Tips for Developing a Proposal

Proposal Preparation
and Submission Process

Download PDF version

 

Proposal Preparation

• PI identify funding agencies or response to funding announcements from FAMU OSP
• PI works with department and research dean’s office(s) on preliminary aspects of the proposal.
• PI submits required internal forms to the Unit Head (Chair, Director, Dean, and Provost (if applicable) for signature(s).
• Intent to Submit Form
• Proposal Transmittal Form
• Cash or in-Kind Match requests
• Request for Letters of Support

• PI must complete FCOI, Responsible Conduct in Research, IRB, IACUC. Biohazard (if applicable), Export Control, and Fundamental of Grants Management trainings as applicable.
• PI must complete eProcurement and Travel training to approve all expenditures related to sponsored project.
• At least 5-10 business days prior to proposal submission date, PI submit proposal file to sponsor@famu.edu for ensuring that sponsor’s submission procedures (agency url website or attachment required for RFP) are uploaded timely.

Proposal Development

• Prior to beginning the proposal, PI reviews the guidelines for the application process and the requirements.
• PI begins writing the technical/narrative portion of the proposal and develops the budget.
• At least 5-10 business days prior to the proposal submission date, PI submits the proposal file for routing and approval – all parts of the proposal, except the proposal narrative must be in final form (files completed and uploaded into the proposal package/format).
• The proposal transmittal and supporting documents must be routed to and reviewed by the department chairs (or Center or Institute Directors) of the PI and all co-PIs, for department/unit compatibility, budget, or other commitments or use of facilities and by the dean(s) of the PI and all Co-PIs, for consistency with college or unit goals, budget, or other commitments or use of facilities.
• PI works with the Coordinator responsible for budget review in the Office of Sponsored Programs to finalize budget.

Proposal Finalization

• PI works with the Coordinator in the Office of Sponsored Programs to finalize the proposal package prior to submitting to funding agency.  The OSP will review for compliance to university policy, state or federal regulations, budget and fiscal compliance, sponsor certifications and assurances, adherence to regulatory and safety compliance, and potential conflicts of interest.

Proposal Submission

• The OSP Coordinator will confirm with PI if the proposal is final and ready for submission.
• The Office of Sponsored Programs completes one final review of the proposal to make sure it meets the requirements and guidelines of the sponsor’s RFP.
• The OSP Associate Director and Director review for submission to Vice President of Research for final approval.
• The Office of Sponsored Programs submits the proposal to the funding agency – either electronically or in paper form.  There are instances where the PI submits the proposal directly to the funding agency.  When this occurs, the PI should inform the OSP that they will submit and provide the OSP with confirmation once the proposal has been successfully submitted to the funding agency.

 

---

 

Guidelines for
Institutional Proposals

 

Institutional proposals are proposals submitted by Florida A&M University to a funding sponsor that limits the number of proposals the sponsor will receive by any one institution. When the Office of Sponsored Programs (OSP) is made aware of institutional proposals, the OSP web page will be updated with information specific to the proposal, such as the proposal's due date and the number of proposals the sponsor will accept. The information will also be sent in an e-mail to all faculty. 

Any faculty member who is interested in responding to a Request for Proposal (RFP) should immediately complete the “Intent to Submit” form on the OSP webpage and send a white paper (one page) to the Vice President for Research within the time specified. The faculty member should prepare the white paper as narrative responses to the rating questions listed on the Evaluation Criteria for Institutional Proposals.

The white paper for institutional proposals must include the following information:

• A statement regarding the ability of the proposed Principal Investigator and each member of the project team to successfully secure and complete the project;
• A description of project team's track record with the Division of Research in securing and managing grants;
• An indication of whether the proposal requires institutional costs, such as cash or in-kind match (If so, identify the funding source.);
• A description of how the project will benefit FAMU; and
• The goals and objectives of the project (Link these to the RFP.)
• A description of the project's planned collaborative effort.

The PI should send this information to OSP as directed in the call for white papers at least 30 days before the proposal is due, if possible. However, if the OSP finds that the proposal is due within a short time-frame, the Vice President for Research, or his designee, will decide which proposal to submit to the sponsor.

If the number of white papers received by OSP is greater than the number of proposals allowed by the funding sponsor, the Vice President for Research will convene an Ad Hoc Subcommittee of the Faculty Research Advisory Committee (FRAC). The Vice President for Research will appoint members to the Ad Hoc Subcommittee according to the scope of the RFP. The subcommittee will review the white papers and make recommendations to the Vice President for Research on which proposals to submit for funding.

The following evaluation criteria will be used by subcommittee members to assist in evaluating institutional proposal white papers.

Within five days after the white papers are reviewed and evaluated, the PIs will be informed in writing by the Vice President for Research, or his designee, as to which white paper(s) was/were selected to be submitted to the funding sponsor.