Proposal Preparation Guidelines

Proposal Submission Guidelines

UNIVERSITY OF SOUTH FLORIDA
RESEARCH & INNOVATION
Sponsored Research

EFFECTIVE DATE: JUNE 1, 2007

The USF Sponsored Research department is responsible for the review and approval of proposals to agencies for funding research and other academic activities. In order to provide optimal and equitable service to all University of South Florida faculty there is an acknowledged need for implementation of internal deadlines for submission to Sponsored Research of all proposals that are to be mailed, hand delivered, or sent electronically.

Proposal Authorization Form "Internal Form":

Must be submitted at the Sponsored Research Proposal Due date, either electronically or hard copy, with all applicable authorizations or signatures.

The Sponsored Research deadlines are as follows:

PROPOSAL SUBMISSION DEADLINES EFFECTIVE 06/01/2007
PROPOSAL TYPE PI / DEPARTMENT NOTIFIES SPONSORED RESEARCH OF INTENT TO SUBMIT PROPOSAL
(Minimum Number of Business Days before Deadline Date)
PROPOSAL DUE
AT SPONSORED RESEARCH
(Minimum Number of Days from Submission Deadline Date)
Electronic 5 5
Hardcopy (Paper) 3 3
Cost Share 30 3 (paper) or 5 (electronic)
Large Complex 45 3 (paper) or 5 (electronic)
Limited Submission 60 3 (paper) or 5 (electronic)

NOTE: SPONSORED RESEARCH CANNOT GUARANTEE SUBMISSION OF PROPOSALS IF THESE DEADLINES ARE NOT MET.

Electronic Proposals:

Electronic proposals, such as those submitted through Grants.gov and FASTLANE, must be received in Sponsored Research in final form no later than five business days prior to the proposal mailing/electronic submission deadline. This deadline allows for a two-day review period by Sponsored Research and three days for the proposal to wind its way through Cyberspace. At a minimum, this lead-time will enable the Sponsored Research staff to:

Hard Copy (Paper) Proposals:

Paper or hard copies of proposals must be received in Sponsored Research three business days prior to the agency written submission deadline. At a minimum, this lead-time time enables the Sponsored Research staff to:

To accommodate those Principal Investigators (PIs) who wish to work on the technical portion of their proposal until the last minute, PIs may submit a draft version of the technical portion of the proposal to meet the 3-business-days rule. A final version of the technical portion of the proposal will not be due until the day of the deadline, unless substantive changes are identified. The rest of the proposal, detailed budget, budget justification, abstract, proposal transmittal form, and agency forms must meet the three-business-days rule. This will provide adequate time for Sponsored Research review and for the PI to continue to work on the scientific piece.

Proposals with Cost Sharing:

Cost sharing should not be included in a proposed budget unless THE SPONSOR REQUIRES IT.

When cost sharing is required, the Principal Investigators should contact Sponsored Research at least one month prior to submission to the funding agency. This lead-time will enable the PI and Sponsored Research staff to:

  1. Identify and document sources of cost share.
  2. Obtain clarification from the agency regarding the types of allowable cost share, e.g., unrecovered indirect costs.

The proposal in its final form should be submitted to Sponsored Research no later than five business days prior to the date when the proposal must be mailed or submitted electronically. Proposals that are received after the five-business-days rule and in which cost-sharing sources of commitment are not identified may NOT be submitted to the agency.

Large, Interdisciplinary, or Otherwise Complex Proposals (RFPs, RFAs):

The Principal Investigator should contact their Sponsored Research Administrator (to identify, see Sponsored Research website) no fewer than forty-five (45) business days prior to the agency submission deadline. This will enable the PI and Sponsored Research staff, as applicable, to:

  1. Participate in meetings with lead PI(s), the college/department/center contact, and other appropriate individuals, as needed, to facilitate the proposal process.
  2. Assist with establishing a timeline for the proposal preparation and submission process.
  3. Clarify proposal preparation guidelines for the PI and academic unit staff, and contact sponsors for clarification, if needed.
  4. Prepare institutional representations and certifications.
  5. Review and sign agency assurances.
  6. Assist in preparation of separate business proposal, when applicable.
  7. Develop a small business development plan, when applicable.
  8. Help identify unusual intellectual property or compliance issues and direct such to the appropriate staff for resolution.

Sponsored Research cannot guarantee these services will be available, if contacted after the 45-day notification deadline. In those rare instances when "Request for Proposals" (RFPs) are issued or modified by a funding agency less than 45 days before the sponsor's deadline, Sponsored Research will modify its guidelines to accommodate those preparing proposals in response to those specific opportunities.

Limited Submission Proposals:

REMINDER

The Proposal Authorization Form (Internal Form) must be submitted to Sponsored Research no later than the proposal due date, either electronic submission or hard copy, with all applicable authorizations and/or signatures.