From Applying to Obtaining Funding
Questions? Contact your Pre-Award Specialist: TBD
Deadlines/Timeline Guidance
The OADR is here to support you throughout the process of submitting a grant proposal at UT Austin, but we often receive a high volume of requests, many with tight deadlines. To ensure that your proposal gets the full attention and review that it deserves, we ask that you adhere to 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 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 If you plan to have an external reviewer, please refer to the Pre-Submission Peer Review Process and Pre-Submission Review Guidelines. Pre-Award Specialist issues a timeline soon after |
10 Business Days | All budget and justifications and Sponsor required documents (minus science/narrative/project content) to OADR. |
7 Business Days | OADR submits initial drafts 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 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 changes made over a weekend before a Monday deadline will be included.
Preparing & submitting proposals
- 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 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.
- 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.
Required documents for OSP Initial Review:
- Statement of Work
- Detailed Budget
- Sponsor Budget
- Budget Justification
- PRF Form
Items required if applicable:
- Subaward documents:
- Letter of Commitment (signed by sub entity AOR)
- Statement of Work
- Subaward Budget
- Subaward Budget Justification
- Cost Share Recap Form
- Third party cost share commitment letters
- Consultant letters of commitment
- FCOI -EID for subcontract key personnel
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 : https://research.utexas.edu/ors/conflict-of-interest/financial-interest-disclosure-fid-form/
Biosketch Instructions: https://grants.nih.gov/grants/forms/biosketch.htm