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Office of Sponsored Programs

Pre-Award Administration

 

What is Pre-Award Administration?

The pre-award phase represents the beginning of the grant lifecycle.  It provides key resources to develop and prepare proposals for successful implementation.  The Pre-Award Specialist assists Principal Investigators/Project Directors with the preparation and submission of all proposals.  Principal Investigators/Project Directors may not apply for funding directly.  All proposals require departmental, collegiate, and OSP review and approval before submission.  Proposals are reviewed to ensure that any commitments included are consistent with federal, state, and university policies. 

 

Eligibility (Principal Investigator/Project Director)

Principal Investigators/Project Directors (PI, PD) are directly responsible for project execution and deliverables (i.e., performance) including all required sponsor and university reports. He/She must also ensure that the project is conducted as proposed; that all stipulations of the award are met; that the program complies with all terms, conditions, and policies of the sponsor, the university, and the state; and that all work related to the project is completed. The PI/PD of a sponsored project must be a full-time faculty or staff member. Any exception to this policy requires prior approval of the appropriate Chairperson, Dean, and Vice Chancellor for Research and Strategic Initiatives.

Proposal Submission Platforms:  How to Create a User Accounts

For more information, click here.

Preparing, Routing and Submitting a Proposal

The Office of Sponsored Programs has established a process to guide the PI/PD with proposal submission. The following steps are a guideline for preparing a research proposal.  Additional information to aid this process is also available on the Proposal Preparation page and the Pre-Award Checklist. 

  • Download the Pre-Award Checklist
  • Conduct a Funding Search
  • Submit a Notice of Intent to OSP (at least 30 days prior to the agency's deadline)
  • OSP sends an email notification to initiate the review process and establish internal review deadlines.
  • Prepare your proposal.
  • Pre-Award Specialist will create a proposal record in Cayuse (subr.app.cayuse.com) and assign a task to the PI/PD to upload the draft proposal. Note: Cayuse is used for internal purposes (i.e. routing of proposal) only. 
  • Pre-Award Specialist and/or Writing Editor reviews the proposal and recommends revisions (if applicable) to PI/PD.
  • Once the final version of the proposal is approved, the Pre-Award Specialist will initiate the proposal routing in Cayuse for internal approvals (i.e. Chair).
  • After all internal approvals are received, OSP will submit the final proposal to the sponsoring agency.

SUBR Institutional Profile (Audit Report, SAM Registration, W-9 Form, etc.)

Applications frequently require the university's identification number (UEI), Facilities & Administrative/Indirect Cost rates, and other pertinent information.  The PI/PD may access this information on the Institutional Information page. 

Pre-Award Forms

The required Pre-Award forms are available on the Pre-Award Forms page.

Proposal Templates and Sample Letters

This section contains frequently required information for proposal applications (i.e. Letter of Commitment).  More information can be found on the Proposal Components page.

 

 

Helpful Links:

 

The Office of Sponsored Programs offers Pre/Post-Award Training to give new and continuing researchers an overview of the entire proposal and award lifecycle. 
Click Here to send a request to our staff.