OMeGA - Medical Grants Association
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Orthopaedic educational grants to fellowship and residency programs - with independence and transparency. |
OMeGA Medical Grants Association
Fellowship help guide with links to attachments (01/12/11)
Print Fellowship help guide with screen shots (01/12/11)
Fellowship grant recipient agreement 2011-2013
General hints
Start early
If other people are providing information to you for the application, give them deadlines that allow you time to put it all together. If your grants office is an integral part of this process, ensure there is enough time for them to review and approve the application by OMeGA’s deadline.
One person at one time
Multiple people working on the same application at the same time may cause system errors and the information may not save correctly.
Judicious uploading
Do not upload brochures, PowerPoint presentations or other pieces that were created for another use.
Answer the question asked
First and foremost, provide the information requested. Be concise: there are character limits in most text fields and an error message will appear if the character limit is exceeded.
Inputting information
You may find it easiest to prepare all information in a separate document, then cut and paste into the boxes once all your information is together.
One contact person per program
If this person will be away for an extended period during the application and review period, go into your profile and change the contact information so we can easily contact your program with any questions that may arise.
2011-2013 academic year schedule
Application period opens – Wednesday, October 20, 2010
Application period closes – Friday, January 21, 2011, 5pm CST
Fellowship recipients notified – Tuesday, March 8, 2011
Public announcement of grant recipients – Thursday, March 24, 2011
Qualified applicants
Programs in the Americas may apply for a grant with OMeGA. Applications, attachments and subsequent reports must be submitted in English. Accredited or non-accredited programs may apply.
Fellows cannot apply for a grant directly
They may assist their programs to accumulate data needed for the grant application.
Apply for all possible grants
We encourage your program to apply for all available grants since there are no guarantees that your program will be awarded a grant from any one organization. However, you may not “double dip”: your program must decline the OMeGA grant if all your costs are covered by other sources including another grant.
Help bubbles
While filling out the application online, there are “help” bubbles on the right side of the application that provide helpful information or character limits. Place the cursor over the question mark icons ( ) for a description of that field.
Technical support
Profile changes
Click on the Profile button at the top right of the screen to correct your program information. Follow the prompts to make changes. You will not be able to change all screens; contact OMeGA at info@omegamedicalgrants.org to revise sections you cannot change on your own.
Forgotten username/password
If you cannot remember your username, click on “forgot username” to have your username sent to the e-mail address given as the contact. If you forgot your password, click on “forgot password” and the system will automatically send a temporary password to the e-mail address provided. Follow the directions in the e-mail to change the password. If you are still having difficulty, contact OMeGA at info@omegamedicalgrants.org.
Browser issue
If your browser is not functioning, try resetting your privacy and security settings to “medium” or “low” and delete all cookies in your browser.
1. In the browser, click on “Tools” and select “Internet Options.”
2. Select the Security Tab and click on the “Internet” icon.
3. Click on the “Default level” button to set the “Security level for this zone” to “Medium” or “Low.”
4. Click on the Privacy tab.
5. Click on the “Default” button to set privacy to “Medium.”
6. Click on the “Apply” button.
7. Click on the “Okay” button to close the “Internet Options” dialog box.
8. Click on the General tab and click on the “Delete Cookies” button.
9. Click “Okay” on “Delete all cookies in the Temporary Internet Files Folder” pop-up.
10. Repeat above steps to Delete Temporary Internet Files and Clear History.
11. Click on the “Okay” button to close the “Internet Options” dialog box.
12. Close and restart your browser for these changes to take effect.
Unable to register
There are two reasons why you may be unable to register.
1. Some of the information entered as part of your registration was not valid. Please see the error message and re-enter corrected information.
2. You entered an e-mail address or username during your registration that has already been used in the OMeGA Grants Management System. Please choose a different username or e-mail address.
· If you have registered previously, please request that your username be e-mailed to you (see “Forgotten Username or Password” above for details).
· If you have not registered previously, please contact OMeGA at info@omegamedicalgrants.org.
Not receiving e-mail notifications
If you are not receiving the e-mail notifications that the OMeGA GMS automatically sends out:
1. Check SPAM and/or Junk e-mail folders – once located, right-click on the e-mail and select the option under “Junk E-mail” to “Add Sender’s Domain to Safe Senders list.”
2. Alternatively, you can manually add info@omegamedicalgrants.org to the safe senders list by taking these steps:
– Click on Actions, then locate the “Junk E-mail Options”
– Click on the tab for “Safe Senders”
– Click “Add,” type in info@omegamedicalgrants.org and click “OK”
Common reasons why you may be unable to log in
1. Your program’s account has been temporarily disabled due to repeated unsuccessful attempts to log in. Please wait 30 minutes before you try to log in again.
2. Your program’s account may have been disabled due to inactivity. Please contact OMeGA at info@omegamedicalgrants.org and request that your account be reactivated.
If you are still having difficulty
E-mail info@omegamedicalgrants.org for assistance. Please state your issue clearly, including screen shots, if helpful, as visual aids.
Registration
New user
Click on the “Register” button to begin.
Compliance
Read the compliance agreement and click “I agree,” then click “Submit.” If your program or institution does not agree with the Compliance Commitment, you will not be able to register and apply for an OMeGA grant. By clicking “Submit,” you will be directed to the Profile Registration page to enter contact information and choose a username and password.
Organization information
Organization legal name – Enter the organization’s legal name as registered with the Internal Revenue Service and as it appears on W9/W8BEN form. Do not use abbreviations or acronyms.
Valid characters:
1. Upper and lower case alphabetic characters (a through z, A through Z)
2. All numeric characters (0 through 9)
3. Comma (,), Period (.), Apostrophe (‘), Ampersand (&), Space, Hyphen (-), Colon (:)
Organization type – Choose the appropriate organization type from the drop-down menu. If none are correct, describe in the text box below.
Follow these steps if you are applying from a country other than the U.S.:
1. Add organization name as it is shown on the country’s tax/legal documents.
2. Input 00-0000000 as the tax ID number.
3. Upload the equivalent tax form for the country in the section labeled “W9.”
4. Country codes are included after the state codes. If the country code is not listed, please e-mail OMeGA at info@omegamedicalgrants.org and the code will be added.
5. The zip code line accepts letters as well as numbers to accommodate zip codes from all countries in the Americas.
Tax information – W-9, W8BEN, 501(c)(3)
Tax status – Choose the appropriate Federal tax status of the organization from the dropdown menu.
Tax ID – Enter the Federal Employer Identification Number (FEIN) assigned by the Internal Revenue Service. OMeGA Medical Grants Association does not accept applications from individuals without ties to an organization recognized by the IRS (or the corresponding federal agency from non-US countries).
Upload the organization’s signed form.
Contact information
Complete all fields so we can best communicate with your program.
The username can include:
1. Upper and lower case alphabetic characters (a through z, A through Z)
2. All numeric characters (0 through 9)
The password must be 8–12 characters and must include at least one upper-case character, one lower-case character and one symbol.
Accreditation
Indicate whether your program is accredited.
If your program is Canadian, check this box if your program is ACGME-accredited or accredited by the Royal College of Physicians & Surgeons. Central and South American programs should check this box if they are accredited by their country-specific accrediting organizations.
Lack of accreditation is not a negative strike for your application; we recognize that accreditation is not available in several sub-specialty categories or that programs need funds to get accredited.
Upload and submit
Once all the fields are complete, click the “Upload & Submit” button to complete the registration process. If the registration is accepted, you will be taken to a confirmation page. If the registration is not accepted, you will be directed to contact OMeGA.
Once at the confirmation page, click “Home” to be directed to the program’s Home Page.
Current user
Log in with the username and password used in the past. Click on the links “forgot username” and “forgot password” for the GMS to automatically send them to you.
Please check the program’s profile on the top bar in the top right of the screen. If any of this information is incorrect, click on the profile button to be directed to the profile page to make changes. When complete, click on “My Grants” and return to the welcome page of the GMS.
Paying the application fee
There is a $25 fee for each application.
Number of fellowship applications a program or institution may submit
An institution or program may apply for one fellowship grant (up to $150,000) in each of the sub-specialty categories listed below:
- Adult Reconstruction
- Foot and Ankle
- Hand and Upper Extremity
- Orthopaedic Oncology
- Orthopaedic Sports Medicine
- Pediatric Orthopaedics
- Shoulder and Elbow
- Spine (Orthopaedic and orthopaedic/neurosurgery programs)
- Trauma
Grant Management System payment update
If the program or program director has an AOA ID and password
1. Click on “Pay application fee” to be directed to the AOA Online Store.
2. Click on the bold “OMeGA Medical Grants application fee.”
3. Enter the quantity of applications. Click “Add to cart.”
4. Log on and enter the AOA ID and password.
5. Confirm e-mail is correct.
6. Enter the credit card information.
7. Proceed to payment.
If the program or program director does not have an AOA ID and password
1. E-mail info@omegamedicalgrants.org with
a. Program director’s name
b. Title
c. Company
d. Address
e. Phone and fax
f. E-mail address
The AOA ID and password will be e-mailed to you within 2 business days.
2. Click on the “Pay application fee” to be directed to the AOA Online Store.
3. Click on the bolded “OMeGA Medical Grants application fee.”
4 Enter the quantity of applications.
5. Log on and enter the AOA ID and password.
6 Confirm e-mail is correct.
7. Enter the credit card information.
8. Proceed to payment.
Fellowship application process
This information is provided to help you complete the application. The following section lists the application questions as you will see them.
Organization
This section has been populated from the profile information. Ensure all information is correct. If it is not correct, click on the profile link in the upper right of the page and update. (See Current user above.)
Program overview
Sub-specialty – choose from the sub-specialty options in the dropdown box.
Fellowship title – the title of the institution’s program (if you receive a grant, this title will be used for publication).
Program start and end date – these are the dates of your program (08/01/2011 – 07/31/2013). All grant requests are based on the academic calendar, starting in August and ending in July of the following year.
Budget overview
What is the amount needed for your program? – This is the total amount that it will take for the program to support the fellow; you are not limited to $150,000 in this question. Please be accurate: the answers to this question will help us set grant amount maximums in the future and speak to donors about the continuing need for donations.
What amount are you requesting from OMeGA? The maximum amount currently is $150,000.
Are you applying or will you apply for other grants to support this program? Yes/No This information can support the need for future donations.
Milestone payment 1 (Upon signing the LOA, but not before 8/01/11) – 25% of the total amount requested (up to $150,000) and description of how funds will be used.
Milestone payment 2 – date 2/1/12, 20% of the total amount and how funds will be used.
Milestone payment 3 – date 8/15/12, 25% of the total amount and how funds will be used.
Milestone payment 4 – date 2/1/13, 25% of the total amount and how funds will be used.
Milestone payment 5 – date 8/15/13, 5% of the total amount and how funds will be used and receipt of the final report.
Click “save” (You will not be able to advance without saving this section.)
Program details
Briefly describe your organization. 1500 character limit.
Is your fellowship accredited? Yes/No Bubble indicates that accreditation is not required to apply for an OMeGA grant.
If so, what is the accrediting organization and how many years of accreditation was your program granted? List the accrediting body (ACGME, Royal College of Surgeons, American Osteopathic Association) and how many years you received at your last accreditation.
Will your fellowship program participate in the program match process? Yes/No.
Provide name of your program director. Provide the fellowship director’s name and upload a one-page CV. Faculty CV
In which location does your fellowship program occur? Indicate location, city and state.
Briefly describe the resources and facilities that will be used by your fellow(s) that are unique to sub-specialty needs. 1500 character limit.
How many orthopaedic sub-specialist FTEs teach in the fellowship? Indicate the number of full time faculty and upload a one-page CV Faculty CV
How many fellows do you anticipate appointing to your program in the sub-specialty selected in the upcoming academic year? Provide the total number of fellows you will have in your program in the upcoming year (this might be the NRMP/San Francisco Match quota).
How many fellows in the sub-specialty selected have been in your program in the past three years? Provide a total number and use the attached form to list your former fellows. Former fellows
Patient population associated with fellowship program (please provide percent of population in each category). Provide percentage in each category, ensuring the numbers add up to 100%. You might get this information from the clinic where the fellow works or from the physician’s office.
How many women fellows have been in your program in the past 5 years? Indicate number.
How many under-represented minority fellows have been in your program in the past 5 years? Indicate number.
Highlight the criteria you will use to measure the success of the fellowship program. 1500 character limit.
Describe how your program maintains an environment of inquiry as evidenced by recent publications, presentations and research. Fill out the forms below and attach. The case log form is included in this area.
These forms MUST be used and uploaded.
Sample Grant Recipient Agreement (this sample is for your grants office to read and be able to comply if you are awarded the grant)
Describe the expertise of the faculty and other criteria that distinguishes the program at your organization in the sub-specialty selected. 1500 character limit.
Has your fellowship program been funded over the past 5 years? – Yes/No.
If so, by whom? – List the companies that have funded your program. 250 character limit.
What percentage of the cost of your fellowship program is funded by external sources? Ensure that the four categories add up to 100%.
Payee information
· Checks payable to – organization name (OMeGA asks that you give 40 character limit shortened version of the organization name)
· Address – where the check should be sent. Include the name of the person to whom it should be directed.
Program budget
Covered expenses
· Salary and benefits
· Meeting registration
· Licensing
· Books
· Research
Non-covered expenses
· Malpractice insurance
· Hotel for meetings
· Meals for meetings
· Travel for meetings
· Overhead
How to enter information in the form
This amount needs to match what you put in the budget/milestone area of the application. See below for the screen shots showing how to fill out this portion of the application. Make sure you click “Save.”
The next screen shot shows the breakdown of your budget request. Follow this example to insert your information. Total costs need to match the amount from the previous page in the budget and milestone section.
Supporting documents
This page will allow you to upload your supporting documents electronically.
Certifying W-9/W8BEN/501(c) 3 or any other tax forms
Click on the links to make sure that the tax form you have submitted earlier in registration is correct. If so, click Yes. If it is incorrect, click No and you will be asked to resubmit the forms.
UploadsDocuments must be uploaded in PDF format.
Program director and faculty CVs
After you have submitted your application
Your grant will be reviewed for completion by OMeGA. We will request additional information via e-mail from you if your request is incomplete. Programs have 10 business days to provide the necessary information before the grant request is closed. When the application deadline gets closer or if OMeGA contacts you after the deadline date, you will have 3 business days to return your information. (This will be noted in the email that is sent).
Once all information has been received, the application will be sent to the Review Committee for that sub-specialty to review. They will recommend or deny the application and send this information to the Grants Board for final decision.
Grants – after the decision
All OMeGA grant recipients must sign the Grant Recipient Agreement issued by OMeGA Medical Grants Association. There will be no changes to the Grant Recipient Agreement: please ensure that you and your grants office can agree to this document before submitting. If you have any questions on the agreement terms, please contact OMeGA at info@omegamedicalgrants.org. A copy of the Grant Recipient Agreement can be found by clicking on the link “Fellowship Grant Recipient agreement for 2011-2013 academic years.”
Governing law issue
Governing Law. This Grant Agreement shall be governed by the law of the State of Illinois without regard to conflict of law rules and venue for resolution of dispute will reside with the state and federal courts located in Cook County, Illinois.
A few programs have asked OMeGA to alter our policy on governing law, either changing to the laws of another state or country or remaining silent. While OMeGA does not anticipate any issues, this section ensures that OMeGA would consistently use one law for all problems regardless of the institution location with which the problem arose--nor need to travel to any location throughout the Americas to which OMeGA provides grants.
Please review the Grant Recipient Agreement to ensure that your program can sign it as written before applying for a grant. If an OMeGA grant is offered and the Grant Recipient Agreement as written cannot be accepted, your program must decline the grant. OMeGA will offer the grant to another deserving program that can accept the terms of the Grant Recipient Agreement.
At the conclusion of the funded activity, recipients must submit information detailing use of funds and other information to verify the grant award was used as intended. You will receive an e-mail notification on the end date of your activity. If you do not submit reconciliation within 90 calendar days of the activity end date, you may not submit additional grant requests until reconciliation is completed.
Fellowship milestone reports must be sent to the OMeGA Medical Grants Association on October 15, January 15, April 15 and July 31 throughout the term of the grant.