Steps for Submitting a Proposal Electronically

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 funder’s deadline is known or a decision to pursue funding is made. Submission Appointments for electronic submissions should occur no less than five (5) full working days prior to the funding agency’s deadline. Lead times for electronic submissions allow the PI/PD to make RSP required corrections, resolve technical submission errors, avoid heavy internet traffic closer to deadlines which can cause submission portals to perform slowly or not at all, and when necessary, contact the usually busy Help Desk of the funding agency. 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.  See Grants.gov Tip Sheet for applications submitted through Grants.gov.
  2. Proposal Routing & Approval Form: PI/PD downloads Proposal Routing & Approval Form (Routing Form) to anticipate any required 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. Electronic File Review: PI/PD schedules an Electronic File Review with a Grant Specialist no less than two (2) full working days prior to their Submission Appointment.  Prior to the Electronic File Review, PI/PD either emails electronic file or electronically grants RSP “view” and “edit” access to the electronic file.
  5. Signatures: PI/PD electronically grants RSP “submit” access to the electronic file (or emails the completed electronic file) and submits the Routing Form with all necessary signatures (except the Grants and Contract Administrator’s) to RSP on or before the date of their Submission Appointment.   
  6. 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 and submitting electronic proposals to the funding agency.

Timeline for Submitting Proposals Electronically:

 

Minimum Days in Advance of Deadline:

 

ASAP

21

10

9

8

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

 

 

 

 

 

 

 

 

 

 

 

Familiarize with electronic submission procedures (i.e. determine any necessary registration, verify login information, etc.)

 

 

x

 

 

 

 

 

 

 

 

 

Required Budget Review for Complex Budgets

 

 

 

x

 

 

 

 

 

 

 

 

Required Budget Review for Simple Budgets

 

 

 

 

 

x

 

 

 

 

 

 

Electronic File Review

 

 

 

 

 

x

 

 

 

 

 

 

Final edits to narrative and attachments permitted

x

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