The development and assembly of the various components of the proposal as well as complying with sponsor and institutional requirements is a shared relationship between the Principal Investigator, their academic unit and Dean’s office, and the Sponsored Program Services. The following chart summarizes the distribution of responsibilities.

 

Proposal Preparation Responsibility	PI/Dept.	Dept. Head/ Dean/ Director/ VPR	SPS
Identifies appropriate funding opportunities	X
Reads proposal solicitation for requirements	X
Prepares full proposal as required by the sponsor (including all sponsor required forms)	X
Requests and documents approval and certification for Cost Share	X	X
Completes Internal Proposal Review form (IPR) and Cost Share Approval form as appropriate and routes form(s) for signatures	X
Completes significant financial interest disclosure form (SFID) and routes to Sponsored Program Services	X
Develops budget and justification to accomplish proposed scope of work	X
Provides initial proposal elements to SPS no later than 5 business days in advance of sponsor deadline (minimum requirements to initiate review: Completed internal forms, proposal guidelines, itemized budget, detailed budget justification)	X
Revises and corrects proposal after SPS review; provides revised/corrected documents to Pre-Award Services	X
Works with the Purchasing Office to develop Small Business/Minority Subcontracting Plan if required	X

 

Review and Approval Responsibility	PI/Dept.	Dept. Head/ Dean/ Director/ VPR	SPS
Assures proposed project is appropriate and consistent with departmental and institutional mission		X
Assures proposed project has qualified personnel and adequate space		X
Indicates approval of draft proposal by signing IPRF Certifications		X
Approves and certifies Cost Share for the Department, School or College		X
Reviews IPRF for content and completion			X
Reviews SFID and forwards for further inquiry/action if appropriate			X
Evaluates and approves required and voluntary Cost Share for the University			X
Reviews budget for appropriate Salaries, Fringe Benefits, Tuition, Indirect/F&A, and projected escalations; checks calculations for accuracy			X
Reviews initial proposal elements and requests outstanding documents			X
Reviews proposal for compliance with sponsor requirements and provides feedback			X
Approves proposal, serves as authorized signatory and institutional representative			X

 

Submission and Post-Submission Responsibility	PI/Dept.	Dept. Head/ Dean/ Director/ VPR	SPS
Submits approved hardcopy (paper) proposal to sponsor. Submits approved electronic proposal if sponsor allows e-submisson by PI/Dept.	X
Submits approved electronic proposal to sponsor if sponsor requires e-submission by institutional representative			X
Submits Small Business/Minority Subcontracting Plan			X
Maintains proposal pending files and database			X
Prepares Post-Submission Sponsor Request materials (Just-In-Time information, revised budgets, additional forms, etc.) and submits to SPS	X
Reviews Post-Submission Sponsor Request materials, provides feedback, submits final materials to sponsor			X

Revised 01/24/2024