Roles and Responsibilities in Proposal Development
Identifying Funding
Principal Investigator/Project Director
- Identify funding source
- Review program guidelines
Sponsored Programs Director
- Assist with funding searches
- Clarify program guidelines if necessary
- Establish accounting string for Grant Fund
Proposal Preparation and Submission
Principal Investigator/Project Director
- Prepare technical proposal
- scope of work
- biosketches
- collaborators or other personnel
- other proposal components required by sponsor
- complete IRB requirements as appropriate
- Identify subcontractors
- Identify other administrative requirements e.g., subcontracting plan
- Prepare proposal budget and submit draft to sponsored program director
- Identify sources of any required cost sharing
- Prepare Pre Submission Tracking Form and obtain all required departmental signatures
- Provide a copy of the complete proposal and the signed Pre Submission Tracking Form to sponsored program director at least ten working days prior to submission
- Request incentive award at time of submission if applicable
Sponsored programs director
- Contact sponsored program office at subcontractor’s institution to request administrative materials
- Provide information and assistance in completing administrative information
- Prepare proposal budget from draft provided
- Provide information and guidance on sponsor and university cost sharing requirements
- Review proposal for conformance to sponsor and university requirements
- Determine that protocol information provided is valid
- Determine that PI/PD is in compliance with conflict of interest requirements
- Review budget – both sponsor and cost shared
- Provide institutional signature
- Copy and submit proposal
Proposal Submission and Sponsor Review
Principal investigator/Project director
- Prepare and submit necessary human subjects and animal use protocols (some sponsors may require this step to precede proposal submission)
- Prepare responses to sponsor inquiries during review process and provide response to sponsored program officer
Sponsored programs director
- Review response
- Verify compliance information (e.g., protocol approval dates, key personnel have completed required education in the protection of human research participant)
- Provide institutional signature on response as needed
- Once proposal is submitted, any communication between sponsor and Western employee should be copied to OSP