Proposal Process
Contents
PROPOSAL PROCESS
The Office of Sponsored Programs policies have been developed for use in the submission of proposals for external funding. This information provides current rates, explanations of processes, and policies within Oregon State University. This information is periodically updated on the web site as content changes. Advisories will be sent throughout the year as these changes occur.
The following steps outline the general proposal process. You can also view this as a graph.
- The Principal Investigator (PI) writes the proposal and completes the OSU Proposal Transmittal Form. If the proposal is funded, the PI agrees to conduct the project and follow OSU policies and procedures.
- Any special requirements in the proposal, such as animal use, human subjects, recombinant DNA, radiation, chemical carcinogens, or biosafety, require the PI to involve the appropriate OSU oversight committee and obtain approvals prior to involvement in that area.
- The proposal is reviewed by the PI and all co-PI's department chairs (or Center or Institute Director) for department/unit compatibility, budget, or other commitments or use of facilities.
- The proposal is reviewed by the PI and all co-PI's dean or non-academic Vice Provost for consistency with college or unit goals, budget, or other commitments or use of facilities.
- The proposal is delivered to sponsored programs, allowing a minimum of three business days for review of conformance to university policy, state or federal regulation, budget and fiscal compliance, sponsor certifications and assurances, adherence to regulatory and safety compliance, and potential conflicts of interest.
- After review, the OSU Authorizing Official provides approval for release to the external sponsor.
- The proposal is returned to the PI for duplicating and mailing to the external sponsor.
PROPOSAL DEADLINES AND INTERNAL PROCESSING
To ensure the submission of proposals by prescribed deadline dates, faculty should normally allow at least three (3) business days for a proposal to be reviewed and processed through the Office of Sponsored Programs, from the point the proposal is received in Sponsored Programs. During major and heavy deadline periods, additional time for proposal processing may be necessary.
Pre-proposals
Pre-proposals must be submitted to the Office of Sponsored Programs for review and authorization if one of the following conditions occur:
- The sponsor requesting the pre-proposal is requiring an institutional signature (e.g.,NSF)
- The sponsor requires a detailed budget of the pre-proposal
If either of these conditions occur then the PI must submit the proposal package (see next section).
PROPOSAL PACKAGE NEEDED AT SPONSORED PROGRAMS
- Completed and Signed OSU Proposal Transmittal Form
- Additional Information Required
Attach this additional information to the Proposal Transmittal Form
- Sponsor Deadline (published deadline and indicate if postmark or receipt deadline)
- Mailing Deadline (the date you need the proposal from Sponsored Programs-allow a minimum of three business days once delivered to OSP)
(Deadlines must be dates and times rather than ASAP. If a proposal comes in with ASAP as the deadline it will be placed in the queue in the order in which it was received.)
- Telephone number of the contact person for proposal pick-up
- Telephone number of the contact person for budget questions
- Two Copies of the Full Proposal
This includes all materials to be submitted to the sponsor:
- Project narrative - draft version is acceptable until final version is available, however a final version must be filed with Sponsored Programs within one week of submission to the sponsor
- Detailed budget - this may necessitate two different budgets if the sponsor does not require a detailed budget
- Budget justification
- All sponsor required forms (check with sponsor guidelines for requirements)
- Signature page if required by the sponsor (if sponsor makes no requirement, or no signature page delivered, Sponsored Programs will sign off on the back of the Proposal Transmittal Form)
- One copy of the complete final proposal, to be retained by the
university, the second fully signed copy to be returned to the
PI
- Cost sharing budget if cost sharing is being claimed on the back of the OSU Proposal Transmittal Form or is required by the sponsor
DEGREE OF DETAIL REQUIRED FOR OSU BUDGETS
A detailed budget is required with every proposal even if the sponsor requires a general budget or only a total dollar amount. Before OSU can authorize a proposal, it must be reviewed for compliance with all university, state, and federal policies.
REVIEW OF DRAFT BUDGETS
Draft budgets are highly encouraged, but do require two weeks lead time before submission of a final proposal to the Office of Sponsored Programs. Draft budget reviews must necessarily be fit in as time remains after processing proposals. Prior review of a draft budget does not reduce the expected three business day time-frame required for proposal processing and final approval through OSP. Along with your draft budget a budget justification is important to determine allowable costs in your budget.
SPONSOR LIMITATIONS ON THE NUMBER OF PROPOSALS THAT AN INSTITUTION MAY SUBMIT
For those intending to submit proposals under programs where sponsors limit the number of proposals a campus may submit, a notification must be given to the Research Office at least 30 days prior to the submission deadline. The Research Office will provide guidance as to how the submission process will be structured.
PROPOSAL TRANSMITTAL FORM
Proposal Transmittal Forms are needed for all proposals except budget revisions (budgets for which the sponsor has requested a change, either downward or upward in dollar amount). This internal OSU form identifies basic proposal and investigator information, endorsement signatures from department, college, or center or institute, and research compliance or other commitments from the university.
PRINCIPAL INVESTIGATOR INFORMATION
Research Associates, Instructors,
Emeritus Faculty, Assistant Professors, Associate Professors, Professors,
Post Docs, and Courtesy Faculty may serve as Principal Investigators
on a proposal. The information below is the university policy, however,
a college may have a more restrictive policy.
- Graduate students may not be PI's, but may be co-PI's. If a graduate student will become a Post Doc at OSU at the commencement of a proposal, the student can be listed as a PI. However, this requires verification by the department through a letter indicating their appointment and start date. (Note: graduate students may not simultaneously be an OUS faculty member and an OUS graduate student (OAR 580-20-005). If an OSU unit violates this policy and hires a graduate student as an instructor (simultaneously), they may not serve as a principal investigator.)
- Research Assistants and no-rank faculty may not be PI's without special approval from the Office of Sponsored Programs and Research Compliance; they may, however be co-PI's. Approval will be determined on a case-by-case basis. Those proposals requesting approval must be accompanied by a memorandum signed by department/unit chair.
- Affiliate Faculty may not serve as Principal Investigators on proposals.
PROPOSAL-COVER SHEETS
SIGNATURES
Sponsored projects may require a variety of institutional signatures in order to be accepted by the sponsor. Signatures must be obtained prior to submission of proposals.
| Sponsor Requested Information(Phrasing Found on Forms) |
OSU Individual |
Address |
- Institutional Representative
- Organizational Representative
- Authorized Institutional Official
- Authorized Organizational Official
- Individual Authorized to Sign
(proposal or pre-award documents)
|
Patricia A. Hawk
Interim Director, Office of Sponsored Programs
Authorized Institutional Representative
(541) 737-4933 telephone
(541) 737-3093 fax
sponsored.programs@oregonstate.edu |
Office of Sponsored Programs
Oregon State University
308 Kerr Administration Building Corvallis,OR 97331-2140 |
- Contract Officer
- Negotiator
- Individual Authorized to Accept Grants, Contracts, Cooperative Agreements, Memorandums of Understanding
|
Lin Reilly
Senior Grant and Contract Officer
(541) 737-2654 telephone
(541) 737-3093 fax
research.contracts@oregonstate.edu
Clem La Cava
Assistant Contract Officer
(541) 737-2373 telephone
(541) 737-2069 fax
research.contracts@oregonstate.edu
|
Contract Office
B306 Kerr Administration Building
Oregon State University
Corvallis, OR 97331-2147 |
- Financial Officer
- Business Official
- Person to Receive Checks
|
Kim Calvery
Assistant Director,
Business Affairs
Office of Post Award Administration
(541) 737-2198 telephone
(541) 737-2069 fax Kim.Calvery@oregonstate.edu
|
Office of Post Award Administration
Oregon State University
PO BOX 1086
Corvallis, OR 97339-1086 |
