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Guidelines for Pre-Award Proposal Development and Submission Process

This document provides comprehensive guidelines for the pre-award proposal development and submission process, highlighting the roles of key personnel, including G&C Administrators, specialists, and assistants. It covers aspects such as budget development, proposal submission protocols, the review process, and important deadlines. Key steps include notifying the Office of Sponsored Programs (OSP) early, ensuring compliance with funding agency guidelines, and conducting necessary pre-award reviews. This framework aims to streamline proposal submissions and enhance the likelihood of funding success.

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Guidelines for Pre-Award Proposal Development and Submission Process

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  1. Proposal to Close Out Session One

  2. Pre-Award Staff • Michelle Smith (G&C Administrator) • Budget development assistance • Proposal submissions • Process awards • Diane Brown (G& C Administrator) • Contract and subcontract negotiations • Subcontractor purchase orders • Export controls

  3. Pre-Award Staff • Xia Zhao (G&C Specialist) • Proposal development assistance • Proposal submission • UM Research Board • Lesley Wallace (G&C Assistant) • Process awards • Proposal development assistance

  4. Submission Process • Agency releases RFP • Review Guidelines • Submission deadline • ARRA • Allowable/Disallowable costs • F&A allowed? Is there a cap? • What should the proposal include? • Page limit for any included docs? • Electronic or hard copy submission? • How many copies?

  5. Submission Process • Intent to Submit • Notify OSP as early as possible • Send electronic budget to OSP for review and approval • Off-campus F&A rate? RUC form with budget and budget justification must be submitted in advance for KK approval • Required cost share? Let OSP know in advance. RUC form is needed. NUTC (signature from Myers) • Conflict of Interest?

  6. Submission Process • PI Submission to OSP • All necessary documents must be given to OSP no later than 24 hrs prior to submission deadline • Signed PSRS (signature authorization?) • Budget with Justification • Statement of Work/Summary • RUC form • Subcontract Info • COI

  7. Submission Process • All proposal documents arrive in OSP • Pre-award reviews proposal package and checks for any errors or issues • Package is given to Compliance Officer and KK for more review and then signature • Once KK approves and gives his signature, proposal can be submitted • Proposal is submitted via e-mail, FedEx, regular mail, grants.gov, FastLane, etc • Proposal is tracked internally (PS, submitted list, file)

  8. Award Process • OSP is notified of award (grant, subcontract, checks, etc) • Terms and conditions are negotiated (if needed) (CFDA requested) • If award amount differs from the requested amount, a new budget will be requested (cost share adjusted as well) • Once an award is fully executed, OSP prepares an award letter • KK signs award letter • Award letter is sent to PI and e-mailed to Co-PI(s), Dept Chair(s), Center Director(s), Dr. Carney, Dr. Wray, Dr. Schwartz, and public relations

  9. Award Process • Pre-award completes a checklist before sending the new awardover to the Post-Award side for set up(CFDA, award amount, project Dept ID, cost share, subcontracts, etc) • Award is recorded on the awarded list • New award is given to Post-Award

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