Shared Equipment/Equipment Trust Fund (ETF)

The School of Medicine will solicit proposals annually for ETF Funding for new or replacement equipment that is to be used as shared resources/instrumentation throughout SOM Research. SOM has the expectation that equipment will be maintained well, used to full capacity, and made accessible to all SOM researchers. The requesting group will work with ORCA to ensure that the requested equipment is purchased and maintained consistent with ETF program guidelines (https://uvafinance.virginia.edu/resources/what-equipment-trust-fund).

In general, most purchases will be included as part of the Shared Instrumentation Core, but will be housed within department spaces. Departments will work with ORCA to develop a maintenance and access plan that includes cost recovery for any service contract or just-in-time maintenance costs. ORCA will manage the maintenance of the instrument and hold the instrument as an asset. SOM will retain “ownership” of the equipment for efficiency in asset tracking and maintenance. Instrumentation will be managed/maintained by ORCA.

By submitting a proposal to the SOM program, the PI confirms that sufficient space and infrastructure (e.g. renovations, power, HVAC capacity) are available where the equipment will be sited.

All applications will be received during the formal application cycle and reviewed as a package by a faculty committee. Awarded applications will be included in the annual ETF budget. Successful applications will include a full justification that explains the benefit of the proposed equipment to the research enterprise, and a realistic assessment of the potential base of regular users of the equipment. The application should also provide details of the space provided for the equipment, and the plan to ensure ready access, track usage, and maintain the equipment over its full lifespan. While not mandatory, proposals for higher cost items may be benefitted by the inclusion of significant cost sharing and/or evidence that partial outside funding has been obtained or is being sought.

Current application cycle is open as of: 09/25/2025

Deadline to apply: 10/15/2024

The required components and structure of the application are detailed on the submission site.

Timelines for required dates of purchase and installation will be shared upon award.

If there are any questions please contact Danny Burdine.