Proposal Preparation Responsibilities

Proposal Development and Submission Staff

• Assist in identifying funding agencies and obtaining guidelines and forms.
• Serve as liaison between the university and external funding sources.
• Review and interpret guidelines.
• Ensure proposal meets university and agency requirements.
• Assist and advise faculty about proposal writing, budget preparation and compliance with university policies.
• Review budget for accuracy and assist with corrections as necessary.
• Check for discrepancies between the budget and statement of work, as time permits.
• Review match/cost share commitments for accuracy and approval signatures.
• Complete standard Assurance and Certifications and Representations on behalf of the university.
• Duplicate and mail proposals.
• Follow-up consultations for revisions and resubmissions.
• Prepare and schedule workshops for faculty members.
• Ensure the following internal university forms are completed, as applicable:
  • Assurance of Protection of Human Subjects
  • Animal Use Approval Form (Lab Animal Research)
  • Animal Use Approval Form for Wildlife Field Studies
  • Material Transfer Forms
  • Special Hazard Form
  • Invention and Copyright Agreement/Visiting Scientist Agreement
  • Confidential Disclosure Agreement
  • Conflict of Interest Form
  • Request for Service Fee in Lieu of F&A
  • FastLane Password Form

Principal Investigator

• Complete a Faculty Profile for Community of Science (COS) to obtain information on funding sources, agency guidelines and forms.
• Notify ORC of intention to submit a proposal and forward a copy of agency guidelines.
• Contact the College/Institute Research Coordinator to notify of submission and request assistance.
• Obtain cost share/match commitments from Department Chairs and Deans.
• Contact program manager at the agency to discuss the proposal.
• Follow agency guidelines and format to complete proposal; use correct forms.
• Write technical component of the proposal.
• Prepare a preliminary budget and/or coordinate with Research Coordinator to develop budget.
• Submit preliminary and final budgets to ORC for review prior to submission date.
• Provide detailed breakdown of travel and equipment costs.
• Provide the signed subcontractor's statement of work, budget and letter of commitment using required agency forms.
• Complete the Proposal Transmittal Form and obtain all approval signatures prior to submission.
• Obtain approval for MFFA matching funds.
• Obtain signatures for matching funds from College/Department Deans and Chairs
• Negotiate with Co-PI the F&A costs distribution.
• Prepare a memorandum on how F&A costs will be split when multiple departments, colleges or institutes are involved in project.
• Determine technical effort assigned to each investigator and obtain the required signatures.
• Complete Form AA-21 if a conflict of interest is anticipated.
• Complete and provide a Request for Service Fee in Lieu of F&A Costs at least five (5) days before submission for internal approval.
• Provide ORC with application checklist, if applicable.
• Complete all internal processing forms as required:
  • Assurance of Protection of Human Subjects
  • Animal Use Approval Form (Lab Animal Research)
  • Animal Use Approval Form for Wildlife Field Studies
  • Material Transfer Forms
  • Special Hazard Form
  • Invention and Copyright Agreement/Visiting Scientist Agreement
  • Confidential Disclosure Agreement
  • Conflict of Interest Form
  • Request for Service Fee in Lieu of F&A
  • FastLane Password Form

University Departments

• Promote faculty participation and involvement in research and provide assistance in preparing proposals.
• Encourage new faculty members to attend workshops and to schedule a meeting with ORC staff.
• Verify the Proposal Transmittal Form is complete and accurate.
• Review and sign approvals for Department, College, Institute cost share and match commitments.
• Ensure that adequate space requirements are available or committed for the project implementation and that investigator is capable of conducting the proposed research.
• Review budget for accuracy and for proper FTE%.
• Reinforce university requirements that ORC must review and approve all proposals prior to submission.
• Advise faculty that ORC is the "authorized representative/organization" for all proposals and the only office with authority to sign on behalf of the university president.
• Advise faculty about the need to submit the following forms with the proposal:
  • Assurance of Protection of Human Subjects
  • Animal Use Approval Form (Lab Animal Research)
  • Animal Use Approval Form for Wildlife Field Studies
  • Material Transfer Forms
  • Special Hazard Form
  • Invention and Copyright Agreement/Visiting Scientist Agreement
  • Confidential Disclosure Agreement
  • Conflict of Interest Form
  • Request for Service Fee in Lieu of F&A
  • FastLane Password Form
• Remind faculty of the ORC internal receipt deadlines for processing complete proposals.