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Submit Proposal

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Summary

All research proposals must route through SPA’s internal review process for approval or institutional endorsement before submission to a sponsor.

Once you are ready to submit your research proposal, there are administrative tasks you will need to complete. Compile and input all submission documents within the eGrants funding proposal workspace:

  1. Subrecipient documents
  2. Subrecipient profile questionnaire or FDP Profile (if there is a subaward)
  3. Statement of work
  4. Budget and budget justification

Your proposals should contain most the following science components:

  • Biosketch
  • Project summary/abstract
  • Project narrative
  • Bibliography/references
  • Facilities and resources
  • Introduction of application, if applicable
  • Specific aims
  • Research strategy
  • Resource-sharing plan
  • Authentication of key biological or chemical resources

Estimated Duration

The estimated duration for submitting a proposal will consist of a 14-day timeline.

<p>14 Days Prior to Deadline PI/DA submits proposal for SPA review<br />Note: If not met, a submission waiver is required</p>
<p>12 Days Prior to Deadline<br />Department and/or Division Chair issues approval</p>
<p>10 Days Prior to Deadline<br />SPA performs preliminary review and returns to department for requested edits</p>
<p>4 Days Prior to Deadline<br />Reminder Final Science deadline approaching</p>
<p>3 Days Prior to Deadline<br />Final Science and PI Assurances are due<br />Note: If not met, a submission waiver is required</p>
<p>2 Days Prior to Deadline<br />Final Science deadline has passed and SPA review will be compressed</p>
<p>Day Before <br />Deadline is the next day and the proposal will need to be submitted no later than<br />12 noon</p>
<p>Deadline<br />Proposal will be submitted “as is” to maintain the opportunity for funding</p>

How to Submit Your Proposal

  1. Prepare Funding Proposal

    Initiate and prepare your funding proposal in eGrants for preliminary review.

    • Complete all questions within eGrants Smartform
    • Provide your budget
    • Include your budget justification
    • Upload non-science components
  2. Submit Proposal for Review

    Submit proposal for internal UT Southwestern review.

    • Department review
    • Division review (if applicable)
    • SPA review
  3. Revise Proposal

    Address any requested revisions identified during the review process.

  4. SPA Submits Proposal to Sponsor

    Once your proposal is deemed final by the SPA Proposal Analyst, it will route to the Authorized Organizational Representative (AOR) for approval and/or submission to sponsor.

Just-In-Time (JIT) Requests from Sponsor

Any applications that receive a fundable score generates a just-in-time request by default. This request occurs once an application has been peer-reviewed and within the possible funding range. Receiving a just-in-time request does not guarantee or indicate in any way that an applicant will receive an award. SPA submits NIH requests through eRA Commons, and other sponsors require submission by email or their portal.

  • Just-In-Time (JIT) Requests Steps
    1. Lookout for JIT Documentation Requested activity in eGrants from SPA detailing pertinent documentation you need to provide. (This is specific to NIH JIT requests, though other sponsors may also request additional information.)
    2. Respond to the notification by executing the Notify SPA of JIT Response activity in eGrants.
    3. Provide other support documents for all senior and key personnel. These documents should include financial resources in direct support of an individual’s research endeavors for research grants, cooperative agreements, contracts, or institutional awards, whether federal, nonfederal, commercial, or institutional. (Do not include training awards, prizes, or gifts.)
    4. Gather and submit required approval documents to SPA through eGrants.
      • IACUC approval (if applicable)
      • IRB approval (if applicable)
      • Human Subjects Training documentation (if applicable)
      • DHHS rate agreement (other uploads)
      • Budget information (only if specifically requested)
      • Response to reviewer comments (only if specifically requested)
    5. Your SPA Proposal Analyst will review and upload all documentation in eRA Commons for NIH’s JIT requests.
    6. If there are no concerns with your submission, the AOR will submit your JIT documents to NIH through eRA Commons and email them to all other sponsors
    7. SPA will notify you once the submission process is complete.
  • Common NIH Post-Submission Materials
    • Notification of publication acceptance
    • Preliminary data
    • Notice of promotion

How to Fully Execute a Non-Industry Agreement

It is important to establish a contractual agreement between each party when conducting research involving non-industry partners. In your agreement, you should outline the agreed-upon terms and conditions and budgetary information. Once confirmed, our office will work with you to ensure your agreement is fully executed.

  • View Non-Industry Agreement Steps
    1. Ensure that all sponsor requirements are met, including any necessary accompanying documents that are routed to the appropriate SPA personnel for required endorsements, signatures, and certifications.
    2. Confirm project personnel with SPA’s Award Setup Team.
    3. Review the PeopleSoft department ID number as specified in the proposal.
    4. Review the proposed budget to ensure correct cost calculations, including current facilities and administration (F&A) rate.
    5. Ensure submission in eGrants and eAgreements.
    6. Review Subrecipient Profile Questionnaire (SPQ) or FDP Clearinghouse

Terms and Definitions

Just-In-Time (JIT) Requests
Refers to the application timeframe requiring applicants to send updated information to the National Institutes of Health (NIH) if award funding is likely.
Project Summary/Abstract
A succinct and accurate description of the proposed research project’s work.
Scope of Work
A document that describes the work required to complete a research project. Sponsor may require a timeline, milestones, and deliverables.
Proposal Budget
The estimated cost of the scope of work for a research study.

View All Terms & Definitions

Expert Tips

  • The Importance of Being on Time

    It is essential to submit your proposal documents on time. Proposals submitted without adequate preparation and review time are at higher risk for failure.

    Electronic submissions add other last-minute challenges to the process, including an unfair burden on grants and administrative staff and more stringent format requirements that may delay or prevent a proposal’s submission through the electronic portal.

    We encourage principal investigators, particularly new investigators, to start the writing process months in advance of any expected due date.

    It is not uncommon for a principal investigator to need two months or longer to produce a fully assembled grant application.

    NIH Late Submission Policy

  • The Importance of Submitting Required Documents

    When you submit your proposal, it is essential to provide all required documents timely with attention to detail. The administrative components of your proposal should contain budgetary and sponsor information and compliance approval confirmations. All proposal items are due to SPA 14 days before the deadline.

    The science component of the proposal contains the Principal Investigator’s biographical information, research aims, and project background.

    You must provide these items to SPA three days before the deadline. Also, some funding opportunities may require additional scientific components — for example, fellowships and career development grants.

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Leadership

Cheryl Anderson, CRA

Director, Pre-Award Administration

cheryl.anderson@utsouthwestern.edu

Jamie Maiden, MBA, MHSM

Assistant Director, Pre-Award Administration

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Contact Us

LaTasha Stevenson

Lead Proposal Analyst

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Diana Camp

Lead Proposal Analyst

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