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.

QUESTIONS or STORIES to SHARE?