External Research Proposal Submission: Guidelines and Forms

This article is aimed to help administrators and investigators to get more familiar with tools that are necessary for preparing external grant proposals.

  1. It is a primary responsibility of faculty as well as other principal investigators to prepare budgets for the proposals. Nonetheless, the Office of Research personnel is there to offer personal help when needed. It will provide constructive advice and ensure that the investigator gets proper consultation in order to allocate a proper budget for a certain sponsor or agency.
  2. The Office of Research needs further detailed notification that proposals are in the process of development for the submission. The Office of Research should be informed about the process of proposals preparation well in advance (at least five working days prior to the deadline of submission). The required notification should include the following details:
  • Name of the program;
  • Name of the sponsor (agency) including the Baa, RFP or solicitation number;
  • Deadline for the proposal submission
  • Any other required details, such as compliance, cost-sharing, subcontracts, etc.

In case the proposal involves subcontracts, the notification time frame should be prolonged.

  1. Although the narrative stage might be still under development, the Office of Research should be informed about budget as early as possible so that it has sufficient time to review it and approve. Getting the required information prior to the deadline gives our personnel an opportunity to properly review the budget according to the agency requirements.
  2. The agency forms and endorsement sheet in particular must be signed by the authorized university official. For example, after the proposal is reviewed and approved by the Office of Research personnel, it will be given doe the Vice Provost for Research to be signed. The completed package of proposal application should be provided for the Office of Research at least a day prior to mailing or submission process. Afterwards, the proposal will be returned for final copying and mailing to the principal investigator.
  3. Regarding electronic submission, they will be submitted by the Office of Research (for instance, those submitted via NSF FastLane). It is still the key responsibility of principal investigators to submit hard copies if the program requires it.
  4. In case the project budget comprises of funds aimed at supporting research assistants, the Graduate School is responsible for providing additional instructional fee waivers offered to all grant fully funded stipends. If the grants are fully funded, college graduate deans should be further notified by the investigators in order to clarify the details with the Graduate School. Nevertheless, in situations where fee waivers are required for specific programs participants, they will be provided after the college approval on a case-by-case basis.

Any further issues such as cost sharing or equipment matching will most probably require extra lead time. As the staffing in the Office of Research increases, additional alterations will be instituted in the future.