Review of Proposals
Approval of Proposals
Assistance in Proposal
Deadlines for Proposals
This guide is intended to assist faculty members in the
preparation of grant and contract proposals and
expedite their administrative review and transmittal.
A. REVIEW OF PROPOSALS
The University Handbook, Volume IV, Part II, Chapter 4,
"Grant and Contract Support of University Activities,"
outlines the procedure for the submission of proposals
for outside support of research,
University-administered traineeships and fellowships,
institutes, and other University activities to
prospective public and private sponsors. Internal
University review of such proposals includes
consideration of the following:
- The substance and merit of the proposed activity
including academic appropriateness and desirability.
- Protection of the rights, welfare and personal
privacy of human subjects where applicable (see
- Compliance with all appropriate regulations for the
humane treatment of any live, vertebrate animal used or
intended for use in research experimentation, testing,
training, or related purposes (see GIM 27).
- Commitments of faculty and staff effort, and the
possible effects of such commitments on the teaching
and other obligations of the personnel involved.
- Salary arrangements, e.g., provision for summer
support, or for partial support during the academic
- Requirements for equipment, special facilities and
other administrative arrangements.
- Verification that all costs, including employee
benefits, and facilities & administrative costs
formerly known as "indirect costs," are provided for;
that resource needs are realistically estimated and
properly stated; that items included are consistent
with the policies of the University and the sponsor;
and that, if appropriate, proposed matching funds are
available and can be satisfactorily documented.
B. APPROVAL OF
As described below, proposals must be routed and approved electronically
within the University using Form eGC-1, entitled
"Request for Approval of Application for Grant or
Contract." This internal review ends in the Office of Sponsored
Programs (OSP), the office authorized to approve,
sign, and submit proposals for the University.
The University may choose not to honor obligations
undertaken by faculty or others which have not been
properly authorized. The procedures for approval are as
- The principal investigator (PI) signs and submits the
proposal for a grant or contract (or renewal thereof)
for approval to the chairperson of the department. In
the absence of the principal investigator (PI), the
Department chair may sign the eGC-1 and proposal on
behalf of the PI. Budgetary information and statements
concerning the availability and use of personnel,
space, and facilities for the contemplated activity
must accompany the proposal, as specified in the
University Form GC-1. The chairperson's approval
constitutes an endorsement of all aspects of the
proposal. When more than one department is involved,
the proposal must be approved by the chairperson of
each involved department.
- The proposal is then submitted by the chairperson
of the department to the dean of the college for review
and approval. The dean's review also relates to all
aspects of the proposal including the extent to which
the proposed activity may affect the teaching and
research interests of the department and the college
and the possible alternative use of space and
facilities. When more than one college is involved, the
proposal must be approved by the dean of each involved
- Following approval by the dean, the proposal is
transmitted to Office of Sponsored Programs for the
final institutional review to assure its conformity to
University policies, to resolve any financial,
administrative or legal questions, and to concur in any
commitments of University space, facilities, and
services. In addition, the budgetary and other
administrative provisions are closely reviewed. The
Office of Sponsored Programs gives final
approval for the University and transmits the approved
proposal to the prospective sponsor.
- As of January 2, 2007, proposals that require
electronic submission must be forwarded to OSP 10
working days prior to the agency deadline. All final
application materials (this includes all final science)
must be released to OSP five (5) working days before
the sponsor's deadline to ensure proper electronic
submittal. Reference 2 day rule.
Upon successful submission of the electronic proposals
to the sponsors, OSP will approve the eGC1 and notify the PI
IN PROPOSAL PREPARATION
The Office of Sponsored Programs can assist with the
preparation of proposals for outside support,
particularly with advice about the budget, cost
sharing, facilities & administrative costs(also
known as indirect costs), employee benefits, format,
justification, and other such matters. Early contact
with OSP, even at the
drafting stage, will help to establish the proper
sequence of events and thereby help to assure meeting
the desired sponsor deadline.
PIs should provide a copy of the proposal and the announcement to the
Office of Sponsored Programs as early as possible for
assistance in reviewing contract clauses and in
preparing Certifications to the sponsor.
In addition, the department and/or college offices may be able to provide proposal assistance if necessary,
the chairperson and dean generally
should be brought into discussions at an early stage to
assure their timely awareness of the proposed activity
and to provide maximum time for them to consider any
necessary resource allocations.
D. DEADLINES FOR
For details regarding application deadlines, please refer to
GIM 19, Deadlines for Proposals to Outside Agencies.