Proposal Submission Guide
10 Steps to Submit a Proposal:
Step 1. As soon as the PI decides to submit a proposal, the PI sends an email to OSP Pre-Award Services at firstname.lastname@example.org with the following information:
- Sponsor name
- Program name and a link to the Request for Proposals or Program Solicitation
- Proposal title
- Proposed start/end date
- Date of proposal submission (if earlier than the program’s deadline)
- Any additional information the PI would like to share about the proposal
Step 2. The Pre-Award Services manager assigns an OSP Research Administrator (RA) to the proposal.
Step 3. The RA contacts the PI to establish the proposal submission timeline, review the proposal guidelines, and develop the budget with input from the PI.
Step 4. The RA completes a Proposal Data Sheet and routes the draft budget and scope of work (or project narrative) for internal approvals using the Frevvo system prior to submitting the proposal. Any additional forms that require approval are attached to the Proposal Data Sheet.
Step 5. The RA initiates the Proposal Data Sheet then routes it to the Department Administrator (DA), PI and College Business Manager (BM) to complete the remaining fields and approve the proposal. Detailed instructions for using this system are found here.
Step 6. After the BM completes and signs the Proposal Data Sheet, it (with the attachments) is automatically routed to the PI’s Department Chair (DC) and then to the Dean for approval. Once the Dean approves the Proposal Data Sheet, the routing is complete.
Step 7. The PI and the RA finalize the proposal documents (see the Roles and Responsibilities for proposal development below).
Step 8. The RA reviews the budget and proposal to ensure accuracy and compliance with proposal guidelines.
Step 9. The RA submits the proposal to the sponsor using an electronic proposal submission platform (Hard copy proposals are returned to the PI to submit to the sponsor.)
Step 10. The OSP Pre-Award Services office records the proposal information in the InfoEd system and keeps copies of the submitted proposal records pending an award.
This is a generic timeline. More complex proposals or proposals with internal or external collaborators or cost sharing requirements necessitate more time to develop and to route for review and approval. Individual colleges and departments may have longer timeline requirements.
|Notify OSP Pre-Award Services of intent to submit a proposal.||As early as possible prior to the deadline.|
|Develop a draft Scope of Work and Budget.||At least one week prior to the proposal deadline.|
|Route for internal review and approval.||At least one week prior to the proposal deadline.|
|Send final proposal documents to OSP Pre-Award Services.||At least three (3) full business days prior to the proposal due date.|
A proposal is considered late when the final proposal is submitted to the RA less than three (3) full business days prior to the submission deadline.
The Pre-Award Team will make reasonable efforts to review and submit late proposals but cannot ensure the same level of service as we offer for timely proposals, which may result in the sponsor rejecting the proposal.