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The Proposal Process

The Proposal Process. Deb Segla, Proposal Coordinator – SNRAS-FFES Jason Theis, Fiscal Officer – SNRAS-AFES Raaj Kurapati, Executive Officer – CES/SNRAS-AFES. Key to a successful Proposal. COMMUNICATION!!!. Our Goals. Assist in constructing successful proposals

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The Proposal Process

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  1. The Proposal Process Deb Segla, Proposal Coordinator – SNRAS-FFES Jason Theis, Fiscal Officer – SNRAS-AFES Raaj Kurapati, Executive Officer – CES/SNRAS-AFES

  2. Key to a successful Proposal COMMUNICATION!!!

  3. Our Goals • Assist in constructing successful proposals • Assure proposals are transparent • Reduce where possible your workload • Provide reviews of the proposal guidelines, proposal, and budget • Serve as a information clearinghouse

  4. SNRAS/ AFES Proposals Guidelines ALL PROPOSALS and PREPROPOSALS MUST BE APPROVED BY UAF OFFICE OF SPONSORED PROGRAMS (OSP) and the Dean/Director Carol Lewis.

  5. SNRAS/ AFES Proposals Guidelines Each Request For Proposal (RFP) is unique providing specific information of funder requirements, guidelines and submission requirements. It is necessary that you are familiar with these published guideline concerning maximum funding level, timeframe, matching requirements, allowable costs, including indirect costs allowed by funder, and reporting responsibilities.

  6. SNRAS/ AFES Proposals Guidelines • All preproposals and proposals require an internal UAF routing form • All preproposals and proposals will be now be assigned a Banner number for tracking. • All preproposals and proposals require Dean/Director and OSP approval. • This does not apply to Letters of Intent.

  7. PreProposal Guide • Consequences of going around the approval process • Loss of credibility • Increase salary match to 2 months • No IDC comes back to the PI • 0% IDC not allowed except on a case-by-case basis determined by the Director

  8. We Strongly Encourage You to Seek Proposals which Allow Full Indirect Cost Recovery (IDC/F&A)

  9. PreProposal Guidelines • Due to AFES grant office 5 days prior to deadline or submission will not be guaranteed. • Provide the RFP and/or guidelines • Provide a justification for match • Indicate how the proposal will address at least one of the SNRAS/AFES four emphasis areas. • Understand all preproposals must be approved by the dean/director.

  10. PreProposal Budgets There are four kinds of preproposal budgets: • 1. With a budget • 2. Without a budget • 3. Bottom line $$ only • 4. Match required.

  11. PreProposal Guide • Consequence of lack of follow through: • If preproposal is authorized by funder, but PI does not follow through, justification will be required by the Director and Business Office. • Loss of credibility

  12. Proposal Submission Guidelines • Contact Deb Segla (474-5550) as soon as you know of a possible funding opportunity and send her the RFP. • She will need at least ten (10) working days to format, review, and edit all parts of your proposal and coordinate with OSP, the Business Office and Dean for review, approval and submission. • Additional time may be needed if your proposal contains sub awards, match, reduced F&A or collaborations as these will require additional forms and reviews.

  13. Proposal Submission Guidelines 4. Please be available in case additional information or forms are needed during this process. • Deb will obtain all necessary approvals from the SNRAS Dean and Director, Fiscal and the UAF Sponsored Program Office. • Do not finalize dollar amounts on any agency–required forms, until the budget is reviewed by Business Office and approved by the Dean and Director.

  14. Proposal Submission Guidelines • UAF Office of Sponsored Programs is the Authorized Organizational Representative for all proposals and normally requires five (5) working days to process/approve a proposal. • 8. OSP will submit most electronic submissions. If the proposal is to be sent by email to the Sponsoring Agency, Deb will email the approved proposal to you for submission to the agency. • Communication is again key to ensuring that the process is properly coordinated and completed.

  15. Proposal Process / Steps • For hardcopy submissions please allow a minimum of three (3) days shipping time.

  16. Proposal Checklist The following steps must be accomplished in order to ensure your proposal is accepted, reviewed, approved internally and by OSP for submission by the agency deadline: • Send Deb RFP, due date to the agency, personnel on the grant application and start and end dates. • See OSP website www.uaf.edu/osp Check out the faculty toolkits and associated pull-down menus for excellent resources to guide you through the process. • Budget: Excel template on the OSP website is required. Various worksheets are available, for funding agency, match requirements, multi-unit and multiple-year proposals, with built-in escalators.

  17. Proposal Checklist 4. Budget justification (narrative) is also required. This must match the excel budget. Provide a complete description of personnel duties related to the work proposed. 5. Scope of work – what are you proposing to do for the money? At this time you can start sending remaining documents such as current and pending, CV’s, timeline, logic model, etc. (Important: All files should be submitted in Word or Excel formats – NOT PDF or other Formats.) 6. Subawards – All organizations subcontracting with UAF must provide the following: Budget, Budget Narrative, Scope of Work and the signed UAF subrecipient form.

  18. Proposal Checklist 7. After final review, your proposal will be entered into Banner and assigned a proposal number. OSP forms will be sent to you for signature. Your final proposal package will be routed to Business Office and Dean and Director’s office for review and sign off and forwarded to OSP for review and processing. 8. Submission of proposal. You will be notified when your proposal has been approved by OSP. A copy of the final approved proposal will be sent to you.

  19. Proposal Checklist 9. Follow-up Communication: Please notify Deb whenever you, as the PI, have received any notice or have had updated conversations with prospective funding agencies. In many cases, funding agencies may request changes or additional information, Deb will work with OSP and you to submit responses. 10. Finally if you received notification of a project award, please communicate this with Jason/Raaj in the Business Office and cc Deb.

  20. OSP Proposal Checklist / Steps Things to remember when reviewing funding opportunities and contemplating submitting a proposal: • Does the scope of work in the proposal fit with the overall goals and objectives (Unit Plan/Plan of Work/Strategic Goals and Emphasis areas) of SNRAS-AFES? Coordinate with the Department Chairs for review of proposals for compliance with the overall SNRAS-AFES mission.

  21. OSP Proposal Checklist / Steps • Does the information on the routing form match the information contained within the proposal and budget? • Has the PI, Business Office, Dean/Director signed-off on the routing form?

  22. Post-award Resources and Considerations Post-award: Read your terms and conditions! They contain valuable information regarding reporting requirements, start and end dates, restrictions on funding, etc. They also often contain a requirement about branding publications that are produced from the grant -the project number is required to be included. Final Reports Are to be completed by the Principal Investigators (PI’s) and sent to the funding agency and copied to the fiscal officer. The fiscal officer will forward a copy of the final report to the Office of Grants and Contracts Administration (OGCA) for filing.

  23. Post Award Resources and Considerations Financial Reporting All financial reporting is submitted to the grantor agency by the Office of Grants and Contracts Administration. Important – All budget changes, no cost extensions and scope changes need to be coordinated with Jason Theis and Deb. AFES Personnel are not authorized to contact or negotiate grantor agencies for such changes.

  24. Post-award Resources • Valuable resources are available on the UAF Grants and Contracts website: http://www.uaf.edu/grcon • Especially recommended is the power point presentation, “The role of the P.I.”. (8/28/08) • http://www.uaf.edu/grcon/training/index.html then select the presentation materials. • To subscribe to the grants and contracts listserve to receive notices, including training opportunities go to the website, select “click here to sign up for the Grants and Contracts listserve”, about halfway down the right-hand side of the frontpage.

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