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Proposal Process

How do I “submit" a proposal?

Before any grant application is submitted to a funding agency, it must first be “routed” through the Proposal Transmittal Form (PTF) internal review process to secure and confirm university approval.

The PTF is initiated by the Principle Investigator/Project Director. The PI/PD and/or their department accept responsibility to route and secure internal approvals. Allow at least 3 business days for the approval routing process. 

1.     PI/PD attaches sponsor guidelines (announcement, RFP) with the original application to the PTF.  The package begins the approval routing process with the department head, Dean or Vice President who signify their approval by signing the transmittal form.

2.     The college/division forwards the PTF to the Office of Sponsored Programs (OSP) to  review the application for accuracy, completeness, and compliance with institutional and federal regulations.

3.     Next, the Budget Office reviews the budget for accuracy and the commitment of university resources. 

4.     Finally, the VP for Research (VPR) provides the authorized institutional signature. The VPR's office returns the fully signed PTF to OSP.

After the PTF has been fully executed, the application is ready for submission. The OSP is authorized to submit the application to the sponsor agency.   OSP is authorized to submit proposals electronically, on behalf of the University, to sponsor agencies ONLY upon receipt of the fully executed PTF.

New policies on submission:

  • Electronic Submission Policy: Proposals that require electronic submission must be forwarded to OSP at least 2 business days prior to the deadline,
  • Begin routing PTF early (5 business days recommended) to secure the internal approvals necessary for OSP to submit the proposal electronically.

Note:  Policy was created to ensure that proposals relying on electronic processes are successfully transmitted, in time to meet the sponsor deadline.


Why does my proposal need to be routed?

The internal review process for external funding proposals ensures compliance with federal, state, and institutional regulations and supports accuracy in all budgetary and institutional information. The following questions will be addressed during the review process:

1.      Departmental (Chair):

  • Will the grant interfere with the total institutional effort expected and for which that person is being paid?
  • Will the teaching load be adjusted because of the faculty member's work on the grant?
  • Are there sufficient facilities and equipment available to support the proposed research?
  • Does the project fit within the overall objectives of the department?
  • Are human or animal subjects to be involved in the proposed research?
  • Have biohazards been identified?

2.      College (Dean):

  • Confirms that above judgments have been made at the departmental level.
  • Determines that the commitment of Institutional funds, if any, will be supported by the College.
  • Verifies the project is consistent with the collegiate objectives.
  • Reviews the budget to insure that full and appropriately documented direct costs are included.

3.      Office of Sponsored Programs:

  • Reviews the budget to insure that full and appropriately documented costs are included.
  • Verifies that all involved departmental, collegiate, and compliance units (research committees) have approved the proposal if required.
  • Reviews institutional information for accuracy.
  • Verify that indirect costs are budgeted at the University's approved rate or at the maximum rate as allowed by the sponsor.

Does everything I send to the funding agency need to be routed?

Route by Proposal Transmittal Form (PTF
New, competitive renewal, and supplemental applications for external funding must be routed. 

Route by Award Routing Form (ARF)
Contract documents that require an official signature after an award is made are routed, with the documents requiring signature attached to the ARF.

Financial requests that include revised budgets, progress reports including a budget for a subsequent period of time (continuation), supplemental funding.

Non-financial requests that require the signature of the institutional official (MOU, consortium agreements, subcontracts, change in scope of work, etc.) are routed with the ARF.

Requests for carryover of funds from one budget period to another, no-cost extensions, and requests to re-budget after the grant has been funded, also need to be routed.

 


Office of Sponsored Programs
Biomedical Research and Health Professions Bldg.
BRHP 1.101
One West University Blvd.
Brownsville, Tx. 78520
Ph. 956-882-7849
Fax 956-882-7851
sponsoredprograms@utb.edu

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