The Proposal Process

1. The Proposal Process Michele Pogue Cathy Birklid Raaj Kurapati

2. Key to a successful Proposal COMMUNICATION

3. CES Proposals Guidelines • ALL PROPOSALS MUST BE APPROVED BY UAF OFFICE OF SPONSORED PROGRAMS (OSP) via the CES Proposal Coordinator, Michele Pogue. To ensure your proposal is properly reviewed and submitted to the agency before the deadline, the following guidelines are provided to assist you. • Each Request for proposal (RFP) is unique and provides specific information required regarding Agency requirements, guidelines and submission requirements. Review these guideline as this will answer many questions, such as, maximum funding level, timeframe, if matching is required, allowable costs (including indirect costs allowed by Agency).

4. Proposal Submission Guidelines • Contact Michele Pogue (474-7166) as soon as you know of a possible funding opportunity. She will need at least ten (10) working days to format, review, and edit all parts of your proposal and coordinate with OSP. Please allow additional time if your proposal contains sub awards, match, reduced F&A or collaborations as these will require additional forms and reviews. Please be available in case additional information or forms are needed during this process. Michele will will obtain Program Chair, CES Director, Fiscal officer approvals and forward on the UAF Sponsored Program Office. Do not finalize dollar amounts on any agency – required forms, until the budget is reviewed by Michele. • UAF Office of Sponsored Programs normally requires five (5) working days to process/approve a proposal. Please stay with in contact with Michele in case additional information or forms are required. OSP will review the proposal and obtain a final signature from UAF’s Authorized Organizational Representative.

5. Proposal Submission Guidelines • Submission of proposal. • If the proposal is electronic submission Michele will coordinate with OSP to accomplish. If the proposal is to be sent by email to the Sponsoring Agency, she will email the approved proposal to you for submission.

6. Proposal Process / Steps • Hardcopy submissions please allow a minimum of three (3) days shipping time.

7. Proposal Checklist The following steps must be accomplished in order to ensure your proposal is submitted by the agency deadline: • Notify Michele AS SOON AS you have interest in submitting a proposal (remember we need 10 working days to process the proposal through the established channels). She will need: Due date to the agency, RFP information and who will be funded on this proposal. She will then send you an OSP budget template with named employees salary information to get you started. • Visit the OSP website www.uaf.edu/osp Check out the faculty and staff toolkits and associated pull-down menus. These have wonderful resources to guide you through the process. • Funding opportunities – Check out Grants.gov website. This site contains searchable grant opportunities by agency, areas of interest, etc. • Budget: Excel template available on the OSP website. Various templates are available, depending on the funding agency, whether matching is required and also for multiple-year proposals, with built-in escalators. • Budget justification (narrative) to match excel budget. Provide a complete description of personnel duties related to the work proposed. BEFORE you finalize the required agency forms, please have Michele review your budget and budget narrative. This will streamline the review process and avoid unnecessary duplication of effort.

8. Proposal Checklist • 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.) • Subawards – All organizations subcontracting with UAF must provide the following: Budget, Budget Narrative, Scope of Work and the signed UAF subrecipient form. • 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 Director’s office for review and sign off and forwarded to OSP for review and processing. • 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.   • Follow-up Communication: Please notify Michele 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, Michele will work with OSP and you to submit responses. • Good Luck. Notify Cathy or Michele if your project is awarded.

9. OSP Proposal Checklist / Steps Overall: • Does the scope of work in the proposal fit with the overall goals and objectives (Unit Plan/Plan of Work) of CES? Program Chairs should review all proposals for compliance with the overall CES mission. • Does the information on the routing form match the information contained within the proposal and budget? • Has the PI, fiscal reviewer, unit dean/director signed-off on the routing form? • If there are PIs, salaries, or facilities from other units, has that unit dean/director signed off on the proposal? • Is the PI eligible to be a PI? See policy: http://www.uaf.edu/osp/policy/investigator.html • If not, there will need to be a signed PI exemption form.

10. Post-award Resources and Considerations Post-award: Read your terms and conditions! They contain valuable information regarding reporting requirements, as well as 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. Progress 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 progress report to the Office of Grants and Contracts Administration (OGCA) for filing.

11. Post Award Resources and Considerations Financial Reporting All financial reporting is submitted to the grantor agency by Office of Grants and Contracts Administration. Important – All budget changes, no cost extensions and scope changes need to be coordinated through the University Authorized Organizational Representative (AOR). UAF’s OAR is Maggie Griscavage, Director of OGCA. CES Personnel are not authorized to contact or negotiate grantor agencies for such changes. Expanded Authorities – What it means to CES and SNRAS-AFES

12. 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.