Assistance for Proposal Development

Preparing a grant proposal involves a variety of phases that can be time-consuming and complex.  We believe it would be helpful to faculty and students alike to work with someone who can help.

The Office of the Associate Dean for Academic Affairs and the College of Education Business Office can assist faculty and students in submitting grant proposals to better serve the applicants, the people and communities the proposed initiatives are intended to benefit, and the wider College of Education and University communities.  The outline below describes the phases of the proposal preparation process that you can expect and provides information concerning contacts and support for the process.

NOTE! SPS has new policy as of September 2007. All proposals - whether electronically filed or otherwise - must be delivered to SPS for review 3 days in advance of deadline. Click here for more details.

Please download and review UA Handbook for Principal Investigators online at Sponsored Projects website. 

Visit the Office of the Vice President for Research at the University of Arizona for updated memos regarding training session on human subjects requirements and other important topics related to conducting research.

 

Contacts:

Workshops? Are you a graduate student interested in finding out more about preparing grant proposals? If there is enough interest, we would like to schedule a workshop, rather than handle questions one by one. Please let us know if you would like to attend a workshop by going to this link. Thank you.

Feedback. Please use the linked form to provide constructive feedback on how we can improve the Research Support process. Thank you.

Daily IES Newsletter on funding Opportunities!

E-Submission FAQs

Electronic Submission: FAQs - Leslie P. Tolbert, Ph.D., Vice President for Research, Graduate Studies and Economic Development, University of Arizona, sent an email notice concerning the UA Policy on electronic submissions of research proposals. We have placed the content of the email notice in a pdf document in memo form for your convenience. Please contact Dr. Tolbert's office for more information.

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Phases of the Proposal Preparation Process

 

Internal Review Board (IRB) Behavioral Sciences Research Committee

  • Chair, Elaine G. Jones, Ph.D., RN (Nursing, pediatrics)

  • Co-Chair, Judith Berg, Ph.D., RN (Nursing, women's health)

  • COE representative - Luís Moll, moll@u.arizona.edu

  • Judith Becker, Ph.D. (Psychology)

  • Eileen Luna-Firebaugh, J.D. (American Indian Studies)

  • Cecile McKee, PhD (Linguistics/Child Development)

  • Thomas Park, PhD (Anthropology)

  • Gordon Vernon, Chaplain (Correctional Facility)(Prisoners)

  • Homepage UA Human Subjects & IRB

  • CITI Human Subjects training - online course

Stage 1:  Analyze the RFP & Set Deadlines

This stage seems elementary, but deliberately analyzing the request for proposal, or outlining your own in the case of unsolicited applications, will streamline the rest of the process. We suggest the following activities:

  • MAKE A TIMELINE for submission deadlines and related proposal processes. Set deadlines in advance of the due date to allow for revisions. It's always good to set a 'soft deadline' for your final draft, and a 'hard deadline' to submit - preferably prior to the actual submission date, especially when electronic submission is required. Sometimes it takes considerable time to consolidate, reformat, and convert documents to pdf (portable document format, Adobe).

  • CAREFULLY READ THE RFP, if there is one, and make an outline of the requirements for submission, including deadlines, required supportive documentation, whether electronic submission is mandatory, the name of the contact at the funding agency, and any other information concerning submission requirements.

  • MEET WITH APPROPRIATE PERSONNEL (e.g., COE Business Office) to shape the proposal and obtain constructive feedback for your ideas (e.g., school district personnel, teachers, University employees, etc.)

  • DRAFT the application narrative

  • DRAFT the budget, budget narrative

  • REVISE the application narrative and/or budget/budget narrative so that each accurately reflects the other and to prepare for consultation with appropriate personnel.

  • SPECIAL CONCERNS: There are special concerns related to electronic submission, an increasingly popular form of submission with the US Department of Education. They are currently requiring it with certain grants and running pilot programs with others.

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Stage 2:  Draft the Proposal Narrative & Edit the Proposal

  • DRAFT the proposal narrative.

  • CONSULT with colleagues who can read and review the draft and suggest revisions.

  • COMPARE the draft with the outline of RFP requirements to determine if the draft proposal contains the requisite components.

  • REVISE the proposal and continue to work with the editor(s) in refining the draft (as you see fit).

 

Stage 3:  Draft the Budget & Budget Narrative

Drafting the budget is an important part of the process that should begin with the initial draft of the proposal. As you write the proposal narrative, make an outline of (or mark) the aspects of the proposal that will trigger budgetary demands.

  • PREPARE THE BUDGET. PLEASE USE THE COLLEGE OF EDUCATION BUDGET TEMPLATE FOR THIS PURPOSE. You can obtain the up-to-date template from the COE Business Office (see, COE Business Office homepage)

  • DRAFT THE BUDGET NARRATIVE or justification to conform to the budget.  (Remember, you will need to draft the budget narrative for each year you are seeking funding.)

  • CONSULT with someone from the COE Business Office, meet the staff

  • COMPLETE FINAL BUDGET & NARRATIVE, after consultation with the COE Business Office.

  • You are READY TO ROUTE THE PROPOSAL.

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Stage 4:  Route the Proposal

We cannot stress enough the importance of completing and submitting the budget to the COE business office and Sponsored Projects (SPS) in a timely fashion. This stage is critical and often is the most rushed. Please follow the suggestions to avoid delays or untimely submissions.

  • WHAT DOES ROUTING MEAN?

    • To route a proposal means to send it to Sponsored Projects (SPS)

  • WHO IS RESPONSIBLE TO ROUTE THE PROPOSAL?

    • The PRINCIPAL INVESTIGATOR is responsible for routing and approval of the proposal.

  • HOW MUCH TIME DO I NEED TO ROUTE THE PROPOSAL?

    • SPS requires a MINIMUM OF 3 BUSINESS DAYS prior to the submission deadline to route the budget through their office. This means you must submit the proposal abstract, budget and budget justification to the Business Office of College of Education, the Department(s) of the principal investigator(s) and UA Sponsored Projects (SPS). If you have any questions about this procedure, call SPS and ask for someone in Pre-Awards.

    • SPS or the COE may suggest or require revisions. This is not unusual. It could take 2 or 3 revisions before SPS can approve the routing form content, budget, and allow you to submit the proposal to the funding source.

    • If you will be cost-sharing, be sure to use the COE Business Office budget template that reflects cost-sharing.

    • If departments will be sharing indirect costs, the UA proposal routing sheet must reflect the relative percentages of indirect costs shared.

  • DO I HAVE TO ROUTE ELECTRONICALLY SUBMITTED PROPOSALS 3 DAYS IN ADVANCE TOO?

    • Yes. It does not matter if the proposal will be submitted electronically or by mail or some other method. SPS wants 3 days to review the budget and other documents to allow time for making corrections before submission. For further information, see the SPS policy memo.

  • WHAT ROUTING FORMS ARE REQUIRED?

  • DO I NEED TO TALK WITH SOMEONE FROM THE BUSINESS OFFICE BEFORE SENDING THE ROUTING FORM TO SPS?

    • YES! Please consult the COE Business Office.

    • Paula Baltes, Ph.D., Assistant Dean for Finance and Administration

    • COE BUSINESS OFFICE  STAFF (Room, ground floor, EDUC-214)

  • MAKE SURE EVERYONE IS AVAILABLE TO SIGN. Leave ample time to contact people whose signatures are required in order to route the proposal.

  • NOTE: Office of the Vice president for Research allows principal investigators to submit signatures by fax. Be sure the fax is legible or it may be rejected.

  • OTHER HELPFUL LINKS to UA SPONSORED PROJECTS:

     

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Stage 5:  Timely Submit the Proposal

  • DELIVERY: The RFP will specify whether you are required to submit by regular mail or overnight delivery, hand delivery, or electronic submission.  Sometimes all three methods of submission are permissible. Note: The federal government is requiring electronic submission more frequently.

  • TIMELY SUBMISSION: Allow at least one day, if not two days, prior to the submission deadline to submit the proposal. This will allow a margin of time to ensure timely submission. 

  • ELECTRONIC SUBMISSION: The College of Education ITF Lab, 4th floor of the Education Building (Room 453), allows access to computers and software for the preparation of the proposal and electronic submission.

    • CAUTION - The funding source may require you to upload multiple documents in a single portable document format (pdf) file.  To do this, you'll need to have the Adobe software to convert word documents, for example, or to scan hard copy documents, such as letters of support. This is available in the ITF, although some departments or faculty may have the software as well.

    • Pagination can be affected. Page limits must be met. Sometimes conversion to pdf causes the document to increase appearance of font size or pagination. Allow at least one full day to make adjustments, if necessary. 

    • If you have no experience with electronic submissions, please ask other faculty with such experience or contact the Associate Dean's Office Research Support Group for assistance.

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E-Submission FAQs

Q:     Do federal agencies require electronic submission?

A:     Electronic submission is voluntary in some cases. However, the Institute for Education Sciences in the Department of Education and other federal agencies (e.g, NIH, NSF) are requiring electronic submission more frequently. The process may vary. In some instances, applicants must consolidate all parts of the application, including resumes and letters of support, into a single document (usually Adobe pdf format). In other cases, applicants can upload applications piece by piece, e.g., uploading the abstract, narrative, budget narratives, and resumes, separately.

We strongly recommend that the principal investigator include someone on the team who is familiar with converting documents to portable document format (pdf) and/or with the electronic submission process (where feasible). The College of Education Instructional Technology Facility (ITF) has staff with expertise or experience in these areas and they are always willing to provide assistance. Please contact the Office of the Associate Dean for Academic Affairs for additional assistance.

Q:     Once I click on the 'submit' icon is the application submitted?

A:      No. The application is not considered 'submitted' until the University of Arizona Sponsored Projects authorized representative 'submits' electronically their approval of the application.

When the principal investigator has uploaded all required documents and completed all forms online, she or he should call Sponsored Projects Office and advise the application is ready for submission. The authorized representative at Sponsored Projects will review the proposed application online and will confirm submission.

We strongly recommend that someone on the application team work with the Sponsored Projects Office prior to the time of submission to avoid difficulties or delays.

 Please see the Sponsored Projects website for additional information about electronic applications.

Q.     How many electronic grant services are there?

A:     There are several. The federal government as www.grants.gov and www.e-grants.gov as well as www.constellagroup.com The Request for proposal will tell you the appropriate website.

Q:     Do I register to submit the application using my own name and password?

A:      It used to be done that way with all of the systems. However, Leslie P. Tolbert, Ph.D. , Vice President for Research, Graduate Studies and Economic Development, has issued a memorandum (February 2006) outlining this process with respect to www.grants.gov. To read this memorandum, click here.

Q:     Can I edit the content of my proposal after I have uploaded the documents or filled out the forms online?

A:     Generally, most electronic systems allow you to edit the forms or substitute corrected documents for ones previously uploaded anytime prior to you authorize Sponsored Projects (SPS) to submit the application.

Q:     What should I do if I'm having problems uploading the documents (e.g., the system says the document is not there but I just uploaded it) and the time is running out?

A:     If it looks like you might not make it and the reason is that you're having problems with the electronic system, contact the grant officer (you can find the name in the RFP) immediately by phone or email. Provide specific details of the problems you are having. You may be lucky to have the grant officer find sufficient reason to accept your submission, even if it finishes uploading after the deadline. However, you should not expect the funding agency to accept "late" filings, even with technical difficulties. Therefore, try your best to begin uploading the documents you have finished days ahead.

Q:    If I have completed some documents but am working on others, can I upload the completed ones?

A:    Generally speaking, electronic systems that require you to upload the proposal in sections (e.g., summary, project narrative, budget, justification, etc.) will allow you to upload completed documents in advance of the deadline. We suggest that you upload the sections you have finished as soon as they are done to avoid traffic congestion on the filing deadline date (see above). This is especially true of the budget.

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Last updated 10/03/2007