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Electronic Proposal Submission
Guidelines
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Responsibilities
of Principal Investigators (PIs) and Departmental Administrators
assisting the proposal preparation process for electronic submissions
- Upon
learning of a deadline requiring electronic submission, PIs should
contact either their SPA grant administrator (GA) or SPA's general
information line at 612-624-5599 to alert them to the upcoming
electronic submission.
- Proposals
requiring electronic submission, must follow the same processing
rules as paper proposals, i.e. they are required to be routed
through the appropriate department/unit chair and dean's office,
and approved by SPA prior to submission to the sponsoring agency.
- PIs
should complete their Grants.gov proposals and route the PRF to
SPA no later than 5 days (effective January 30, 2007) prior to
the scheduled deadline to ensure adequate review by SPA and to
avoid technical delays not under SPA's control. Please note
that some sponsors set deadlines using Eastern Standard Time (EST).
Go to the SPA
Proposal Deadline Calculator.
If the electronic submission is not Grants.gov, it will follow the traditional deadline of submission to SPA 24 hours prior to the deadline
- SPA
staff can no longer convert, scan, and/or upload files for PIs.
However, grant administrators will assist PIs with conversion
and uploading instructions from the sponsors, and PIs may use
a workstation in SPA if needed.
- If
paper copies of any documents or other electronic media are required
to be sent to the sponsoring agency, they must be submitted to
SPA with appropriate signatures, approvals, and attachments, where
applicable.
- Administrative
pages containing University/SPA information and budget forms should
be completed first and, if possible, routed to the SPA GA for
pre-review. For example, once budget forms are completed in FastLane,
PIs should "Allow SRO Access" to their proposals.
- If
an electronic proposal submission involves a multi-institutional
consortium or has sub awards to other institutions, it is the
responsibility of the PI to provide the following documentation
to SPA:
- Proposal cover sheet or document that provides signatures
of the PI and authorized representative of the external organization;
- Budgets/justifications from the sub awardee organization.
- Failure
to follow these instructions could result in a proposal not reaching
the sponsor by their deadline and could jeopardize the potential
for an award.
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Responsibilities of Sponsor Projects Administration
(SPA)
- SPA is responsible for keeping up with
changes and new developments in electronic research administration.
Any information directly related to this process will be disseminated
through the Research News Online.
- SPA will, upon request, assign identification
or PIN numbers required by some sponsor electronic systems. This
will allow PIs to begin working on proposals and to review reporting
and proposal tracking systems. E-mail eprops@umn.edu to
request this service.
- SPA will assist faculty and departmental
staff with proposal instructions and other administrative processes
relating to the grant and/or contract submission.
- SPA will continue to review proposals
and budgets, and to prepare institutional certifications and assurances
before proposals are submitted.
- In the majority of situations, SPA will
electronically "submit" proposals to sponsoring agencies, rather
than PIs.
- SPA will mail paper copies of all documents
required by sponsoring agencies.
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