality, and non-disclosure forms.
When will I receive confirmation that The ASCO Cancer Foundation received my application?
You will receive a confirmation e-mail from grants@asco.org as soon as you submit your online application.
How do I withdraw my application?
Please notify the Foundation promptly, in writing, should you decide to withdraw your application for any reason. Send your letter (or e-mail) to grants@asco.org and include your name, the title of the proposal, and the reason for withdrawal.
Should I notify the Foundation of a change of address and/or institution?
Yes. Any changes to status and contact information (address, e-mail, phone number) following the submission of an application should be sent to the Foundation in writing. Send an e-mail to grants@asco.org and include your name and the type of grant you applied for.
When will I find out whether or not my project was funded?
ASCO will contact you in April via e-mail or U.S. mail regarding the status of your application. If you have not been contacted by the end of April, you may check on the status of your application by sending an e-mail to grants@asco.org.
Will I receive any feedback if I do not receive funding?
Unfortunately, The ASCO Cancer Foundation cannot provide individual feedback to grant applicants at this time.
May I resubmit a proposal that was unsuccessful in an earlier grant competition?
Yes, you may resubmit the same proposal for the next cycle, provided you still meet the eligibility criteria.
If I am awarded a grant, how soon will I receive my payment?
Payments will be made on or before July 1 of the year in which the grant is awarded. Before payment can be made, your institution must sign paperwork agreeing to the terms of the grant, and any other required documentation must be submitted.
My institution requires me to include the name and title of the appropriate contact person at The ASCO Cancer Foundation for my internal paperwork. Is there a designated contact individual?
The Grants Program Manager is the designated contact person for The ASCO Cancer Foundation's Grants Program. Please e-mail grants@asco.org for complete contact information.
I'm having trouble filling out the online application form. Can you help?
If you have difficulty with the application form, please send an e-mail to grants@asco.org.
