Nuts and Bolts of Proposal Development

1. Nuts and Bolts of Proposal Development Josie Causseaux May 24, 2013

2. Proposal Development/Submission • Find funding that matches research interests/needs • Read the agency documents – RFP, agency guidelines, etc. • Notify SRS of intent • Prepare proposal • Obtain institutional approvals • Submit the proposal to SRS

3. Contact SRS – ASAP Establish a working relationship with the administrator who will process your proposal Administrator provides agency-specific expertise Administrator answers questions related to the proposal process and policies 3-day submission policy Documents needed for SRS PI Responsibilities/SRS Responsibilities

4. Review ALL Proposal Documents Funding Announcement – Request For Proposal (RFP), Program Solicitation, Request for Bid Application Instructions Agency Guidelines These documents provide information pertinent to your proposal Sponsor instructions/guidelines must be followed to insure that the proposal is in compliance before submission

5. Request for Proposal (RFP) • Program Description • Award Description • Eligibility (Limited Submission?) • Funding Limits • Deadlines – Due Dates for Submissions • Review/Evaluation Criteria • Award Administration • Reporting requirements, etc.

6. Prepare the Proposal Application Download the application forms from the agency website or upload the proposal documents for grants.gov, Fastlane or other sponsor-specific electronic submission system SRS can direct applicants to required forms (e.g., certifications, F&A agreement) Fill out forms in the application and attach required items (Abstract, Project Narrative, Budget, Budget Narrative, Biosketch, Current/Pending Support, etc.)

7. SRS Internal Documents • Transmittal Form • Scope of Work • Budget • Budget Justification and - • All other sponsor required documents NOTE: Proposal must be submitted to SRS in ready-form for submission

8. Transmittal Form • Funding Announcement/Request for proposal (RFP) or solicitation number • Proposal due date and project performance period • Name of FSU PI/Co-PIs and departments involved • Distribution of the indirect costs between the participating departments • Effort Distribution • Special commitments • Items that may require further review or certifications • Named FSU faculty

9. Certifications • FSU must provide certain assurances, representations, and certifications when proposals are submitted or when accepting an award • Special Certifications may include • Animal subjects • DNA/RNA use • Human subjects • Hazardous chemicals • Use of the FSU Marine Lab facilities

10. Institutional approvals • Attach the entire agency application including the RFP, with the Proposal Transmittal • Route to all PIs for signature • Route to all associated Chairs and Deans for approval • Route to Sponsored Research Services for approval

11. Submitting Transmittal via OMNI • OMNI proposal submissions include the same information as a hardcopy proposal submitted with the Proposal Transmittal Form • Differences • Items are attached electronically in the OMNI system • Proposal routes electronically • Advantages • Secure signatures/approvals electronically • Electronic records are available 24/7

12. Submission Policy • Three Day Rule • The Vice President for Research instituted a policy effective on February 1, 2006 that states that a proposal must be submitted to SRS by 9am three working days prior to the Agency deadline • PI may work on the technical narrative only until 9am on the day of submission http://www.research.fsu.edu/contractsgrants/documents/submissionpolicy.pdf

13. Monday the previous Wednesday at 9 A.M. Tuesday the previous Thursday at 9 A.M. Wednesday the previous Friday at 9 A.M. Thursday Monday of the same week at 9 A.M. Friday Tuesday of the same week at 9 A.M. *Saturday and Sunday are not business days and do not count towards the 3-day rule. Treat Friday as the deadline - the internal proposal deadline becomes Tuesday of the same week at 9 am. *Some agencies move weekend and Federal holiday due dates to the next business day – verify this with the sponsor. Sponsor SRS InternalDeadline Deadline

14. Proposal • What Constitutes a Complete Proposal • Sponsor’s program announcement, sponsor guidelines - RFP • Proposal transmittal form with all signatures or workflow proposal in the OMNI system with all appropriate departmental, chair, and dean approvals • Detailed Budget- all years -Detailed budget justification http://www.research.fsu.edu/contractsgrants/documents/submissionpolicy.pdf

15. Proposal • What Constitutes a Complete Proposal – cont’d • Scope of work – Draft of the technical portion of the proposal (acceptable at 3 day deadline) • Documents associated with internal approvals (e.g. cost sharing commitment form, C.A.S. form) with appropriate departmental, Chair, and Dean approvals • DHHS, PHS proposals or flow through applications require FSU FCOI-EDMS data entry for any named investigators http://www.research.fsu.edu/contractsgrants/documents/submissionpolicy.pdf

16. Proposal • What Constitutes a Complete Proposal, cont’d • Commitment letters from collaborators, consultants, subcontractors • Subcontractual budgets and budget justification • Forms and/or application package required by the sponsor. http://www.research.fsu.edu/contractsgrants/documents/submissionpolicy.pdf

17. Limited Submissions • Limited Submissions • SRS maintains a list of limited submissions on their website http://www.research.fsu.edu/limitedsubmission/ • An internal deadline for white papers is posted on the website • PI selects the limited submission and emails the 2 page white paper to srs@mailer.fsu.edu by the internal deadline

18. Limited Submissions • Limited Submissions continued • White paper must include • Abstract • Any cost-sharing commitments • NOTE: Must be submitted by 11:59 pm on due date • The Office of Research will determine which PI(s) may apply • Selected PI(s) will be listed on the limited submission website • Any unauthorized submission will be withdrawn

19. Questions?