Proposal Process
Submitting a successful proposal requires early preparation. This page will guide you through the process of proposal submission, providing Research Advancement deadlines and other resources.
For questions about timelines or any other proposal submission information, contact our Pre-Award Team or email [email protected].
Other links that may be helpful:
Proposal Timeline
We understand that some solicitations do not provide sufficient lead time but to the extent possible, please follow the timeline below. It will allow the research advancement team (RAT) the opportunity to provide the best possible service to you.
Keep in mind, complex proposals (multimillion dollar proposals, proposals that include cost share, and proposals that include multiple sub-awards) requires more preparation for a successful submission. Obtaining cost share approvals can take up to 2-weeks. Proposals without appropriate approvals won’t be submitted. The RAT Director will not approve last minute cost share requests.
It is important to consult with the Research Advancement Team about the cost share well in advance of the due date to discuss before you consult with the director. Some cost share situations are minimal and can be achieved with AY salary. AY salary is always the first go to reach the sponsors cost share request.
Complex Proposals Require More Time
Keep in mind, complex proposals (multimillion dollar proposals, proposals that include cost share, and proposals that include multiple sub-awards) requires more preparation for a successful submission. Obtaining cost share approvals can take up to 2-weeks.
Proposals without appropriate approvals won’t be submitted. The RAT Director will not approve last minute cost share requests. It is important to consult with the Research Advancement Team about the cost share well in advance of the due date to discuss before you consult with the director.
Some cost share situations are minimal and can be achieved with AY salary. AY salary is always the first go to reach the sponsors cost share request.
Proposal Preparation
If you plan to submit a proposal, complete the RAT Proposal intake form as soon as possible. A minimum of two week’s notice is required to allow the research advancement team the opportunity to provide the best possible service to you for a successful submission.
We understand that some solicitations do not provide sufficient lead time but to the extent possible, please notify the Research Advancement Team as soon as you can via the Proposal Intake Form or use the group email address [email protected].
Per ORSPA policy, all proposals are due to ORSPA a full THREE (3) business days (PDF) prior to the sponsor’s deadline. If this policy is not met, ORSPA cannot guarantee on-time proposal submission to the sponsor.
Keep in mind, complex proposals (multimillion dollar proposals, proposals that include cost share, and proposals that include multiple sub-awards) requires more preparation for a successful submission. Obtaining cost share approvals can take up to 2-weeks. Proposals without appropriate approvals won’t be submitted.
The RAT Director will not approve last minute cost share requests. It is important to consult with the research advancement team about the cost share well in advance of the due date to discuss before you consult with the director. Complex proposals require notice of 45-180 business days prior to the submission deadline.
Once RAT receives the proposal intake form we will take it from there to assist you with a successful submission by providing you with a proposed plan that includes all sponsor required documents. We can also provide templates, graphic support, editing, resources, and knowledge of sponsor guidelines.
Budget Development
Creating a budget for your project can sometimes be as difficult as writing the science. Get started by creating a list of items you will need for your project and forward to the pre-award RA assigned to assist you with your proposal submission. It is important to have a final budget at least ten business days prior to submission.
Schedule an appointment to meet with your assigned RA to assist you in this or any proposal process.
Tuition remission rates have changed for FY2018:
| Period of Support | FY2018 | FY2019 and Beyond |
| AY | $16,175 | Escalate tuition at 8% per year |
| Summer | $1,053 | Escalate tuition at 8% per year |
| TOTAL | $17,228 | Escalate tuition at 8% per year |
ERE(Fringe Benefits) rates have changed for FY2018:
| FY2018 | FY2019 and Beyond | |
| Faculty | 27.10% | Escalate Rate at 3% per year |
| Staff | 35.70% | Escalate Rate at 3% per year |
| Student | 1.10% | Escalate Rate at 3% per year |
| GRA/GTA | 10.20% | Escalate Rate at 3% per year |
| Post-Doc | 25.80% | Escalate Rate at 3% per year |
F&A rates have changed for FY2018:
| FY2018 | FY2019 | FY2020 | |
| Organized Research | 56% | 56.5% | 57% |
| Instruction | 48% | 48% | 48% |
| Other | 44.4% | 44.4% | 44.4% |
Proposal Support
TAKE ADVANTAGE OF EDITING SUPPORT FOR YOUR PROPOSAL SUBMISSION
FSE offers editing support*:
You may qualify for free editing services if you meet one or more of the following requirements:
- Proposal is for $500K or more
- Proposals is for $250K or more (for assistant professors)
- Applying for an Early/Young Investigator grant (for assistant professors)
In addition, FSE offers editing services on one journal publication per year for assistant professors.
* Requires advance planning.
THINK ABOUT ADDING GRAPHICS TO YOUR PROPOSAL – FSE DEAN’S OFFICE PROVIDES SUPPORT FOR GRAPHICS
Eligibility:
- All Early/Young Investigator proposals
- Proposals with budget allocated to FSE at $1M or more
Dean’s office support for graphics:
- 1M budget allocated to FSE = $700 graphics paid by the Dean’s office
- 1.5M budget allocated to FSE = $1,000 graphics paid by the Dean’s office
- 2M budget allocation to FSE = $1,400 graphics paid by the Dean’s office
- Graphics support > $1,500 require advance Dean’s office approval
NEED ASSISTANCE LOCATING FUNDING
Contact the Research Advancement Team and we can assist.
Step 1: Submit the Proposal Intake Form
We understand that some solicitations do not provide sufficient lead time but to the extent possible, please follow the timeline below. It will allow the research advancement team (RAT) the opportunity to provide the best possible service to you.
Keep in mind, complex proposals (multimillion dollar proposals, proposals that include cost share, and proposals that include multiple sub-awards) requires more preparation for a successful submission. Obtaining cost share approvals can take up to 2-weeks. Proposals without appropriate approvals won’t be submitted. The RAT Director will not approve last minute cost share requests. It is important to consult with the Research Advancement Team about the cost share well in advance of the due date to discuss before you consult with the director. Some cost share situations are minimal and can be achieved with AY salary. AY salary is always the first go to reach the sponsors cost share request.
Complex Proposals
Complete Intake Form 45-180 Business Days Prior to the Submission Deadline
Providing the requested information in advance will allow the research team to set up the internal paperwork while you proceed with developing the technical narrative as well as refining the budget as you determine the details of the research.
Non-Complex Proposals
Complete Intake Form at least 14 Business Days Prior to Proposal Deadline
While non-complex proposals only require a minimum notice of 14 business days prior to the submission deadline, it is generally better to submit the Proposal as early as possible.
Step 2: Meet all Subsequent Deadlines
Business Days Prior to the Submission Deadline
Items Due:
- Final budget and justification
- Any other items/info requested by the Research Advancement Team.
Business Days Prior to the Submission Deadline
Items Due:
- Preliminary technical narrative, abstract, bios, and other required items for the proposal
Business Days Prior to the Submission Deadline
Items Due:
All items (excluding technical) should be ready for uploading by the Research Advancement Team for internal routing for departmental approvals and for ORSPAs preliminary review. While all other documents/portions must be final at this time, there will still be an opportunity to make changes to the technical sections.
Business Days Prior to the Submission Deadline
Final application should be submission ready. Research Advancement Team will deliver the application electronically to ORSPA for their final review, signature, and submission.