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From Applying to Obtaining Funding

Questions? Contact your Pre-Award Specialist:  Ashley Nandlal: ashley.nandlal@austin  Aubrey Vinklarek (Aubrey.vinklarek@austin.utexas.edu )

Deadlines/Timeline Guidance

The OADR is here to support you throughout the process of submitting a grant proposal at UT Austin, but we . We often receive a high volume of requests, many with tight deadlines.  To ; to ensure that your proposal gets the full attention and review that it deserves, we ask that you adhere to follow our Grant Submission Timeline outlined below.  OADR understands that opportunities for grants sometimes come within 30 days of the deadline, and we will continue to work with you on every opportunity, but cannot guarantee a full review if documents are received after our internal timeline dates.  In addition, any proposal initiation submitted within 21 business days of the deadline will may require approval by the Associate Dean for Research.

Grant Submission Timeline:

30 Days

Notify Pre-Award Specialist via email that you are planning to submit a proposal (even if you are not 100% sure), including the opportunity announcement (RFA, PA, FOA, etc.) and

Intake Form

deadline date.

If you plan to have an external reviewer, please refer to

the

the Pre-Submission Peer Review Process

and

 and Pre-Submission Review Guidelines.

Pre-Award Specialist issues a submission timeline and checklist soon after

10 Business Days

All budget and justifications and Sponsor required documents (minus science/narrative/project content) to OADR

.

Set up a meeting with G&C Specialist at your earliest convenience

G&C Specialist will schedule a meeting with the PI and/or the PI’s team to discuss delegation of tasks and preparing budget, justifications, and other materials that G&C Specialist can help to develop. See list below this table detailing proposal components that G&C specialist can provide support on.

7 Business Days

OADR submits initial drafts to OSP

Budget, Budget justification, and Statement of Work are finalized and OADR will submit to OSP for review/approval. All required documentation from any collaborators have been received and will also be submitted to OSP.

5 Business Days

Provide OADR all documents, content, attachments and other info required by the Sponsor IN FINAL FORM (i.e., no Track Changes, comments, etc.).  This is to ensure documents are loaded into

Cayuse

UTRMS or other proposal portals and available for review by OSP/OADR to ensure compliance with submission guidelines.

0-5 Business Days

Be available to address any requests from OSP. PI (or proxy) needs to be available to confirm final submission after OSP approves. No proposal will be submitted without written final approval by the PI (email is fine).

1 Day

Ideally, OSP submits the proposal one day in advance of proposal due date

Note:  We cannot guarantee that major changes submitted to OADR within 48 hours of a final deadline can be included.  Anything submitted to OADR under 10 business days’ advance notice will not be guaranteed a full review.  All deadlines and internal timelines are calculated in business days. No Any changes made over a weekend before a Monday deadline will may not be included.

Preparing & submitting proposalsWhat can my Pre-Award G&C Specialist assist with as I prepare and submit my proposal?

  • Facilitate peer review by an external reviewer. See peer-review process diagram (PDF) and guidelines (PDF). As mentioned in the peer-review diagram, keep in See peer review process diagram and guidelines. Keep in mind that OADR will provide an honorarium to have their grant proposals peer reviewed by an outside source, ideally by an experienced reviewer.Meet with principal investigator (PI) to review sponsor guidelines, university / external submission requirements, and to establish timeline for submitting to OSP for approval.
  • Manage timeline for submission and ensure that deadlines are met as closely as possible
  • Liaise the submission/approval process with OSP
  • Help to interpret guidelines and sponsor instructions
  • Prepare proposal application forms and provide examples/instructions on required documents that align with sponsor specifications
  • Facilitate requests for subaward documents from external partners
  • Prepare budgets and budget justifications that comply with sponsor and OSP policies.
  • Prepare proposal application forms and assemble “boilerplate” to sponsor specifications.
  • Coordinate receipt of application materials from collaborators and subcontractors.
  • Submit proposal or contract to OSP, and serve as liaison between PI and OSP.
  • Submit proposal or contract to sponsor, and serve as administrative liaison between PI and sponsor while decision is pending
  • Provide Facilities and Resources information
  • Biosketch Formatting
  • Gather Other Support documentation
  • Proofread and assist with reference work (with ample time provided).
  • Review final documents to ensure that sponsor guidelines have been met
  • In most cases, the G&C Specialist will upload all documents to submission portal through UTRMS

*Something else? Just ASK! We may be able to help or point you in the right direction.

Required documents for OSP Initial Review:

  • Statement of Work
  • Detailed Budget
  • Sponsor Budget
  • Budget Justification
  • PRF FormUTRMS Funding Proposal Form – G&C specialist will complete and send for PI review/certification

Items required if applicable:

  • Subaward documents:
    • Letter of Commitment (signed by sub entity AOR or equivalent)
    • Statement of Work
    • Subaward Budget
    • Subaward Budget Justification
  • Cost Share Recap Form (Pre-award Specialist will draft on your behalf)
  • Third party cost share commitment letters
  • Consultant letters of commitment
  • FCOI -EIDFID for subcontract key personnel if entity does not already have a PHS compliant policy


OTHER HELPFUL LINKS:

Fringe Rate Guidance: https://research.utexas.edu/osp/prepare-submit-proposal/fringe-rates-guidelines/

F&A (Indirect Cost) Information: https://research.utexas.edu/osp/resources/fa-memo/

FID Form for UT employee: https://research.utexas.edu/ors/conflict-of-interest/financial-interest-disclosure-fid-form/

FID Form for non-employee: https://utexas.qualtrics.com/jfe/form/SV_5vczI7DfuxKEnSm

FCOI Clearinghouse: https://thefdp.org/default/fcoi-clearinghouse/

Biosketch Instructions: https://grants.nih.gov/grants/forms/biosketch.htm 

Other Support Instructions: https://grants.nih.gov/grants/forms/othersupport.htm