LSA RAIN-Managing the Process
Proposal Submission Guide
1. Who is the sponsor
NSF, DOE, ARO, DARPA, NIH, private foundations and etc.
If the sponsor is NSF and the PI is new make sure he/she filled out the Fastlane new user
profile information (see attachment)
If the sponsor is NIH make sure the PI registered for eRA commons. To register please go
to http://era.nih.gov/
8. Refer to DRDA and LSA business rules and guidelines as necessary. One thing to made
aware of, LSA does not waive indirect cost unless it is indicated in the sponsor guidelines
Physics Proposal Submission Guide
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2. Solicitation number - confirm the solicitation number with the PI once retrieved.
9. Check spaces for the PI your department
3. Time needed for proposal
At least one month
Department requires 5 business days before the deadlines (each dept might be different)
LSA requires 6 business days before sponsor deadlines
DRDA requires 4 business days before sponsor
Entire proposal can be submitted as a draft but the budget and budget justification has to
be finalized.
10. If other departments are involved make sure you communicate with them at the
beginning stage of the proposal because number 5 above will apply to them.
4. Due date of proposal – confirm sponsor deadlines with the PI and communicate with PI
the LSA & DRDA’s deadlines.
11. Once most of these documents are retrieved eRPM needs to be filled out and routed to
all the proper channels for approval
5. Budget
Ask PI if they have a budget in mind
Beginning and end date of the proposal budget
Intended PI effort
Will there be equipment
Will there be cost sharing involved (if so request it through eGift immediately)
Are there post docs and the effort amount
Would there be GSRA and how many
Are the GSRA candidate and pre-candidate
Are there other PI collaborators or departments
Are there subcontracts involves
If so, who is the lead organization
12. Before routing proposal most of these documents need to be attached
Project summary/abstract (read guidelines for page limit)
Project narrative (read guidelines for page limit)
Budget
Budget justification
Copy of Fastlane or Grants.gov form package
Reference cited
Facilities & other resources
Equipment (if any)
Bibliography (read guidelines for page limit)
Current & Pending (if co-PI’s are involved they will each need a CP and Bio)
6. If equipment is involved such as computer cluster IT, Facilities and HR would like to be
informed. For example IT will be in charged for ordering the computer and other issues,
facilities will be in charged for renovating the area and other issues and HR personnel will
be involve in the effort category and other issues
13. Routing the proposal
PI will need to electronically sign the PAF proposal first
The department chair or designated department signer will review the proposal for wording
and space
Proposal will then route for the college for review by Steve Beach and Peggy Westrick and
they will review the attached documents.
DRDA review the proposal and submit the final documents (or hot it states on the sponsor
guidelines for submission)
7. Read sponsor guidelines for rules and regulations
14. Completion
An email confirmation will generate stating the proposal has been submitted to the
sponsor.
Alex