Procedure Library

Submit a Proposal Overview

Purpose

To provide a high-level overview of the sponsored project proposal process, from initial concept to final submission.

Applicability

This guidance applies to Principal Investigators (PIs) and departmental administrators preparing sponsored project proposals for grants and contracts, except those funded by for-profit companies. For information about industry-sponsored proposals, contact the Industry Contracts team.

For more detailed guidance, refer to the Grant Life Cycle, and consult your Sponsored Projects Officer (SPO) for proposal-specific questions. You can locate your OSP Officer in the OSP  directory.

Instructions

1. Identify the Funding Opportunity

• The PI locates and reviews potential funding opportunities
• The PI assembles the project team, including co-investigators, subrecipients, and consultants.

Note: Many federal research agencies allow multiple co-equal PIs for projects requiring a collaborative "team science" approach. Each PI must have sufficient authority and responsibility to direct the project, and accountability is shared equally among all designated PIs.

2. Review Sponsor and University Requirements

Carefully read the sponsor's instructions for proposal preparation, including: 

• required format
• page limits
• required components
• review criteria and evaluation priorities
  (See Review the Solicitation)

Confirm PI eligibility requirements in:

• the sponsor's funding opportunity
• University Rule R7-200B: Principal Investigator Eligibility.

If the sponsor requires a pre-proposal or letter of intent, prepare and submit it accordingly.

3. Develop the Proposal

• The PI and collaborators prepare all narrative, programmatic, and technical sections.
• The PI works with the department administrator to develop the proposal budget.
  
• Review sponsor requirements for budget format, cost principles, and restrictions.
• If subrecipients are involved:
  • Obtain subrecipient budgets, budget justifications, biosketches, and other required documents. (See Include Subrecipients in a Proposal Budget.)
• Gather all additional required documents, such as:
  • letters of commitment
  • letters of support 
  • biosketches and CVs

4. Prepare the Document Summary Sheet (DSS)

• Create a Document Summary Sheet (DSS) in eProposal and upload all proposal materials.
• Route the DSS for approval well in advance of the sponsor deadline.
• All proposals must reach OSP at least 5 business days before the sponsor deadline to allow for compliance review and validation. (See Understand Submission Processes.)

5. Internal Review and Approval

After the PI approves the DSS, it routes through:

• the department
• the unit head (chair, director, etc.)
• and, when required, OSP and the Vice President for Research (VPR)

Each department has an eProposal Administrator who manages and configures the approval chain. (See the Reporting Roles Procedure.)

6. OSP Review and Submission

OSP reviews the proposal for:

• compliance with sponsor guidelines
• adherence to University policies
• budget accuracy
• electronic system requirements

OSP provides:

• institutional certifications
• authorized institutional signatures

OSP submits the proposal to the sponsor using the appropriate electronic system (e.g., Cayuse/Grants.gov, NSF Research.gov, NASA NSPIRES, or other sponsor-specific portals. (See Electronic Submission & Registration.)

If a paper submission is required, the PI or department administrator sends the final package to the sponsor after OSP approval.

Related Policies and Procedures

• Grant Life Cycle