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RAE Proposal Submission Procedures

Faculty members are urged to submit proposals at least 3-5 business days prior to agency deadlines. Additional time must be allowed for RAE to provide a full complement of services, including budget development assistance, review, signature, duplication, and transmission of the proposal.

There are numerous peak agency deadlines throughout the year. Please keep in mind that proposals received in advance of these dates will receive precedence over those received at the last possible minute before a deadline.

No Review Process

If the RAE office receives a proposal at deadline and is unable to review it in the customary manner, the proposal will be submitted to the agency but designated internally as having been submitted under RAE's "no review" process. RAE will review the proposal in customary manner after the "no review" submission and may request a revised version or may require withdrawal of the proposal. If changes are required in the proposal and the proposal is funded, it will not be accepted until after it has been negotiated and approved by the appropriate department chair and dean.

Tracking the Proposal's Progress

Proposals and awards are tracked through a specialized UWF program which allows reporting through Information Navigator in MyUWF. Specialized reports on proposals submitted and awards received are available on several search criteria including individual investigator, department/center, college/division for a given fiscal year, a specific period such as a calendar or academic year, or a multiple year basis. For assistance in identifying such reports or querying for specific needs, contact the appropriate RAE Grants Specialist.

Tips to Ensure a Proper & Timely Submission

Submit the proposal to RAE at least 3-5 business days in advance of the sponsor's deadline.

All federal proposals must include a Significant Financial Interest Disclosure Form for each PI, Co-PI, and Senior Key Personnel.

Budgeted items should be rounded to the nearest whole dollar. The Research Project Budget Model will be used as the guideline to determine if the proposal budget is in compliance with university current salary, fringe benefit, MTDC exempt and non-exempt cost elements, applicable Facilities & Administrative (F&A or Indirect) rate, and line-item elements for posting of the budget upon award.

Permanent equipment under federal guidelines is defined as any item exceeding $5,000 and a one-year useful life. Items less than $5,000 should be itemized in the “Other'' category. Although sponsor guidelines may indicate the $5,000 as the minimum for equipment, state regulations require that the $1,000 minimum be applied.

If responding to aRFP, submit a copy of the RFP guidelines with the proposal or include the URL for this document on the IRF.

Itemize all supplies, materials, computer, and publication costs. Travel must be justified by per diem, number of trips, place, and purpose. Review the sponsor’s guidelines on whether foreign travel is allowed or, in the case of state sponsors, if in-state restrictions apply.

Submit a copy of the approval for IRB or IACUC for projects involving the use of human participants or live vertebrate animals. The title of the proposal must match the title identified on the approval. Contact IRB or IACUC for further information. These approvals must be in place prior to the university accepting the award.

Institutional Review and Signature

Certain administrators at UWF have been authorized by the university president to enter into research and training agreements or submit proposals on behalf of the university (see Authority to Sign Contracts and Other Documents University Policy). At the proposal stage, this signature, along with those of other appropriate university officials (i.e., PI and co-PIs, department chair, dean/director, and vice president, if necessary) indicates the willingness and capability of the university to guarantee proper accountability and administration of funds. A PI's signature alone on proposals, grants and other agreements does not commit the university's resources and cannot be accepted in lieu of the authorized institutional officials in RAE. All proposals must have institutional review and appropriate signatures via the IRF. Requests to sponsors for changes to an awarded grant or contract must be authorized by RAE.

Sponsored Project Approval Internal Routing Form (IRF)

The PI must obtain the required endorsement of the department chair or center/institute director, dean or vice-president (if necessary) on the UWF IRF before a proposal can be submitted to a funding agency. The IRF and supplemental forms are located in Forms.

This IRF must be completed for each project or modification of a project and should be routed with a copy of the proposal through the proper university channels. When routing a proposal that involves participation by more than one department, unit, or college, signatures from each collaborating department/college must be included on the IRF. Proposals submitted through a University Institute/Center require the additional signatures of the institute/center director and the appropriate dean or vice-president.

Prior to routing the proposal for signatures, the faculty member should use the Summary Questionnaire for Proposal Development to make sure the proposal is complete in all respects.

The people or offices involved in the internal review and processing of the proposal are as follows:

  • PI is responsible for the budget, technical content, quality and preparation of the proposal and for determining when supplemental conditions such as additional resources, IRB, Animal Subjects, Conflict of Interest, Export Control, or Proprietary Information are applicable.

  • Department Chair or Center/Institute Director is responsible for certifying to the academic soundness of the project, the compatibility of the project with the PI's other commitments, approval of release time, the availability of space and facilities, cost-sharing commitments, assuring that the project is in keeping with department objectives, and concurring that the proposal should be submitted.

  • Dean of the college or vice-president of a division is responsible for determining the appropriateness of the project within college/division program, and that resources will be available.

  • RAE is responsible for ensuring compliance with applicable laws and regulations, and university administrative rules. Problems of institutional financing, cost sharing, prior acceptance of contractual terms, academic policies and budget matters may be resolved here. RAE is also responsible for ensuring that the content meets with acceptable rules and standards of the university, and for reviewing matters involving human participants, DNA research, hazardous substances, export control review, and the experimental use of animals.

The IRF is submitted, along with the original proposal and other required documents, to your RAE Grants Specialist. Proposals to all U.S. DHHS and the NSF require the Significant Financial Interest Disclosure Form be submitted along with the proposal and IRF. Other sponsors may have similar policies and each sponsor’s guidelines should be reviewed to determine if there is a requirement for this certification. The UWF policy regarding Financial Conflict of Interest and Approval of Outside Activity and the related forms are available on the Academic Affairs website Policies, Procedures & Resources under Staff Resources.

Preliminary proposals, concept papers, and statements of interest differ from verbal inquiries because they have a developed work statement and a budget broken down into general cost groupings. These submissions also require the IRF prior to submission to the potential sponsor.

Internal Routing Form (IRF) Instruction

The Internal Routing Form (IRF) has two primary users: (1) the PI(s) and (2) the RAE staff. If a PI desires, all items may be completed and the RAE staff will verify or those items not requiring PI response will be completed upon receipt of the signed form for support of the proposal.