Preparing Your Proposal

1. Identifying Guidance & Eligibility
   • Review and ensure the PI AND University are eligible to apply for the specific solicitation/opportunity.
   • Review of specific funding opportunity and if applicable, the overall sponsor guidelines related to submission. For example, for an NSF submission, be sure to review program solicitation AND NSF Proposal and Award Policies and Procedures Guide.
2. Identifying Your Proposal Type
   The following is general listing of proposal types submitted via the Division of Research. All types must be routed via the Division of Research for review, approval, institutional routing and submission
   • Pre-Proposal, Letter of Intent or White Paper: A Pre-Proposal or Letter of Intent may be required of sponsors seeking a brief concept or summary as well as key individuals to be involved in the proposed research in order to determine which ideas merit a full proposal. All Pre-Proposals, Letters of Intent or White Papers should be routed to the division of Research for review, approval and institutional routing prior to its submission.
   • New Application: An application not previously submitted to the sponsor. These types of applications typically have formal guidelines, set deadline dates and a submission process required via the division of Research .
   • Resubmitted/Revision Application: An application wherein the scope of work/overall objective has not changed, but revisions have been made in response to reviewer comments or sponsor requests.
   • Renewal Application:An application to fund an existing project for an additional budget and project period. Renewals may be competitive.
   • Continuation, Non-Competitive Renewals: Many sponsors fund multiple-year projects. Funds will usually be awarded one year at a time, based on availability, with the expectation that the entire project will be supported. Some sponsors require that the PI submit a new proposal for each year of the project, even though all years were included in the original proposal. These continuation proposals are not subject to competitive review as was the initial proposal.
   • Collaborative Proposals: An application where two or more organizations are submitting a proposal together. Collaborative proposals often have an awardee/subawardee relationship or can be submitted via a linking process (NSF)
   • Subaward Proposals: An application wherein another organization (known as the “Prime”) is submitting a proposal to the sponsoring organization in collaboration with our organization. In these instances the Prime may include our organization as a subaward, requiring less documents for submission. This type of proposal will still require Chair/Dean/Division of Research approval, formal routing, and a communication between the two organizations’ Sponsored Programs offices.
   • Master Agreement/Umbrella: These agreements typically encompass a broader project period, scope of work and budget, with individual task orders dictating the specific deliverable to be accomplished.
   • Task Order: A specific set of deliverables to be completed under an existing master agreement. Task orders will follow the limitations/allowability set forth in the master agreement.
   • Award Transfers for a New Faculty: Incoming faculty that are applying to transfer their sponsored project with their previous institution will work with the division of Research to complete the necessary internal and external steps to transferring their award to Texas State. This type of proposal will still require Chair/Dean/Division of Research approval, formal routing, and a communication between the two organizations’ Sponsored Programs offices as well as the Sponsor.
3. Identifying Important Submission Details
   The following are some, but not all, important items to consider as you prepare your proposal and review your guidance.
   • Deadline Date/Time
   • Submission Format
   • Necessary certifications and signatures
   • Cost Share
   • Support Letters
   • Letters of Eligibility
   • Equipment Quotes (if equipment is being purchased)
4. Limited Submission Considerations: Submissions that limit proposals to one per organization should receive clearance from the Office of Strategic Research Initiatives. Additional information regarding limited submissions can be found here.
5. Compliance Considerations: Submissions that incorporate any compliance related matter should be familiar with the Office of Research Integrity and Compliance (ORIC). The ORIC should be your contact for any questions related to these issues Compliance items can include, but are not limited to the following:
   • IRB
   • IACUC
   • Biosafety
   • Export Controls
   • Significant Financial Interest & Conflicts of Interest
   • Research Data Security

Proposal Notification: Steps to Applying for Sponsored Projects

• Communicate with Chair & Dean of intent to Apply
• Obtain any needed approvals for Course Buyouts, Cost Sharing (if required), Equipment, Space, or other Departmental Specific needs
• Notify Pre-Award Support Services of Intent to Apply via Kuali Research
• Become aware of and adhere to 3 Working Day Rule, Internal Submission for Sponsored Projects

Proposal In Progress: Assembly of Application Package

• Work with PreAward Liaison and/or Research Coordinator to build budget
• Discuss with PreAward Liaison and IDC Waiver requests or other Special Approvals
• Confirm completion of all Compliance related matters
• If budgeted, obtain all subaward documentation
• Determine and develop all needed application components
• If required, obtain all needed letters of approval, support, or collaboration, well in advance of submission deadline
• Determine if your application is TRIP Eligible. If so, contact University Advancement to assist you in ensuring application package meets requirement for TRIP.
• Have complete package ready for internal routing

Institutional Routing

• Application components and record in Kuali is finalized with all information pertaining to submission
• Kuali record is routed to
  • PI
  • Chair - to include Co-PI Chair(s)
  • Dean - to include Co-PI Dean(s)
  • Division of Research for Final Approval

Proposal Submission

• Proposal package is finalized by PreAward Liaison with PI
• Proposal is submitted to Sponsor by Deadline Date, COB 5pm

Sponsor Response

• Sponsors decline to fund will be sent to PI, if received by Central Office
• Sponsors acceptance and award of proposal will be received by Central Office for processing, to include:

a)    Review of award documents for special terms and conditions, budget, and scope of work.

b)    If budget or scope of work have changed, potential re-route of proposal information

c)    PI acceptance of Terms and Conditions, including University policy on Sponsored Programs

d)    Division of Research Setup of Award package, including SAP Setup

e)    Assignment to Post Award Support Services Liaison