Research Proposal Preparation Process

Two weeks prior to the sponsoring agency's deadline date, the PI should make the following determinations regarding indirect cost exceptions and proceed as indicated:

  1. If indirect costs, other than CSM's approved rates, are mandated by a funding agency (published in their guidelines), approval for submitting a proposal with the lower rate must be approved by Dr. John Poate.  Send the request for approval to Dr. Poate via e-mail. After Dr. Poate approves the indirect cost rate, he will e-mail the approval back to the PI with a copy to ORA. If half or more of the budget is for student support, i.e., stipend or tuition, fees, health insurance, ORA can approve the use of the rate. Please see Budget Exception Policy.
  2. If the use of the off-campus indirect cost rate is requested, e-mail Sharon Dehmlow a statement explaining and justifying the use of the rate. This rate is used if half or more of the project will be performed off campus, i.e., in the field or at another facility other than CSM, by CSM employees.
  3. If a solicitation limits the number of submissions that can be made by an institution, please refer to Procedure for Internal Review on Solicitations that Limit the Number of Proposals.
Once approvals, if any, are obtained, one week prior to the agency deadline date, provide ORA with the following (if submitting an NSF proposal, skip and go to the Fastlane section):
  1. Either hard copy or the web site for the program guidelines. This applies if you are submitting to either a solicitation or a special program at a particular funding agency. (Generally, ORA has access to general agency guidelines.)
  2. A budget in an Excel spreadsheet with duration dates. Calculation formulas have been provided. Fill in the numbers on the spreadsheet and e-mail back to ORA.
  3. Provide ORA with information necessary to create a signature page.  This includes additional Co-PIs if not indicated on the budget, the full name and address of the sponsor (and a contact person if available), and the name of the center (if proposal is being submitted through a center).  You can also fill out a CSM cover page and e-mail it back to ORA if you like.
  4. Provide ORA with information regarding unusual copying requirements, i.e., multiple volumes, tabs, color pictures to be inserted, etc.
  5. If equipment matching funds are being provided by the administration (see Dr. Poate's memorandum explaining how to request matching funds), the PI should provide ORA with a copy of the approval memo. If cost sharing other than matching funds is being requested from the administration, the PI should request these funds well in advance of proposal submission time and provide ORA with a copy of the approval memo.
  6. The PI is responsible for writing the technical proposal (including biosketches and references). It can be e-mailed to ORA as a Word or a PDF file unless it contains color figures or diagrams, in which case, a hard copy should be provided.
ORA will do the following:
  1. Read the program guidelines to ascertain agency requirements.
  2. Log proposal into database and assign a proposal number. A Check-off Sheet will be generated from the database, which must also be signed along with the proposal. The check-off sheet will contain the title of the proposal, the CSM proposal number and pertinent information in the "comments" block such as cost sharing information, indirect cost rate variations, center submittal, etc. This sheet will eventually be kept in the ORA files and is never mailed to the funding agencies.
  3. Review and correct the budget, if necessary, and e-mail it back to the PI. The PI can then make any changes needed to the budget, or have ORA make further changes. The final version of the budget should be given to ORA two (2) days prior to the deadline date.
  4. ORA will fill out agency forms such as cover pages, budget forms and certifications, as well as create the CSM cover sheet.
  5. ORA will produce other documents needed at the time of signature such as the Financial Interest form, Research Thrust Areas form, and Cost Sharing form.
Finalizing the proposal:
  1. The PI will stop by the ORA office to pick up cover pages, the check off sheet and forms, which have been filled out by ORA. The PI should put the proposal package together, making sure it is in the correct order and that all the required sections are included.
  2. The PI then begins the signature process, signing the proposal and taking it to other Co-PI's, Department Head(s) and Center Directors for their signatures. (If a Co-PI is not available, the Department Head should sign for that person.) If the PI has proposed cash or in-kind cost sharing, he/she should fill out a Cost Sharing Form, which requires the PI's and the department head's signatures, and place it in the proposal file.
  3. The PI returns the proposal to ORA. ORA will do a final check and obtain administrative signatures. ORA will make the required copies; if there are multiple volumes, tabs, color pages or any other unusual copying requirements, more time may be needed (ORA should be informed in advance). ORA will then mail the proposal, with a transmittal letter, or send the proposal electronically if that is required by the sponsor. ORA will send an electronic copy of the proposal back to the PI, Co-PI's, Department Heads and Center Directors (except in the case of NSF Fastlane submitted proposals; faculty can print their own copies of the proposal from the Internet. However, ORA will still send Department Heads and Center Directors a copy). A copy of the proposal is kept on file in the ORA office.
NOTE: If a PI plans to be out of town prior to the submission of a proposal, he or she should either plan on getting the proposal prepared before leaving or choose someone on campus to be responsible for the proposal during the absence, i.e., Co-PI, other faculty member, department head.
Send comments & questions to Sharon Dehmlow
Return to Proposals
Last Modified: October 02, 2007