AGA Award Program Policies

The following policies were ratified by the AGA Institute Research Policy Committee effective  June 8, 2017. For additional inquiries on award application and/or post-acceptance policies, please contact AGA Awards Program staff at awards@gastro.org
 
Thank you for your interest in the AGA Awards Program, made possible by the AGA Research Foundation. To see awards currently offered, please visit www.gastro.org/research-funding


Application Policies:
All research award applicants must abide by the following policies to remain eligible for an AGA award.

 

Number of Award Applicants per Institution

All applicants meeting award eligibility criterion may apply to an award.

 

Application Overlap

Applicants may not submit the same proposal to multiple Research Scholar Award categories offered within the same year.

Applicants may not submit the same proposal to multiple AGA pilot awards offered in the same year. Applicants may submit to multiple, concurrent AGA pilot awards if each project submission has non-overlapping research aims. 

If an applicant believes their submissions do not have overlapping aims, they should contact the AGA via awards@gastro.org prior to applying. A determination notice will be sent within 15 business days.

 

Application Resubmission

Applicants not initially funded may resubmit a revised application to an AGA award, provided they meet the award eligibility criteria.

 

Award Overlap

Applicants that are unsure whether their current funded projects are overlapping with their AGA submission should contact the AGA via awards@gastro.org prior to applying. A determination notice will be sent within 15 business days.

For AGA Research Scholar Awards: 

At the time of application submission, candidates may not hold or have held an NIH K01, K08, K23, K99, R00, R01, R21, R29, Veterans Affairs Career Development Award or any award with similar objectives from non-federal sources (such as the American Liver Foundation, Crohn’s and Colitis Foundation of America, Robert Wood Johnson Foundation). Candidates with an active K12 may apply. If a candidate is granted the award and notified of a comparable award from another agency prior to the first payment of this award, the recipient must select one of the two awards (i.e. the recipient may not retain both awards). If the recipient is notified that a comparable award has been granted after the first payment of this award, the recipient may retain 50 percent of remaining AGA award funds. AGA must be notified by the recipient via email (awards@gastro.org) within two weeks of receiving notification of additional funding.

For AGA Pilot Awards: 

At the time of application submission, candidates may not hold awards directly related to the proposed research from other organizations (i.e., government agency, foundation, academic institution, professional society, etc.). If the candidate is granted the award and notified of a comparable award from another agency prior to the first payment of this award, the recipient must select one of the two awards (i.e., the recipient may not retain both awards).

For AGA Abstract Awards: 

Applicants who have received a similar travel award to attend Digestive Disease Week will be ineligible for consideration.

 

Research Plan Length

For AGA Research Scholar Awards: 

Applicants must submit a research plan that does not exceed 7 pages in length (1 specific aims page + 6 pages of research plan), with one additional page for references.

For AGA Pilot and Namesake Awards: 

Applicants must submit a research plan that does not exceed 3 pages in length, with one additional page for references.

 

Minimum Percent Effort

For AGA Research Scholar Awards: Applicants must dedicate 75 percent effort to the proposed project.

 

Post-Award Acceptance Policies: 

 
All research award recipients must abide by the following policies should they request a modification in the terms of their grant. Such modifications include:

 

No-Cost Extension

A no-cost extension provides the award recipient an extended award term, typically 12 months, in which to complete their research project A no-cost extension may be requested when an award recipient does not anticipate their AGA-funded research can be completed in the grant period, or the awardee does not anticipate expending requested when an award recipient does not expend their award funding during the allotted grant period.

Terms and Conditions for Determining a No-cost Extension:

  • Requests up to $5,000 or 20 percent of the grant value will be reviewed and determined by AGA Awards staff.
  • Requests exceeding $5,000, 20 percent of the grant value, or citing highly unusual circumstances will be forwarded to the Research Awards Panel Chair for review and determination.
  • If the no-cost extension is approved, a scientific and financial report are due at the end of the extension period. Any unexpended funds, including interest earned, must be returned to the AGA Research Foundation within 30 days of the extended award term end date.

Guidelines for Requesting a No-cost Extension:

The following must be provided and will be reviewed for a determination:

  • A letter of request submitted by the awardee on institutional letterhead, documenting the full name and year of the award, and the rationale for the no-cost extension.
  • If requested to expend unused funds, the letter must indicate the reason residual funds remain.
  • If requested to extend grant period to complete research aims, the letter must indicate why the project will not be completed by the original grant end date.
  • A scientific and financial report, combined into one PDF document and submitted via email to awards@gastro.org. The financial report should indicate expended funds to date. The scientific progress report should provide a brief overview of research accomplishments to date and a brief explanation of how the project will be completed by the extension date.
  • A determination letter will be sent within 15 working days. A final financial and research progress report must be to AGA no later than 60 days after the end of the extension period.

 

Transfers

Occasionally awardees may need to change institutions during their award term, and must continue their AGA-funded research at a different institution. The AGA must be notified if a research award recipient anticipates an institutional transfer of award funds.

Guidelines for Requesting a Transfer

The following information must be provided to process an institutional transfer:

  • A research facilities statement listing the office, laboratory, support staff and clinical facilities of the new institution.
  • A letter from the new Division Chief or Department Head confirming support of the AGA funded project and the availability of adequate facilities.
  • A letter of confirmation from the preceptor/sponsor (if applicable) that appropriate space, equipment and other resources will be available and that he/she is prepared to devote the necessary time and effort to the project.
  • An abstract which describes any changes to the research project, technical approach and anticipated results, if different from the abstract submitted with the original application.
  • The requested information, combined into one PDF file, must be emailed to awards@gastro.org
  • A determination letter will be sent within 15 working days.
  • If the transfer is not approved, the awardee must forfeit the award; process detailed in subsequent section.
  • If the transfer is approved, the awardee must provide award payment information for the new institution for award payments.
  • If the transfer is approved, the first institution must provide AGA with a final financial report detailing grant expenditures to date and return remaining funds to the AGA. AGA will disburse remaining funds to the new institution.
  • The new institution must provide a financial report at the end of the grant period, detailing grant expenditures during the time of fund stewardship.

 

Grant Equipment

Research award recipients are encouraged to reserve the right to retain laboratory supplies and equipment purchased with AGA award funds in the event of transfer to a new institution. However, it is the prerogative of the original institution to determine whether equipment purchased with AGA award funds will remain at the original institution.

 

Forfeiture

A forfeiture may be requested if an award recipient receives extramural funding and is unable to devote the required research effort to the AGA award. A forfeiture may also be requested if a transfer request has been denied or for personal reasons.

Guidelines for Forfeiting an Award

The following information must be provided to forfeit an AGA Research Foundation award:

  • A brief letter that reports the status of the research project and the reason the award cannot be completed.
  • A financial report from the institution's grants office detailing all expenditures to date and all remaining funds, and a final scientific progress report.
  • The requested information, combined into one PDF file, must be emailed to awards@gastro.org
  • A forfeiture letter will be sent to the awardee within 15 working days. Forfeitures may result in the return of all unexpended grant funds.
  • If applicable, a check for all unexpended funds should be sent to the AGA Research Foundation within 60 days of the termination of the award.

 

Budget Revisions

Rebudgeting of funds may be required to meet the goals of the research project. Reallocations can be requested for any related expenditure of the proposed project, including salary support, equipment and supplies. Budget revisions that move funds across categories (i.e. between Principal Investigator Costs and Research Expenditures) must be approved by the AGA Research Foundation.

Revisions may not include costs restricted in the award agreement (ex: indirect costs, mentor salary, and/or travel costs).

Guidelines for Requesting a Budget Revision

The following must be provided for a determination:

  • A letter of request submitted by the awardee on institutional letterhead, documenting the full name and year of the award, and the rationale for the proposed revisions must be emailed to awards@gastro.org.
  • A copy of the original budget;
  • An adjusted budget that reflects and highlights the requested alterations.
  • A determination letter will be sent within 15 working days.
  • If approved, the revised budget will be added as an addendum to the award contract.

 

Simultaneous and/or Subsequent Funding

Many AGA Research Foundation award recipients receive simultaneous and/or subsequent funding. Recipients are required to notify the AGA (via awards@gastro.org) of all current supplemental funding before accepting an AGA award, and notify the AGA of noncomparable subsequent funding in award progress reports.

 

If notified of a comparable award (i.e. it funds all or part of the research aims outlined in the AGA-funded award) from another organization (i.e. government agency, foundation, academic institution, professional society, etc.) recipients must notify the AGA within one business week.

Guidelines for Determining Comparable Funding

The following must be provided and will be forwarded to the Chair of the Research Awards Panel for a determination:

  • A letter from the awardee’s institution on formal letterhead confirming receipt of the comparable award, noting the organization funding it, the title of the project, and the funding period.
  • A Specific Aims page for the comparable award
  • If an NIH award, a copy of the Notice of Award
  • The request will be forwarded to the Research Awards Panel Chair, if applicable, for review and determination.
  • A determination letter will be sent within 15 working days.
  • If significant overlap of the research aims between each project is not present, the recipient may keep both awards.
  • If significant overlap of the research aims between each project is determined present prior to payment of the AGA Research Foundation award, the recipient must select one of the two awards (i.e. the recipient may not retain both awards).
  • If significant overlap of the research aims between each project is determined after the first payment of a multi-payment award (ex: Research Scholar Award), recipients may retain 50% of the remaining award funds.

 

Progress and Financial Reports 

AGA Research Foundation award recipients are required to submit reporting documentation. Requirements are outlined in all award contracts.

The progress report form provides descriptions and guidelines for submitting required information, to include; research project developments, publications, current funding information, other honors, and a personal statement.

The financial report must be completed by the institution's accounting and/or grants management office and must indicate how the funds were utilized. Acceptable formats include: a standard institutional budget, expenditure form or a written table indicating amounts expended in general categories and the award amount remaining.

*Recipients of abstract awards are exempt from post-award reporting requirements.

 

Acknowledgement of AGA Support

We anticipated and encourage awardees to present all or portions of AGA-funded research at conferences and via manuscript submission to journals. Publications, abstracts and/or presentations arising from work funded by an AGA-award must acknowledge support of the AGA Research Foundation.

Guidelines for Acknowledging AGA Support

  • The “Funded by the AGA Research Foundation” seal should be used for primarily visual displays, including slides, signs, posters, and signage.
  • For communication that are primarily text, such as manuscripts, journal articles, letters, etc., the statement “Funded by the AGA Research Foundation’s {insert full award name and year as listed on the contract}” should be used.
  • Brief notification should be sent to the AGA via awards@gastro.org within 7 business days of any works accepted for conference presentations, article publications, or otherwise.