Proposal Development
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Proposal Submission
Proposal Submission Guidelines (15-10-5-2)
Purpose: Relevant procedures for investigators submitting external funding proposals.
The Division of Research, Innovation and Economic Development (RIED) strives to provide the Tarleton research community with excellent sponsored project administration services. Pre-Award administration is complex and requires sufficient time to prepare prior to submission to the sponsor or lead institution. Adequate preparation time ensures that sponsor requirements and System Member rules and guidelines are followed, and that proposals are submitted on or before the sponsor’s deadline. RIED Pre-Award can add the most value when researchers make sure there is sufficient time for us to prepare our portions of the proposal and to conduct a thorough quality review. To ensure we are able to provide investigators with the highest-level support, researchers must use the following guidelines for proposal submissions:
1. Initiate Contact with RIED
a. Begin by completing and submitting the Notice of Intent to Seek External Funding (NOISE), a web form which is available on the RIED Pre-Award website
The NOISE must be submitted a minimum of 15 business days prior to
the sponsor’s deadline date, for Tarleton only or Tarleton Lead proposals, or
the Lead Institution’s internal deadline, for Tarleton sub-award proposals.
2. Pre-Award Launch
Within 3 business days of receiving your NOISE form, a Pre-Award member will contact you to schedule your launch meeting and provide a timeline for the required documents. During this launch meeting, the budget spreadsheet preparation will take place.
3. Prepare and Submit to Pre-Award the Initial Administrative Portions of the Proposal
RIED requests the following documents, minimum of 10 business days in advance of the sponsor deadline in order to route your request through Maestro for approval:
a. Draft Abstract/Summary or Statement of Work
b. Budget (Spreadsheet developed in conjunction on with Pre-Award
c. Budget Justification
4. Maestro Approval Routing Occurs
Pre-Award will begin the routing for approval: PIs approve first.
5. Prepare and Submit to Pre-Award
Remaining Administrative Documents (as requested by sponsor) –5 business days prior to the sponsor deadline:
d. Draft Project Narrative/Description
e. Subcontract Documents (subrecipient form, letter of commitment, etc.)
f. Biosketches/CV
g. Current & Pending Support
h. Synergistic Activities
i. Data Management Plan
j. Facilities & Equipment
k. Relevant Approved Waivers (if applicable)
l. Other Required Sponsor-Specific Forms
6. All Portions of the Proposal
All completed proposal documents should be submitted to RIED Pre-Award, in the final Word format, no later than 2 business days prior to the sponsor or lead institution deadline.
7. Draft Final Application and Submission
Pre-Award will upload all documents and provide a complete copy of the application for the PI to review for revision if needed. The PI will provide Pre-Award with approval to submit within 24 hours of receipt of the draft.
8. RIED Pledge to the Research Community
a. Proposals received by RIED Pre-Award according to the 15-10-5-2 timeline outlined above will receive a complete and thorough quality review.
b. For proposals completed and submitted to RIED Pre-Award within this 15-10-5-2 timeframe, our office will work with the PI to make all necessary changes to ensure the proposal is administratively compliant.
c. RIED pledges to submit on-time proposals, with limited exceptions, prior to the sponsor deadline. Proposals with required materials submitted within the 15-10-5-2 timeframe will receive priority over proposals received with shorter lead time.
d. RIED staff will make every effort to submit all proposals.
e. Agency Deadlines: Unless the deadline is specifically defined as earlier than 5 p.m. by the sponsor, the submission deadline for Tarleton is 5 p.m. local time on the sponosr’s deadline date (even if the sponsor allows submissions beyond 5 p.m.)
f. In the event a proposal or portions of a proposal are received outside of the requested timeframe, the investigator assumes all risk for proposals found to be non-compliant or submitted late to the sponsor or lead institution.
Note:
If a proposal is submitted to the sponsor without RIED review, the proposal may be withdrawn if it is determined to be non-compliant with the System Member rules, standard administrative procedures or guidelines.