Quick Response Research Program Overview
Below is important information regarding grant activation, report submittal, and reimbursements for those with approved grants. Those considering submitting an out-of-cycle grant proposal should review the guides, as well.
Activation
Report Submittal
Reimbursement
Activation Guide
Our goal is to make your pre-approved research possible. However, because we cannot predict the number, types, or timing of disasters during the year, Center staff must continuously adjust Quick Response Research Program funding priorities.
This means researchers must obtain grant activation before entering the field. Your project's funding limits will be set by Center staff at the time of activation and noted in your activation letter. In some cases, funds will not be available.
To activate your grant, take the following steps:
- As soon as possible after an event that meets your proposal criteria, contact Program Associate Jolie Breeden at 303.492.4180 or jolie.breeden@colorado.edu to begin the activation process. If immediate weekend or after-hours activation is required call 303.956.8241.
- You’ll be asked to submit a brief rewrite of your original proposal in relation to the actual disaster you’ll be studying, a realistic, revised budget, and the names of any other researchers accompanying you. Any previously requested information such as IRB approval or waiver, curriculum vitae, letters of reference, and signed Quick Response Research Program Agreements from all field researchers also need to be submitted at this time.
- After a review of your revised documents, you will be issued a written activation authorization and a field introduction letter, a request for further information, or a letter denying activation. Letters will be issued an e-mailed PDF. Hard copies are available on request. Notice of your activation will be sent to the National Science Foundation.
- Those authorized to enter the field will have 90 days from the activation date to complete a Quick Response Report, unless another date has been agreed on in writing. A reminder will be sent 30 days before the due date. Expenses might not be reimbursed for projects with reports submitted after the due date.
- After the final report has been received and approved as meeting program requirements, you may submit your expenses for reimbursement. For timely and complete reimbursement, please familiarize yourself with the reimbursement instructions before you enter the field.
- Your report will be edited for Natural Hazards Center style and basic grammar, spelling, and mechanics. You will be sent a copy of the final draft for comment before publication.
- Your report will be published on the Internet, with hard copies available on request. All future work based wholly or in part on your Natural Hazards Center-funded research must include acknowledgement. For details, see No. 6 below.
- After publication, a letter will be sent to you and the NSF acknowledging the completion and closure of your Quick Response project.
Report Submittal Guide
Quick Response Report authors are encouraged to work with the Natural Hazards Center editorial staff during all stages of the writing process. Please contact Jolie Breeden at 303.942.4180 with any questions regarding Center style, formatting, and accompanying media. The following guidelines will help you get started:
- Reports should be submitted in a .doc, .rtf, or .txt format, single-spaced, using a sans serif font (e.g., Verdana, Helvetica, Calibri, etc.). Please include a brief abstract. An acknowledgement section is also acceptable.
- Reports are to be 5-15 pages. Longer reports will be returned to the author to be rewritten.
- Reports are expected to be in final form on submission. Reports with excessive spelling, grammar, or syntax errors will be returned to the author to be rewritten.
- Tables and graphs should be submitted separately and may be in .doc, .xls, .jpg, .bmp., or .gif format. Maps, photographs, and other graphics should be in .jpg, .bmp, .gif, .eps, or .ai format. Please note your preferences for each item’s placement in the report text.
- In general, follow the Chicago Manual of Style. References should be formatted in the Author-Date style described in section 16.90 of the Manual.
- All future work—including, but not limited to, papers, publications and presentations—substantially based on program-funded research must include the acknowledgement: "This research was funded [or funded in part] by a grant from the University of Colorado Natural Hazards Center through its Quick Response Research Program, which is funded by National Science Foundation grant number CMMI0734304."
- In the case of publications, researchers must also provide the Center with a complete citation and a free reprint of the work.
- All authors listed on the report must have a signed Quick Response Research Program Agreement on file.
Reimbursement Guide
What’s Covered: Quick Response funds are meant primarily to defray the cost of travel. Allowable expenses include airfare, car rental, mileage, hotel costs, rental car loss damage or collision damage waivers, and meals while traveling. Pre-approved on-site data collection costs might also be reimbursed.
Reimbursements are limited to documented expenses listed in your final estimated budget. Expenses exceeding the maximum award stated in your grant activation letter or differing significantly from your final budget will not be reimbursed.
Items that are not eligible for reimbursement include:
- Salaries
- Personal travel or parking in your home city
- Direct payment by the Center to research subjects
Items unlikely to be reimbursed include:
- Data analysis, software, or other overhead costs
- Generic office supplies such as pens, pencils, binders, notepads, etc.
Data collection costs and other research incidentals must be pre-approved and will be dealt with on a case-by-case basis.
University of Colorado travel policies apply to all travel expenses and reimbursement costs. Requirements for traveling on behalf of the University can be found at the CU Business Travel site. Center staff will assist you at the time of activation.
In cases of demonstrated need, the Natural Hazards Center may purchase your plane ticket through the CU travel office. Please contact Jolie Breeden at 303.492.4180 if you need to take advantage of this option.
Who’s Covered: A separate invoice for each person incurring expenses during the course of research should be submitted. Invoices must be complete and include the researcher’s home address and social security or tax ID number.
When to Submit Receipts: Reimbursements will not be made until the Quick Response Report has been submitted and approved as meeting program requirements. Payment is generally received three to four weeks after your invoice is processed.
How to Document Expenses: In general, save all receipts in case they’re requested for reimbursement. Receipts should indicate payment has been received, such as a final hotel bill showing a zero balance or a receipt marked paid in full. An electronic invoice form detailing specific requirements will be sent to you with your activation materials.
Exceptions: Exceptions to the above policies may be made when allowable. If you require an exception to be made, contact Jolie Breeden at 303.492.4180 in advance of your expenditure. Unapproved deviations might not be reimbursed.