After the technical and cost proposals are complete, the principal investigator prepares the other forms to be included in the application packet. Proposals are submitted with a transmittal letter from the Dean of Academic Affairs, the Dean of the School or College, or the Director of OSP to the sponsoring agency. Transmittal letters often clarify the University policies on budgeting or other issues. OSP prepares the transmittal letter, and processes the proposal through the University's routing and approval procedure.
The University has a standard Sponsored Programs Approval Form, which must accompany each proposal through the University's approval process. OSP prepares this form.
Routing through the University
Once the approval form, the technical proposal, the budget proposal, and all attachments are prepared, OSP will obtain the required signatures.
The final submission represents an offer by the University to perform the activities specified in the proposal. The review and approval process ensures compliance with both sponsor and University policies.
As the certifying official for the university, the Institutional Signatory requires sufficient time to review and sign proposals. A proposal must be in the office of the Institutional Signatory twenty-four (24) hours before it is due. Proposals that reach the office on the day they are due will not be signed unless the Dean of the School or College makes a special request.
For proposals under $250,000 going to a U.S. address, you should allow a minimum of one week for the review and signing of the approval form. Proposals that have a cumulative total of $250,000 and more and proposals of any amount going to an international address must have completed the University's pre-approval process. Allow three weeks prior to the submission date of such proposals for the pre-approval process.
Signatures required vary with the type of project being proposed. When the principal investigator signs the approval form, he or she is approving the entire proposal and assuming responsibility for
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the scope of scientific and technical effort,
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preparation of required technical reports, and
- management of the project within the budget and time constraints of the proposal in compliance with sponsor regulations and University policies.
The principal investigator may not delegate his or her authority to approve proposals.
Teaching unit heads and college deans certify the academic soundness of the project, facility and space availability, cost sharing (other than any indirect cost waiver that is a documented sponsor policy), course release arrangements, and the compatibility of the project's goals with the teaching unit's objectives.
Proposals are routed through the teaching unit, School/College Deans, and the Dean of Academic Affairs/Director of OSP. A project involving faculty or staff from more than one unit must be routed through all units involved. Projects that provide credit as part of the overall project must be priced by the University Budget Office as well as approved on the routing form. OSP can assist in the preparation of these budgets but receives final approval for pricing from the Budget Office.
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