Sponsored Programs Guide: 15-7-3 Proposal Submission Policy

ALL externally funded proposals must be processed through Sponsored Programs (SP) prior to submission to the external sponsors. SP must perform the actual submission. Principal Investigators (PI) are not do this on their own. This is required for all contracts, grants, and subawards. The proposal must be fully approved via the Maestro proposal approval process through the level of the Vice President for Research and Economic Development (VPRED) (Authorized Organizational Representative or AOR) before proposal submission. If a proposal is submitted to the sponsor by the PI, without SP review, the proposal may be withdrawn if it is determined to be non-compliant with the System Member rules, standard administrative procedures, or guidelines.

Reasons for Policy

Working with a Sponsored Programs (SP) Proposal Administrator (PA) to help develop the proposal will increase the likelihood of the proposal being awarded. By increasing the amount of time allotted for review by SP Proposal Administrators, Department Heads, Deans, and the Vice President for Research and Economic Development, the proposal and budget can be reviewed for completeness and accuracy in adhering to the RFP guidelines and to protect both the Principal Investigator (PI) and ETAMU.

To ensure the SP staff are able to provide investigators with the highest-level support, researchers must use the following guidelines for proposal submissions.  The provided deadlines must be met for priority to continue to be given to the proposals.  Proposals processed within the provided timeline will take precedence over those that are outside the expected timeline.  Proposals outside of this prescribed timeline will be processed by SP on a first-come, first-served basis as time permits.

Procedures

1.   Notification of Intent to Submit

PIs will notify the Proposal Administrator (PA) at least a minimum of 15 business days prior to the sponsor's deadline date of their intent to develop a proposal for external submission. The PI will provide:

  • Link to the RFP via email
  • Anticipated budget requirements

Within 3 business days the Proposal Administrator will provide a schedule of deadlines and required documents for the proposal.

*Please note, proposals with international elements and subawards require at least 4 weeks’ prior notice to SP, in order to undergo required additional review and approval through the appropriate channels.

2.   Submission to SP Portions of the Proposal

At least seven (7) business days preceding the sponsor's deadline, or the pre‑determined submission date (if it is an open-dated submission), PIs must submit the following to the Proposal Administrator:

  • Budget
  • Draft project narrative/description
  • Statement of work
  • Letters of commitment (if required)
  • Biosketches and/or CV (whichever is required)
  • Other sponsor specific forms (if required)

Following this timeline enables:

  • SP preparation of the proposal budget to ensure accuracy and to adequately provide for the project, protecting the PI and ETAMU;
  • Assistance in developing the narrative in accordance with sponsor guidelines and review criteria as well as assurance that the narrative and other proposal components comply with sponsor guidance and ETAMU policies;
  • Initiation of the Maestro proposal approval process to permit timely submission, and ensure that the FINAL proposal budget, including any cost share, are appropriately reviewed, and approved by the Department Head, College Dean, and Vice President for Research and Economic Development, which is required for submission to the sponsor;
  • Request of necessary physical signatures and/or letters of support or commitment from University Officials and external collaborators.

3.   Submission to SP Completed Proposal

Three (3) business days prior to the sponsor deadline, it is required that the PI provide all FINAL documents that the sponsor requires for submission to the PA. This timeline allows for the following actions:

  • Limited review of final proposal materials by SP Proposal Administrator prior to submission;
  • Contingent on approval by the Department Head, Dean and Vice President for Research and Economic Development, on-time submission of the application to the sponsor. Your PA will work diligently to complete your submission on time, but a failed submission is the responsibility of the PI, if a delay in submitting the documents. SP staff will only submit proposals during posted ETAMU SP office hours. In the cases where proposals are due outside SP business hours (Monday-Friday, 8 a.m. – 5 p.m.), 5 p.m. CST of the weekday of the deadline is the official submission deadline. (Example: A Sunday 4 pm deadline will mean the SP deadline for submission is 5 pm Friday.)
  • SP reserves the right to reject submitting a proposal if extensive revisions and/or additions would be required prior to submission.
  • Incentive funds awarded per the PSI Program will be made available to individuals submitting these documents at least three (3) business days preceding the sponsor's deadline.

While SP staff will make every effort to submit every funding proposal, they are not required to submit a proposal if adequate time to review the proposal is not allowed. SP may also elect not to submit a proposal if it is determined that the proposal is not ready for external review.

In the event a proposal, or portions of a proposal, are received outside of the requested timeframe but the proposal is still submitted, the investigator assumes all risk for proposals found to be non-compliant or submitted late to the sponsor or lead institution.

Proposal Administrators

The Proposal Administrator is the point of contact and can assist in locating funding opportunities, proofreading the narrative, assist in creating the budget, initiating routing in Maestro, and will submit the proposal to the sponsoring agency.

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