Road to Submission

East Texas A&M must maintain a centralized coordinated process to review, approve, submit and manage all sponsored program activity. To this end, all extramural funding requests for sponsored programs must follow the internal routing process detailed below.

Step 1: Identify a Funding Opportunity

Search for funding opportunities. Please see the Sponsored Programs (SP) website or contact SP staff for further guidance for locating external funding.

Step 2: Review the Solicitation

When you have identified a potential sponsor, review their guidelines and review criteria to verify that your project aligns with the objectives of the sponsored program and that you can meet all submission deadlines.

Step 3: Contact Sponsored Programs

Notify the Office of Sponsored Programs as early as possible of your intent to apply. The staff will:

  • Help you develop your application according to the sponsor’s requirements.
  • Provide resources for developing your proposal, such as templates, samples, rates for budget calculations, data etc.
  • Assist you in drafting a preliminary budget based on your project’s needs.
  • Establish internal timelines for completing and submitting the application.

Step 4: Submit Final Application Documents

Next, you will submit your final application documents to the Office of Sponsored Programs for review.

Note: Your proposal should be routed for SP review no fewer than three business days prior to the sponsor’s submission deadline.

Your application documents (including the budget) can be considered final once you and Sponsored Programs staff both agree that no further changes are needed.

Step 5: Internal Approvals

Next, you must route your proposal for internal approvals.

Note: a proposal should be routed for internal approvals no fewer than three business days prior to the sponsor’s submission deadline.

You will:

  • Provide information about the proposal in the Proposal Module in Maestro.
  • Upload the RFP, finalized budget and the draft narrative into the Proposal Documents Module in Maestro.
  • Submit the proposal in Maestro to Sponsored Programs.

Step 6: Final Review

Finally, once all application documents have been reviewed by Sponsored Programs and the application has received internal approvals from all key personnel, you will:

  • Review the application in its final form.
  • Send an email to the proposal administrator confirming that the application is final and can be submitted on your behalf.
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