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How to Submit a Proposal

Where do I begin?
Who can be a principal investigator?
How do I find a sponsor?
What is the general format for a proposal?
Where do I get all the forms I need?
How do I find a sponsor?
How do I calculate the budget?
What if I have a significant financial interest in the company I am submitting this proposal to?
What if cost sharing is required?
What if human subjects are involved?
What if DNA is involved?
What if I want to include a relative in my budget?
What if radioactive material is involved?
What if my project involves infectious agents/human blood/extreme toxins?
What if animals are involved?
What do I do if my project has intellectual property?
How do I process the proposal through the University?
How do I check the status of my proposal?

Where do I begin?

There are several online resources that will help you with proposal development. We have found a few to get you started.

Who can be a Principal Investigator?

Tenure or Tenure-track faculty (Professor, Associate Professor, Assistant Professor, and Instructor)
Directors
Research Scientists, Research Engineers
Senior Research Scientists, Senior Research Engineers
See the OSP Handbook for the process to obtain special permission

How do I find a sponsor?

There are several online sources to assist you in your search for an appropriate sponsor. Here are a few:

What is the general format for a proposal?

Where do I get all the forms I need?

Internal Forms
- Proposal Review Form
- Human Subjects (Policies, Forms, and Institutional Review Board Meeting Dates)
- Infectious Agents
- Animal Form
- Radiation or Radioisotope (Researchers are required to contact the Safety Office to register.)
- Recombinant DNA
Significant Financial Interest
Authorization for Professional Services Forms (for projects involving consultants)
Various Sponsor Forms

How do I calculate the budget?

Preparation of the budget is, for many researchers, the most difficult section of the proposal. Granting agencies see hundreds of proposals yearly and are proficient at comparing level of funding requested to the research work proposed. Therefore, it is important that the budget section of the proposal reflect, as accurately as possible, the funding needed to carry out the proposed research.

You may use The University of Texas Research Management System to build your budget and enter basic project information about your proposal.

Below are the basic budget elements included in a budget and information regarding the principles used to calculate the various cost elements.

What if I have a significant financial interest in the company I am submitting this proposal to?

What if cost sharing is required?

What if human subjects are involved?

Policies, Forms, and Training Module

What if DNA is involved?

Policy: Projects involving the use of recombinant DNA molecules require initial and subsequent annual review by the DNA/Institutional Biosafety Committee (DNA/IBC). A Synopsis for Research Involving Recombinant DNA should be completed, signed and sent to the Office of Research Support and Compliance (A3200) for forwarding to the DNA/IBC Commitee for review. You will receive a signed duplicate after review and approval. These requirements apply to both funded and non-funded research.
Form (will need UT EID)

What if I want to include a relative in my budget?

The University's policy on nepotism is found in the Handbook of Operating Procedures.

What if my project involves infectious agents/human blood/extreme toxins?

Researchers who are planning projects involving radiation/radioisotopes and/or infectious agents, human blood or extreme toxins should contact the Office of Environmental Health and Safety. In addition, required forms and certifications are now available at OEHS and OSP and need to be approved by OEHS and the Dean's Office before submission of your proposal to OSP.

What if animals are involved?

Policy
Forms

How do I process the proposal through the University?

How do I check the status of my proposal?

Access to OSP proposal log (requires UT EID & Authorization)

What Happens After Proposal Submission?

I've submitted my proposal, now what?
I've heard my proposal will be funded. What does that mean?
What is involved in accepting an award?
- How does the award get set up?
- What are my responsibilities?
- What has to be negotiated?
- How do I find out who is negotiating my award?
- How do I find out the status of negotiations?
My award has been accepted. Now what?
- How are accounts established?
- How do I spend the money?
Who do I contact for post-award assistance?
How do I process the following actions?
- Extensions
- Budget Changes
- Supplemental funds request
- Change of principal investigator
- I'm leaving. How do I take my grant with me?
My award includes a subcontract. What happens now?
I need some research equipment. Is there a way to get previously owned government equipment?
Who do I contact if I need help and what can they help me with?

I've submitted my proposal, now what?

By accessing the Research Management System, you can tell whether your proposal is still in proposal status, award status, or has been rejected. The system allows you to see the date the award was received, the date of first action, and the date it was officially entered as an award.

I've heard my proposal will be funded. What does that mean?

Principal investigators are often notified by their program director, technical monitor, etc., that their proposal is going to be awarded. At that point it is assumed that an award is forthcoming. It is, but the process is quite involved. Once the program officer recommends a proposal for award, it usually has to be approved by a division director. After that it goes to procurement and finally it reaches the contracts or grants office. This process takes anywhere from 4 to 8 weeks or longer. The award is not official until OSP receives an award document from the contract's office.

What is involved in accepting an award?

How does the award get set up?
What are my responsibilities?
What are the federal regulations?
What has to be negotiated?
How do I find out who is negotiating my award? (Future enhancement)
How to I find out the status of the negotiations? (Future enhancement )
Who can sign the award for the University?

My award has been accepted, now what?

Who do I contact for post-award accounting assistance?

How do I process the following actions?

My award includes a subcontract. What happens now?

I need some research equipment. Is there a way to get previously owned government equipment?

Please see the OSP Handbook

Who do I contact if I need help and what can they help me with?

See the OSP Staff Directory for more information.