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Proposal Submission Process

Initial Steps

• Before developing a proposal, it’s a good idea to consult the Chief Academic Officer and/or Vice Provost to enlist approval and support for the project. Questions concerning faculty time commitments, space, and facilities should be resolved at this time.
• As early as possible, the PI should contact Susan Mihailidis (Associate Dean for Academic Affairs) and provide a link to the program solicitation or RFP. Often, sponsors will ask for pre-proposals and selected applicants will be invited to submit a full proposal at a later date. Notify Susan of your interest in applying before your letter of intent is submitted.
• The PI must submit a high-level overview of their proposal plan via this "" at least six weeks before the deadline. The Office of Grants and Sponsored Programs (OGSP) team will share form content with Academic Life and Financial Affairs leadership before submission. This helps us anticipate any possible concerns or questions earlier in the proposal process.

Proposal Development

• The PI and their collaborators are responsible for drafting and editing their proposal narrative and supporting documents.
  • For NSF proposals, the PI and other senior personnel are responsible for completing their Biosketch, Collaborators and Other Affiliations, Synergistic Activities, and Current and Pending Support documents using the latest templates from NSF. Check for more details. 
• The OGSP team will work closely with the PI to develop the proposal budget and budget justification. OGSP can also share templates and/or examples for supporting documents such as Facilities and Other Resources, Data Management Plans, etc.

Internal Proposal Review and Approval

All applications go through an internal review and approval process, and they must include the following:

• Completed Proposal Transmittal Form (PTF) signed by PI and all key Investigators, including the Conflict of Interest certification. Susan will route the electronic transmittal form to you and other investigators through Adobe Sign. This form and the required attachments will be reviewed and approved by the Chief Academic Officer and Provost and Associate Vice President for Finance. View a sample PTF form.
  • Final administrative sections  (budget, budget justification, and subcontract letter of intent and statement of work (SOW) if �������� is a subcontract under another institution’s application).
  • Technical sections (draft form).
  • Subcontract documentation (when �������� is the lead institution): this will include the collaborating institution’s SOW, budget, budget justification, and signed Letter of Intent.
  • Any unique administrative documents required by the sponsor or prime collaborator.

Internal Proposal Deadlines

For electronic and paper submissions, provide the above documents at least five (5) business days before the sponsor deadline. The OGSP team will review and if applicable, work with PI to correct any necessary revisions. The proposal will then be routed to ��������’s institutional officials for review and signature. 

This allows time for possible technology slowdowns and for the PI to make corrections in response to system errors indicated by the online grant portals (Grants.gov, for example).

The PI must release the complete proposal to OGSP, with the final research plan “ready to go,” two (2) business days prior to the deadline for electronic submission to the sponsor.