Steps for Submitting a Paper Proposal via Mail

Formal submission guidelines are set in place to help ensure that all proposals 1) are in compliance with the University policies and procedures and 2) meet criteria for submission as outlined by the external sponsor. 

Submission Steps:

  1. Submission Appointment: Principal Investigator/Project Director (PI/PD) contacts a Grant Specialist to schedule a Submission Appointment as soon as the funder’s deadline is known or a decision to pursue funding is made.  Submission Appointments for paper submissions should occur no less than two (2) full working days prior to the date the proposal must be mailed to meet the funding agency’s deadline.  The PI/PD is not required to be present at the Submission Appointment, but should be available by phone or email during that time in case questions arise.
  2. Proposal Routing & Approval Form: PI/PD downloads Proposal Routing & Approval Form (Routing Form) to anticipate any special signatures.  Begin routing the form only after the proposal and budget are finalized. The Grants and Contracts Administrator is the last person to sign this form.  All other necessary approvals must be obtained prior to the Submission Appointment.
  3. Required Budget Review: PI/PD submits by email their budget in Excel, budget justification, and copy of application guidelines to a Grant Specialist for a Required Budget Review no less than five (5) full working days prior to their Submission Appointment for “complex” budgets and two (2) full working days prior to their Submission Appointment for “simple” budgets.  We encourage PI/PDs to seek comments from a Grant Specialist on draft budgets as early as possible.
  4. Signatures: PI/PD submits to RSP the completed Routing Form with all necessary signatures (except the Grants and Contract Administrator’s), along with an entire copy of the completed proposal on or before the date of their Submission Appointment.
  5. Approval: Once all files, documents, and approvals are in order without errors, the Grants and Contracts Administrator authorizes the submission by signing the Routing Form, notifying the PI/PD that submission by mail is approved and releasing materials to be picked by the PI/PD.

Timeline for Submitting Paper Proposals by Mail:

 

Mininum Days in Advance of
Mailing Deadline

 

ASAP

7

6

5

4

3

2

1

Contact RSP to notify of intent to apply, send copy or link to Proposal Guidelines, and schedule Submission Appointment

x

 

 

 

 

 

 

 

Download Routing Form to determine special signatures

x

 

 

 

 

 

 

 

Required Budget Review for Complex Budgets

 

x

 

 

 

 

 

 

Required Budget Review for Simple Budgets

 

 

 

 

x

 

 

 

Final edits to narrative and attachments permitted

x

x

x

x

x

x

 

 

Submission Appointment

 

 

 

 

 

 

x

 

Submit Routing Form with necessary signatures

 

 

 

 

 

 

x

 

Submit copy of final version of full proposal

 

 

 

 

 

 

x

 

 

Proposal Submission Glossary