Submit Proposal

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:

Subrecipient documents
Subrecipient profile questionnaire or FDP Profile (if there is a subaward)
Statement of work
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.

How to Submit Your Proposal

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
Submit Proposal for Review

Submit proposal for internal UT Southwestern review.
- Department review
- Division review (if applicable)
- SPA review
Revise Proposal

Address any requested revisions identified during the review process.
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, including but not limited to research grants, cooperative agreements, contracts, or institutional awards, whether federal, non-federal, commercial, or institutional. This must include support of research activities at UTSW as well as any other institutions where the PI participates in research, whether related or unrelated to the current application. (Does not include training awards, prizes, or gifts). Refer to NIH Notice NOT-OD-19-114 and Dr. Mike Lauer’s article “Clarifying Long-Standing NIH Policies on Disclosing Other Support” for additional guidance.
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.

For step-by-step assistance with submission of your agreement, by contract type, please reference the following guidance materials:

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.