The Proposal Development and Review Process at
Syracuse University
Sheraton University InnDecember 15, 2015
Faculty Member – Principal Investigator
(PI) has a research question they want to
exploreGroup of researchers
have an ongoing project or research topic (can be internal or external
partners)
University, College, or Community Initiative
Request for Proposals (RFP), Request for Applications (RFA),
Request for a Letter of Intent or Interest
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Sponsored Projects – How do they get started?
Before you Beginh Familiarize yourself with required forms for all key/ senior
personnel working on sponsored projects•Financial Conflict of Interest (FCOI) Policy o University policy, required by federal government as a means to ensure research will be free from
bias and objectivity preserved. Completed as an online survey.•Intellectual Property Agreement (IPA) o Agreement form required for staff & faculty working on externally funded projects. Documents
acceptance & understanding of SU policy on Ownership and Management of Intellectual Property. •Internal Routing and Review Form (IRR) o This required document is the primary data intake form utilized by OSP. It informs us of such
important items as; who is working on the project, what agency are we submitting to, and are all necessary resources and approvals in place to conduct the project
•Consultant Letter of Intent Format o Used when you have named consultant on your project to demonstrate the commitment.•Statement of Work Format o Used when another institution is the lead applicant.
Proposal Development
Notification by faculty member of upcoming proposal submission
Request information on specifications RFP/RFA/Funder Requirements for a thorough review
Review with faculty member expectations of receipt of proposal and all the pieces (develop a template)
Ask if the proposal involves other departments, schools, colleges, centers/institutes, or organizations
If project involves collaborators, determine lead and what materials are needed (i.e. biosketches, statement of work,…)
Budget developmentUse your calendar to set up reminders to talk to
faculty member regarding deadlines and items neededCall or meet with your OSP Research Administrator
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Review, Endorsement and Submission
OSP REVIEW QUESTIONS (50,000 foot view):Can this work reasonably be performed at SU/by this
department? Are there any stated risks/ compliance management factors?
Is the investigator/project staffing reasonable and available to carry out the work?– Do investigators have effort available to perform the
project?– Will investigators be able to hire student workers/ post-
docs to perform the project in the stated period?Is there space available to carry out the work? Can we accept all of the terms of the award?Have all external collaborators officially confirmed their
participation? 5
Review, Endorsement and Submission – To be covered in depth at Thursday’s session
OSP Budget review, and/or OSP Budget formulation– Does it add up?– Are all costs included allowable? Reasonable? Allocable?– Have we been consistent in budgeting?– Are salaries correct? Have they been verified in SU’s payroll?– If consultants are budgeted, are they truly consultants rather
than employees, are rates proposed reasonable?– Are all rates (F&A, fringe benefits) correctly applied and
calculated?– Are collaborators’ efforts correctly budgeted?
Vendor? Subawardee?
– Are there any Cost Sharing requirements? 6
Review, Endorsement and Submission – Cont’dOSP Proposal Review for adherence to Sponsor’s
guidelines:– Page limitations – Formatting
Font size Margins Line spacing Pagination scheme
– Assembly (i.e. – attachments are properly ordered and all mandatory fields are completed)
– Documents that must be included– Documents that should not be included
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Review, Endorsement and Submission – Cont’dSignature/electronic submission of proposal certifies:
– SU has the expertise and skill to reasonably carry out the proposed work.
– Investigators/project staff named are available to carry out the work.
– SU is in compliance with, and will adhere to, applicable regulations.
– proposal submission indicates SU’s acceptance of terms, or letter of exceptions to terms should be submitted.
– Budget is sufficient to carry out work proposed and follows cost principles and SU policies.
– SU has verified that other collaborating institutions have submitted authorized and binding commitments.
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Key Points to RememberGive yourself plenty of time
Grant writing takes longer than you think!When collaborating with others, particularly subawards, build
in additional time, as other institutions may have more rigid guidelines for submission.
Confirm your idea with the sponsor’s point of contact, (aka the Program Officer,) before you do any work on the application
Carefully read the solicitation’s instructions – in their entirety, then re-read them. Sometimes details jump out on a second read through.
Key Points to RememberAsk OSP for a simultaneous read of the solicitationsMake a timeline of what needs to be done by whom and
when, then follow it!Plan on having everything done 1 wk before the deadline, and
follow OSP service guidelines
OSP Service Guidelines3-4 weeks prior to deadline
Inform OSP of the solicitation, deadline & team7 Business days prior to deadline
Provide OSP with budget, budget narrative and draft narrative3 Business days prior to deadline
Provide OSP with final, complete application Submission Date
Provide OSP with the fully signed IRR form
Key Points to RememberTell everyone who ‘needs to know’ your plans, i.e. chair, dean,
OSP, as well as what resources you need whenEmbrace the collaboration!!OSP is here to help, but please know we serve the entire University!
Open communication and a “we’re in this together” approach to pursuing and administering externally sponsored projects is key.
Key Points to RememberUse the OSP budget templateGet the IRR together as early in the process as possibleDon’t forget to file your Intellectual Property Agreement and
your Conflict of Interest DisclosuresGet feedback on your narrative from a variety of folks in your
field and perhaps from folks not in your field.
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