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Proposal Submission Policy

External Proposal Submission Policy
 (Created July 2018.  Latest Revision October 22, 2018.)

Policy Statement

ALL externally funded proposals must be processed through OSP prior to submission to the external sponsors. OSP must perform the actual submission.  PIs 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 Provost for Research (Authorized Organizational Representative or AOR) before proposal submission. ETAMU is not required to submit a proposal if adequate time to review the proposal is not allowed.  ETAMU may also choose not submit a proprosal if it is determined that the proposal does not appear ready for external review.

Reasons for Policy

Working with a Sponsored Programs (OSP) Proposal Administrator (PA) and utilizing ETAMU to help develop the proposal will increase the likelihood of a  rewarding submission of an external proposal. By increasing the amount of time allotted for review by OSP Proposal Administrators, Department Heads, Deans, and the Vice Provost of Research, the proposal and budget can be reviewed for completeness and accuracy in adhering to the RFP guidelines and to protect both the Principal Investigator and ETAMU.

Procedures

PIs will notify the Proposal Administrator early (5 business days) of the development of a potential proposal for external submission. Please email your PA the link to your RFP and your anticipated budget requirements.  Your Proposal Administrator (PA) will provide a schedule of deadlines and required documents for each proposal. The provided deadlines must be met for priority to continue to be given to these proposals. Proposals processed within the timeline below will take precedence over those that are outside the expected timeline; Proposals outside of this prescribed timeline will be processed by OSP on a first-come first-served basis.

*Please note, proposals with international elements require at least 4 weeks’ notice to OSP, in order to undergo required additional review and approval by the ETAMU’s proper channels.

* At least five (5) business days preceding the sponsor's deadline (or the pre-determined submission date if it is an open-dated submission), PIs must have emailed the anticipated budget needs and at least a draft narrative or summary to their OSP Proposal Administrator. The PA can then work with the PI to have a completed FINAL budget 5 days out from the deadline.  Following this timeline enables:

  • OSP 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 Provost for Research, 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.

* 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 OSP PA. This timeline allows for the following actions:

  • Limited review of final proposal materials by OSP Proposal Administrator prior to submission;
  • Contingent on approval by Department Head, Dean and Vice Provost for Research, on-time submission of application to sponsor. Your OSP PA will work diligently to complete your submission on time, but it is the responsibility of the PI if a delay in receiving the documents results in a failed submission. OSP staff will only submit proposals during posted ETAMU OSP office hours. In the cases where proposals are due outside OSP business hours (Monday-Friday, 8 am - 5 pm), 5 pm CST of the weekday of the deadline is the official submission deadline.  (Example:  A Sunday 4 pm deadline will mean the OSP deadline for submission is 5 pm Friday.)
  • ETAMU OSP reserves the right to reject submitting a proposal if extensive revisions and/or additions would be required to 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.

Proposal Administrators

Ms. Kaylee Kinnaird, CRA
Proposal Administrator II
NHS 337
903-886-5162Proposal Submission Incentive
Kaylee.Kinnaird@tamuc.edu

Ms. Donna Russell
Proposal Administrator I
NHS 338
903-886-5168
Donna.Russell@tamuc.edu

Your Proposal Administrator will be your point of contact and can help you to locate funding opportunities, proofreading your narrative, creating your budget, initiating routing in Maestro for approval, and will submit the proposal to the sponsoring agency.