top of page
This site was designed with the
.com
website builder. Create your website today.Start Now

Proposal Approval & Submission Process

 

Any applications submitted for UTSA faculty or staff participation in a sponsored project, including those where UTSA is not the primary applicant, must be coordinated and approved through this process.

 

For further information please contact a pre-award administrator in the College of Education and Human Development Research Service Center.  

RSC Responsibilities

PI Responsibilities

Once your RSC pre-award contact has reviewed your final proposal packet they will provide you with an electronic copy of the complete, final proposal packet as it will appear to the sponsoring organization. It is very important that you and/or other members of your project team are available and take some time to review the packet one last time before submission.

 

Once you - the Principal Investigator (PI) - have notified the Research Service Center (RSC) that they will be preparing a proposal, the RSC will be in touch with you about preparing a routing form and your initial draft budget.

 

The RSC should be notified of your intent to submit AT LEAST 5 BUSINESS DAYS before the submission deadline.

 

Step 1 - Contact the Research Service Center (RSC)

Step 2 - Send your Draft Budget document(s) to the RSC

As soon as you have a preliminary draft budget and/or budget outline prepared, send it to a pre-award contact. They can review the document and work with you to finalize it both to suit your project needs and meet UTSA and sponsor requirements. You can also meet with the RSC pre-award staff or complete a budget questionnaire to get assistance with your first draft budget, if needed.

 

Step 4 - Complete & Initiate a Routing Form

Every sponsored project must be approved through an internal routing process. All non-technical documents (i.e. all documents aside from project abstract/summary or narrative/description must be finalized before initiating and be attached to your Routing Form. For assistance with completing the Routing Form, contact a pre-award administrator in the RSC. 

 

  • Routing Form​

  • Documents that you will need to finalize and upload (or send the the RSC to upload) to Cayuse before routing: 

    • ​Biosketch(es)

    • Budget

    • Budget justification/narrative

    • Current and pending support (DoD & NSF proposals)

    • Facilities description(s)

    • Letters of support/commitment

    • Other supporting documents

 

The Routing Form should be initiated AT LEAST 2 BUSINESS DAYS before your submission deadline.

Step 3 - Verify that Conflict of Interest Disclosure is up to date

All PIs must have a current Conflict of Interest (Disclosure) on file prior to submitting a proposal. 

Step 5 - Work with the RSC to finalize routing of your proposal

All proposals must be reviewed and approved by all persons on a routing chain prior to submission. Typical routing order for the College of Engineering: 

 

  • You as the PI

  • RSC Pre-Award Administrator

  • COE Associate Dean for Research

  • RSC Director

 

All proposals must be routed with all sponsor-required non-technical documents (i.e. all documents except project summary/abstract and narrative/description) at least 2 days prior to submission deadline.

 

Is there a Co-PI from another College on your project?

  • Plan for a prolonged routing/approval timeframe. Routing requirements and timeframes vary by College.

 

Step 6 - Work with the RSC to finalize & upload your technical documents

Whether your proposal is going to be submitted to Grants.gov via Cayuse, the National Science Foundation via Fastlane, or to another sponsor through another system, you should work with your RSC pre-award contact to finalize and upload your documents into these systems.

 

Documents that you will need to finalize and send to the RSC to upload in PDF format:

  • Project abstract/summary

  • Project narrative/description

 

It is rare, but if your proposal requires a hard copy submission, preparation of the hard copy packet should also be finalized in coordination with your RSC pre-award contact.

 

Step 7 - Review final, complete proposal packet

Step 1 - Follow Up with PI on Routing Form & Draft Budget document(s)

Step 3 - Initiate the Routing Chain

All proposals must be reviewed and approved by all persons on a routing chain prior to submission. Your RSC pre-award contact will assist you in setting up this chain in Cayuse. 

Typical routing chain for the College of Engineering: 

 

  • You as the PI

  • Pre-Award Administrator

  • COE Associate Dean for Research

  • RSC Director

 

Is there a Co-PI from another College on your project?

  • Plan for a prolonged routing/approval timeframe. Routing requirements and timeframes vary by College.

 

All proposals must be routed with all sponsor-required non-technical documents (i.e. all documents except project summary/abstract and narrative/description) at least 2 days prior to submission deadline.

Step 2 - Create Customized Checklist

Your assigned RSC pre-award contact will complete a thorough review of the project guidelines (a.k.a. FOA, RFP, solicitation, etc.) and will use that to create a customized checklist for your proposal.

Step 4 - Create Application Packet

Your RSC pre-award contact will create your proposal application packet in whichever e-system the proposal will need to be submitted through (i.e. Fastlane for NSF projects, Cayuse for all other federal projects). 

 

Once the packet is created, your RSC contact will: 

  • Enter the budget into the prescribed format

  • Complete the SF424 Face Page (if applicable)

  • Complete other form(s), as needed

Step 5 - Review final, complete proposal packet

Once the proposal application packet is finalized in the applicable e-system (or in hard copy format), your RSC pre-award contact will conduct a final review of all documents and will also provide you with a copy of the complete proposal to review one final time.

 

It is very important that you and/or other members of your project team are available and take some time to review the packet one last time.

 

Step 7 - Review and Submit final, complete proposal packet

Once the proposal application packet has been reviewed by your RSC pre-award contact and by you (and/or other project team members), the RSC Director will complete one final review of the proposal. After this final review, the RSC Director will submit the application on behalf of UTSA.

 

It is rare, but if your proposal requires a hard copy submission, while the RSC will need to complete a final review of your application packet, it will be up to you whether you mail the application yourself or request that the RSC mail it for you.

 

Whether you are only considering submitting a proposal for a particular call/solicitation or have already decided to submit, contact a pre-award administrator from the RSC and provide them with the following information or complete the RSC Notification Form: 

 

  • Name of program and sponsoring organization you are applying to

  • Submission deadline date

  • Link to program solicitation, request for proposal (RFP) or other guideline document

  • List of names of any other internal or external collaborators (subawardees, subcontractors, consultants, etc.) on the project

    • If collaborating externally, also provide names and contact information for research staff at the external organization(s)

  • Notation regarding any required cost-sharing, if applicable

 

The RSC should be notified AT LEAST 5 BUSINESS DAYS before your submission deadline.

bottom of page