It is highly recommended that proposals be routed to URA as many days as possible in advance of the submission deadline. Proposals submitted for review less than two full business days before the deadline may receive a contingent review. Please note that complex projects submitted for review during high volume periods may not receive a full review, depending on workload. All levels of review are described in further detail below along with their requirements.
Full Review Requirements
When submitting a proposal for full review and final endorsement by URA, we highly encourage you to submit the proposal for review in final form as many days in advance of the deadline as possible. Proposals submitted for review less than two full business days before the deadline may receive a contingent review. We understand, however, that this may not always be possible. For your reference, we have included the following checklist of items required for URA review and endorsement at full proposal review stage.
A full review includes, but is not limited to review of the:
-
Funding Opportunity Announcement (FOA), Solicitation, Guidelines (for relevant info):
- Correspondence with Direct Sponsor/Prime Sponsor, if applicable
-
The complete proposal application following page limitations, including, but not limited to:
- Scope of Work (SOW), which may include: Specific Aims, Project Summary/Abstract, Research Strategy, Project Description, etc.
-
Budget:
- Appropriate IDC and Fringe Benefit Rates
- Exclusions
- Cost limitations per FOA
- Inclusion of PI Effort per Institutional Requirements, if Research Project
-
Budget Justification, if applicable
- Required for incoming subaward proposals
-
Any required proposal documents within page limitations, such as:
- Biosketches
- Current and Pending Support
- Any Other Required Documents
- Conflict of Interest (COI) Requirements
- Oversight Compliance
- Export Controls
-
Relevant Waivers and Approvals, such as:
- PI Status Approval
- Cross-Departmental Request/Approval
- Cost Share Request/Approval
- Indirect Cost Waiver or Variance Request/Approval
- Limited Opportunity Approval
-
Outgoing Subaward Documentation, including:
- Letter of Intent/LOI or Subrecipient Commitment Form
- SOW
- Budget
- Budget Justification
- Assurances and Certifications, as required by FOA
- AURA FP Information
- Possible Errors/Warnings that may prevent submission
*Please note: If any applicable proposal items are missing or incomplete, it may delay review and endorsement.
While this is not an exhaustive list of documents, it should serve as a comprehensive guide. Proposals submitted in sufficient time for a full review will receive a thorough review of the items listed on the checklist. Documents beyond the ones listed on the checklist may be reviewed at the URA Manager’s discretion and in consideration of workload. Any missing required documents will be noted for the unit or requested for review prior to endorsement. Required documents are those listed in the solicitation as part of the application.
Once a review is completed, it is required that the unit make us aware of any significant changes to the Scope of Work, Research Plan or Narrative and to any compliance oversight. Significant changes will typically have an impact on the proposal budget or alter protocols and will require additional review prior to endorsement.
Contingent Review Requirements
When a proposal arrives at URA less than two full business days before the submission deadline, it will only be given a cursory examination. For your reference, we have included the following checklist of items required for URA review and endorsement.
A contingent review includes review of the:
-
Funding Opportunity Announcement (FOA), Solicitation, Guidelines (for relevant info):
- Correspondence with Direct Sponsor/Prime Sponsor, if applicable
- Scope of Work (SOW)
-
Budget:
- Appropriate IDC and Fringe Benefit Rates
- Exclusions
- Inclusion of PI Effort per Institutional Requirements, if Research Project
- Conflict of Interest (COI) Requirements
- Oversight Compliance
- Export Controls
-
Relevant Waivers and Approvals:
- PI Status Approval
- Cross-Departmental Request/Approval
- Cost Share Request/Approval
- Indirect Cost Waiver or Variance Request/Approval
- Limited Opportunity Approval
-
Outgoing Subaward Documentation, including:
- Letter of Intent/LOI or Subrecipient Commitment Form
- SOW
- Budget
- Budget Justification
- AURA FP Information
*Please note: If any applicable proposal items are missing or incomplete, it may delay review and endorsement.
Additional comments may be provided, time permitting, and Units are expected to make any requested changes before submitting the final application.
Please note, if terms and conditions contrary to University policy are found upon review after submission, the proposal may be withdrawn, or the acceptance of an award may require the removal or modification of any troublesome clause(s) and/or satisfactory resolution of deviations from University or sponsor policies.
After-the-Fact (ATF) Review Requirements
A proposal that was submitted to the sponsor without using the internal routing process for institutional review and approval and is subsequently routed for review and approval after it has been submitted is an after-the-fact proposal.
An ATF review includes review of the:
-
Funding Opportunity Announcement (FOA), Solicitation, Guidelines
- Correspondence with Direct Sponsor/Prime Sponsor, if applicable
-
Submitted Proposal, consisting of:
- Scope of Work
- Budget
- Budget Justification
- Any Other Documents
- Conflict of Interest (COI) Requirements
- Oversight Compliance
- Export Controls
-
Relevant Waivers and Approvals:
- PI Status Approval
- Cross-Departmental Request/Approval
- Cost Share Request/Approval
- Indirect Cost Waiver or Variance Request/Approval
- Limited Opportunity Approval
-
Outgoing Subaward Documentation, including:
- Letter of Intent/LOI or Subrecipient Commitment Form
- SOW
- Budget
- Budget Justification
- AURA FP Information
Notes:* *If any applicable proposal items are missing or incomplete, it may delay review and endorsement.
**The AURA FP deadline should be listed as the date the proposal was submitted to the sponsor (i.e. date in the past).
***The submitted proposal should be routed ASAP after it is submitted and should not wait for an award letter to begin the routing process.