HOW TO PREPARE YOURSELF (AND
YOUR PI) FOR ANY PROPOSAL
SUBMISSION
Basic Overview of Proposal Preparation

• Who?
• What?
• Where?
• When?
• Why?
• How?
• Answers to these questions will tell you how to treat each specific proposal

• Who are the players involved?
• Who is the PI?
• Is the PI eligible?
• Is there a Co-PI?
• Is there a Subk?
• Other personnel on the project?
• Who is the sponsor?
• Determines which SPA officer you work with
• Tells a bit about what the application process will be like (e.g. grants.gov, proposalCENTRAL, email)
• F&A Rate may change with sponsor

• What type of project is it?
• Fellowship?
• Program grant?
• Construction grant?
• STTR/SBIR?
• Industry Research Contract?
• Clinical Trial?
• Equipment Grant?
• Basic Research to the Feds?

• Will the project be done at UCI/UCIMC facilities?
• Will the project take place entirely offcampus?
• This could impact F&A rate used
• Are any foreign activities proposed?
• Contact your SPA officer or export control administrator if you have questions

• When is the proposed start date? End
Date?
• When is the Sponsor deadline?
• Electronic submission? Receipt date deadline?
• When are the internal UCI deadlines?
• Deans Office reviews
• SPA reviews

• What is the nature of the project?
• Pre-clinical testing using animal subjects.
• Researching CO2 gas emissions from the earth’s crust at the bottom of the Pacific.
• Helicopter surveying of iceberg melting patterns in
Antarctica
• Educational outreach to the community for teaching parents strategies for raising children with autism
• Renovation of the Greenhouse Research Facility at UCI

• Budget
• Are all the costs budgeted correctly to satisfy the entire scope of work proposed?
• Arrange meetings and collaborate with other offices as needed.
• Space available to conduct the work?

• Are human subjects involved?
• Are vertebrate animals involved?
• Are stem cells involved?
• Are there export control issues?
• Are there subcontractors involved?
•
•
• Is there any existing or anticipated Intellectual
Property?
Is there cost share?
Does the sponsor allow F&A? Waiver required?

• Apply what you know from all the information you gathered to fit the specific proposal requirements
• Collect required proposal forms
• COI (700U vs. Fed Disclosure Form 800 or 900)
• AA Form (soon to be KUALI)
• Subk Commitment Form, if applicable
• PI Clinical Trial Questionnaire, if applicable
• F&A Waiver request, if applicable
• PI Exception Request, if applicable

• Read, Analyze and Communicate
• SPA views you as the subject matter expert because you see your PIs daily
• Don’t be afraid to question the PI
• Ask your SPA team if you have questions
• Keep in mind this service is offered to the entire campus with similar deadlines
• If something doesn’t seem to fit correctly, arrange a sit down meeting with all the players.
• Feel free to invite your SPA team to the meeting. We welcome it!

• Checklist
• Outline Roles and Responsibilities
• List of who is doing what in the process. This will help make it clear to PI who they can go to for help
• Create internal deadlines
• Set reminders on your calendar
• Follow up with all the players (daily, weekly)
• Use budget templates
• Don’t have one? Ask a colleague