Chapter 24. Research and Other Sponsored Programs
Section 24.2. Research Projects

24.2.4.2. Formal Proposal Submission

Completed Research Proposal: A proposal that is fully typed, has all forms completed, has a budget checked and approved by the Research and Sponsored Programs office or Corporate and Foundation Development office as appropriate, and has the appropriate University Transmittal Form with the signatures of the principal investigator(s) and the corresponding director or department chair(s) and/or dean(s), when necessary.

Proposals submitted by a faculty member are viewed as proposals or offerings from the University. It is essential, therefore, that the proposal be reviewed and endorsed by authorized University officials. Steps for getting approval are included in this section. The suggested time frame for completing these steps is two weeks. Be sure to allow time to meet the deadlines.

The completed research proposal should be submitted to the Research and Sponsored Programs office two weeks (10 business days) prior to the prospective sponsor’s deadline date. In the case where the proposal is unrestricted, a draft of the proposal should be received in the Corporate and Foundation Development office at least two weeks prior to the deadline date.

The Research and Sponsored Programs office or Corporate and Foundation Development office, as appropriate, will make every effort to process each proposal in time to meet the deadline date.

As a principal investigator, do the following:

1. Prepare the proposal, budget, and Transmittal Form for Sponsored Research and Department Proposal. Refer to the Web site of Research and Sponsored Programs to obtain the forms or call Research and Sponsored Programs office at 7-2225.


If the budget includes internal cost sharing of direct cost or facilities and administrative cost, a Sponsored Programs Cost Share Matching Support Authorization Form should be included with the proposal at the time the proposal is received by the Research and Sponsored Programs office for University authorization. Refer to the Web site of Research and Sponsored Programs to obtain the forms or call the Research and Sponsored Programs office at 7-2225.

NOTE: The Research and Sponsored Programs office will help prepare the budget if requested by the principal investigator.


2. Sign the Transmittal Form and obtain the signature(s) of the corresponding director, department chair(s) and/or dean(s) on the Transmittal Form.



3. If a conflict exists, obtain approval of the University conflict of interest officer. Otherwise, certification of no conflict is represented on the Transmittal Form. If applicable, obtain approval from the animal, human subjects, and/or recombinant DNA officer.



4. Bring the completed proposal, budget, cost share/matching support form (if required) and Transmittal Form to the Research and Sponsored Programs office for review and approval.

The Research and Sponsored Programs office will do the following:

1. Ensure that the proposal meets sponsor and University requirements and guidelines.



2. Prepare a letter of transmittal, which must accompany the proposal when it is sent to the sponsor, indicating that the proposal is an official proposal from the University.


NOTE: Additional letters of transmittal may accompany the proposal (e.g. from the investigator, department chair, etc.).


3. Obtain the signatures of the appropriate University officers.

The Research and Sponsored Programs office has the required number of copies prepared and mailed with the letters of transmittal.

NOTE: If the proposal is received by the Research and Sponsored Programs office two weeks (10 business days) prior to the deadline, mailing costs will be absorbed by the Research Sponsored Programs office. If the proposal is NOT received by the Research and Sponsored Programs office two weeks (10 business days) prior to the deadline, include an index number where mailing costs may be charged. If special mailing options (2nd day or overnight) are desired, include an index number where these costs may be charged.

Notification of acceptance or rejection can be anywhere from one to six months. Contact with the agency to inquire on the status of the proposal should be made through the Research and Sponsored Programs office.

If funded, a grant or contract is generally sent to the University and is reviewed by the Research and Sponsored Programs office to ensure that it meets University policy. A copy is provided to the principal investigator for review and approval.

The Research and Sponsored Programs office will obtain the signatures of appropriate University officials on the grant or contract and send a copy to Accounting Services and the principal investigator.

Program directors and investigators should not begin work and/or spend money on a project prior to the grant/contract start date, unless prior approvals from the sponsor has been obtained through Research and Sponsored Programs.

Request for modifications of terms and conditions, such as the period of time, increase in funding, or changes in the scope of work must be processed through the Research and Sponsored Programs office similar to the original proposal process using a Grant/Contract Request for Modification form.