JIMO Program Policies & Procedures
A detailed description of the JIMO program and the Policies and Procedures required for submitting and managing an award are provided herein, or download a Word file of the JIMO Policies & Procedures Handbook here >> (DOC - 46 KB)
JIMO History and Vision | JIMO Mission Statement | NOAA Terms & Conditions | Research Tasks | Research Themes | Award Conditions | Pre-award | Post-award | Current Award | Current Fellows | Proposal Guidelines
JIMO History and Vision
Formed by a 1991 MOU between NOAA/OAR and Scripps Institution of Oceanography (SIO), JIMO’s purpose is to facilitate and enhance research cooperation between SIO and NOAA entities. Initially this mainly involved fostering existing NOAA-funded projects by SIO staff. As collaboration expanded, and opportunities grew, JIMO undertook facilitation of the work of many scientists outside SIO and began to develop new programs based on the talents of its expanded constituency. JIMO seeks to allocate resources to programs that respond to scientific opportunities that can meet national needs as defined by NOAA’s Strategic Plan (PDF - 1.5 MB). While JIMO spans all of NOAA’s mission goals, particular elements that match the abilities of our fellows are emphasized.
JIMO’s science vision is to expand its efforts in working with NOAA to build programs that develop the good science to guide management of the environment and new products that enhance public safety and the economy. We also seek to carry out some of the needed research for these objectives, to test and improve products and procedures as they transition from research to practical use, and even to operate elements of the operational observing and prediction systems under NOAA guidance. In doing this:
JIMO will continue to provide NOAA access to the diverse UC-based scientific and technical expertise and knowledge as well as facilities like ships, land-based and seagoing laboratories. When JIMO began, NOAA mostly set its own science directions and University participation was sought only as needed. As NOAA became the leading US agency for environmental, climate and fisheries science, the UC communities became significant stakeholders both in NOAA research plans and the way they are implemented. Today NOAA relies on the UC scientific community, as well as the science community at large, to assist in formulating its research plans, to present and defend these to Congress and to find the talent to carry out the funded science programs.
JIMO will continue to gather data and carry out analyses and forecasts that help NOAA manage the environment and provide warnings and assessments in support of health, safety and the economy. It will continue to integrate NOAA science with the international community and continue to facilitate coordination of international programs with this goal. We anticipate that JIMO will expand its efforts in quasi-operational areas like the ocean climate observing system, ecosystem management, and regional coastal observations.
UC, as the largest public university system in the US and highly regarded, will continue to educate and train a new generation of NOAA climate and ocean scientists. UCs graduate and undergraduate degrees reflect the societal need for environmental and earth science education and training, as well provide a way to raise environmental literacy among non-specialists.
UC, through its earth and marine science education programs at the Birch Aquarium, is a leading force for training school teachers and providing outreach to K-12 level schools. JIMO has established significant partnerships through this program and envisages that this outreach will be coordinated with several other NOAA Cooperative Institutes.
JIMO’s Mission Statement
Learn more about JIMO's History and Mission Statement here >>
JIMO’s Terms and Conditions Required by our NOAA Cooperative Agreement
The following is a snapshot of our terms and conditions which should be used as a guide when preparing proposals and managing post-award projects:
Proposals submitted through JIMO must relate to one of the five tasks described in our cooperative agreement. The tasks are identified here:
Task 1. Administration
Task 1.1 is for administration of the Institute and includes support for the JIMO Director’s Office and minimal support for staff. It includes costs associated with annual scientific meetings that are deemed important for the JIMO Director to attend. Funding is included for workshops sponsored by JIMO, web site development, funding for the Joint Institute Directors and administrative board meetings and formal review.
Task 1.2 is intended for visiting fellows, post-doctoral/graduate student support as well as other general expenses that may be necessary to run the overall program.
Task 2. Joint NOAA Laboratory/JIMO Programs
The collaborative proposal outlines joint research efforts between NOAA and Scripps. Broken out by theme, these proposals include all research-associated funding, including salaries, benefits, travel, instrumentation, and project-specific costs.
Task 3. Individual Science Projects
A cooperative research proposal is one which is specific to the JIMO theme areas, but is submitted by individual scientific fellows of JIMO. The distinction here is that there is a loosely bound tie between individuals working on similar themes or topics. It is also seen that this may be a mechanism for developing collaborative proposals in the future as well as encouraging new areas of research to develop. Broken out by theme, these proposals include all research-associated funding, including salaries, benefits, travel, instrumentation, and project-specific costs.
Task 4. JIMO Cooperative Research Programs With Other Research Institutions
In support of NOAA’s Mission and Strategic Plan, JIMO’s Task 4 was developed to strengthen and coordinate our University of California’s multi-campus environment by establishing a regional concept for marine and atmospheric sciences. Proposals would include research conducted at other University of California (UC) campuses such as UC-Santa Cruz, UC-Santa Barbara, UC-Irvine and UC-Davis as well as other academic institutions and non-profit research institutions, when appropriate, in support of JIMO and NOAA research missions, and in meeting NOAA’s strategic goal of environmental stewardship. These proposals will include program development costs (pdc) that will support the visiting fellow/post-doctoral fellows program at JIMO (Task 1.2).
Task 5. JIMO Research Infrastructure Proposals
Because proposals relevant to JIMO will be using a variety of observation platforms in order to carry out their research objectives, we have developed an infrastructure task by theme area, which includes proposals for platform and specialized research facilities. We anticipate that a number of other agencies will become partners in support of the platform infrastructure.
JIMO’s Research Themes
Once it has been determined that the proposed project matches one of the JIMO Tasks, it must then fit within one of the following thematic areas.
NOAA Administrative Standard Award Conditions
The following is a bulleted look at JIMO's Award Terms & Conditions.
Program Income: program income earned during the award period shall be retained by the Recipient and shall be added to funds committed to the award and used for the purposes and under the conditions applicable to the use of the award funds.
Federal Employee Expenses: the recipient is prohibited from expending Federal or non-Federal grant funds or in-kind goods or services, for purposes of providing transportation, travel, and any other expenses for any Federal employee.
Progress Report Requirements: the progress report shall contain brief (no longer than two pages) information of the following:
The annual progress report should be sent to Garrett Eaton no later than August 1st each year. The reporting period is July 1st through June 30th. The Principal Investigator is responsible for submitting all progress reports to his or her Program Manager at NOAA.
NOAA Publication Guidelines: all NOAA supported research must acknowledge support by the National Oceanic and Atmospheric Administration, in all materials that are published and must carry the following statement:
“This paper is funded (‘in part’, if appropriate) by a grant from the National Oceanic and Atmospheric Administration, U.S. Department of Commerce, under grant NA17RJ1231. The views expressed herein are those of the author(s) and do not necessarily reflect the views of NOAA or any of its sub-agencies.”
A database of all JIMO publications is kept and therefore one copy of all publications or reports printed and intended for public distribution will be furnished to Garrett Eaton in the JIMO business office. Such publications or reports shall bear the NOAA and JIMO logos on the cover or first page.
For JIMO and NOAA logos and instructions on the proper use of the NOAA logo, please refer here >>
Affiliations: In order to submit a NOAA proposal through JIMO, the Principal Investigator and Co-PI(s) must have an affiliation with MPL/JIMO. An official affiliation must already exist or be in process before submitting the proposal for signature. See the current Affiliation List (PDF - 35 KB) to see if your PI holds a current affiliation with JIMO. The request should be submitted to the Rose Keuler at mail code 0701. A sample of the Affiliation Letter (PDF - 84 KB) is available to use as a guide.
Proposed Budgets: All budgets submitted to NOAA through JIMO should be consistent in how anticipated expenditures are outlined.
Back-up documentation of proposed expenditures should be made available if requested by Rose Keuler. Examples of such documentation would include equipment quotes; travel quotes (travelocity.com, or travel agency quotes), and approved recharge rates.
Principal Investigator Guidance Form (XLS - 12 KB) : When submitting the proposal to Rose Keuler (electronically) for review, a copy of the PI Guidance form should be attached. Information gathered from this form will be used in the cover letter to NOAA and shows how the requested project fulfills the JIMO’s thematic requirements.
Proposal Signatures: The following is the hierarchy of required signatures on the RES.
Chancellor Approvals: A Chancellors Approval for pre-spending is an option available to the Principal Investigator when funding is delayed at NOAA. One important benefit of a CA is that it will establish a start date, which is essential to continuing research. An alternate fund number is generally required when requesting pre-spending. A copy of the CA should be sent to Rose Keuler at the same time the form is submitted to SIO Contracts and Grants so that the accounting information may be set up in Financial Link.
Sub-Award vs. Subcontract: To determine whether a requested cost is a sub-award or a subcontract you should establish the following:
Indirect Cost: Currently, JIMO’s Indirect Cost rate is 16%. This will increased from 13% effective July 1, 2006.
Other costs for the proposed program consists of Laboratory Support Services that are calculated at 22% of the direct salary cost. This direct charge was approved in February 1991 when the indirect cost rate was reduced. This cost provides for the equitable assignment of those costs which, although allowable as direct charges to a contract or grant, are difficult or impractical to apportion by other means. Examples include charges for janitorial services, administrative telephones, payments in accordance with the terms of tenancy agreement with the Space and Naval Warfare Systems Center for guard and fire protections services, buildings and ground maintenance, and fees for utility usage. Laboratory administrative salaries and benefits are also a part of this expense and provide for the equitable assignment of laboratory administrative personnel working in support of contracts and grants.
The following is a sample of the basic information required of JIMO when managing NOAA research projects.
Reallocation requirements: Anne Footer must approve all re-budgeting of funds among categories that exceed 10% of the awarded amount prior to preparation of the journal entry. The Principal Investigator is required to formally write for permission and this can be done in an email format. Information should include a budgetary breakdown of the categories affected by the reallocation, as well as an explanation for the need to re-budget. The PI should address whether or not the request will change the scope of research. Please include Rose Keuler as a cc in the email request.
Change in Scope: If the PI determines there to be a change in scope to the science of the project, a formal letter must be sent to NOAA for approval. This includes a change in Principal Investigator status. The letter must be signed by SIO’s Contract and Grants Officer and a copy of the request must be retained in the JIMO business office.
Project No-Cost Extensions: A no-cost extension to the project period of performance may be requested from Anne Footer. The request should include an explanation necessitating the extension; the time period needed to complete the project; and, the balance of funds carried-forward into the no-cost period.
Journals: A copy of all BAJ’s, BEJ’s and Salary Recharges to NOAA funding must be retained in the JIMO business office. The journals may be printed to U121 or a copy may be routed through campus mail to Rose Keuler at mail code 0701.
Foreign Travel: Foreign air-carriers may be used ONLY when a US flag air-carrier is unavailable or if use of a US flag-carrier service will not accomplish the agency’s mission. Prior approval from Anne Footer is required if foreign air-carrier use is anticipated for ANY part of the foreign travel. Failure in requesting prior-approval will result in disallowance of the expenditure in the amount comparable to the loss of revenues suffered by US flag carriers. The amount is based on a formula (not airfare expense) outlined in the Federal Travel Regulations. (L.04d). The following statement is included in our Terms and Conditions:
Fly America Act: Notwithstanding Department of Commerce Financial Assistance Standard Terms and Conditions, Section L. 04,when a recipient uses a foreign flagged air carrier(s) for travel, the recipient must submit the certification required by the regulations implementing the Fly America Act (41 CFR, part 301-10) to the Grants Officer in the same frequency as the Financial Status Report (SF-269). This certification may be in any format and may be the internal travel form used by the recipient, which highlights and justifies the use of a foreign flagged air-carrier. The certification must include:
Please note that JIMO’s policy requires a formal request from the PI/traveler at least 15 days prior to the foreign trip. The request should be emailed to Rose Keuler. The trip will not be certified until Anne Footer has approved the certification. A copy of the traveler’s itinerary must be attached to the request.
Current Award Information
Current JIMO Fellows
View the current list of JIMO Fellows here >>
NOAA Grants and Cooperative Agreement Guidelines
When applying for NOAA funding through the Joint Institute for Marine Observations (JIMO), the following guidelines apply:
NOAA Grants Management requirements:
Statement of Work:
Support in detail all work to be accomplished during the period of performance indicated. For continuation applications, identify and changes to the original scope of work. The statement of work should identify objectives, jobs, tasks, milestones, degree of Federal involvement, contributions/donations, equipment purchases (or leasing), subcontracting (including justification if non-competitive), and a detailed description of all travel.
Listing by category of expenditure the total cost to accomplish objectives contained in the statement of work of the project. Therefore, the same level of detail must be provided for contributions, cost sharing, or matching as is provided for the Federal-share. NOAA expects that applicants will ensure that no Federal or non-Federal grant funds will be expended for in-kind goods or services, for purposes of providing transportation, travel, and other expenses for any Federal employee. If an award is made based on this application, this provision will be incorporated into the award document (which is cited in our current Cooperative Agreement). For agreements involving matching and cost sharing, the applicant must provide the same level of detail as outlined below for the NOAA share:
Supplies (an explanation is necessary only for supplies costing over $1,500 or 5% of the award):
Equipment (for any item(s) of equipment whose costs exceed $5,000, a description of the item and associated costs is required):