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:
- PI Name:
- Department/Administrative Unit for Routing in Frevvo:
- College/Administrative Unit:
- Period of Performance (Start and End Dates):
- Project Title:
- Hyperlink to or Copy of the Funding Opportunity (e.g., RFP, FOA):
- Submission Deadline:
- OSP Document Deadline (5 business days per OSP Policy 5030.4.1):
- Draft Statement of Work
- Draft Internal Budget
- Do you need Project Management support from the Division of Research and Economic Development (Yes or No)?
- Have you been working with Research Development (RD) on this proposal? If yes, who is your RD contact?
- Who do you want to lead the submission? (Note: Some proposals require OSP to submit)
- Do you anticipate anyone who is related to you or in a consensual relationship with you will work on this project (whether paid or unpaid)? If yes, please explain. (Note: if you have confidentiality or privacy concerns, please answer yes, and we will follow-up with you separately to maintain confidentiality or privacy.)
Step 2. The Pre-Award Services Assistant Director and/or Coordinator 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.
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 two weeks 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.||Final documents are due at least five (5) full business days prior to the proposal due date. Narrative documents may be updated, but the Final Narrative documents are due at least three (3) full business days prior to the proposal due date.|
In accordance with Section 4.1 of Boise State University Policy Number 5030, a proposal is considered late when the final proposal is submitted to the RA less than five (5) full business days prior to the submission deadline. Narrative documents may be submitted to the RA three (3) full business days prior to the deadline. Please review the Proposal Document Submission Deadline Guide for more information.