Unit Procedure
Title
College of Arts and Sciences: Proposal Roles and Responsibilities, Process/Instructions
Introduction
Purpose
This process outlines the coordinated steps required for PIs and Contracts & Grants Coordinators to prepare, assemble, and submit compliant grant proposals to the Office of Sponsored Programs and the sponsoring agency on the required timeline.
Scope
- Who does this Procedure apply to? (Keep in mind that a Unit Procedure can only apply to the same Unit)
- Are there particular groups within the Unit who must know and follow this Procedure?
- Are there groups within the Unit that this Procedure does NOT apply to?
- If it’s a succinct statement, you can exclude groups here.
- If the exclusions will take more space to explain, use the “Exclusions” section below.
Procedure
Submission Process
- PI/Project Staff notifies assigned Contracts and Grants Coordinator (CGC) of intent to submit proposal via RASR or email (directly or to CASResearchAdmin@unc.edu) - notification includes the due date and link to the solicitation
- For standard pre-award request, 20 business days advance notice is necessary
- For proposals with sub-awards, 30 business days advance notice is necessary
- For multi-component proposals, 180 business days advance notice is necessary
- For training grants, 120 business days advance notice is necessary
- CGC reviews RASR/email request and solicitation
- A discussion of the roles and responsibilities for the pre-award process as well as a reminder of the standard OSP deadlines may be necessary
- CGC develops submission checklist and timeline based on the solicitation.
- CGC contacts PI/Project Staff to set up kick-off meeting
- Meeting is held (in-person or virtually) or emails are sent
- Review Checklist and timeline
- Discuss internal and external deadlines
- Discuss submission materials, requirements, guidelines, restrictions, etc.
- PI sends CGC budgetary information (List of personnel, including % effort or hours, and non-personnel items)
- This can occur before or after kick-off meeting.
- Here it is important to discuss whether the PI expects course buyout, cost-share, or to do an External Competitive Leave (ECL). These items may require approval from the Department Chair/Manager and Senior Associate Dean (SAD).
- CGC develops draft budget and sends to PI for review
- CGC and PI work to finalize the budget
- CGC develops draft budget justification and sends to PI for edits, if necessary
- CGC sends a reminder 3 days before the due date of the Internal Processing Form (IPF)/administrative sections (budget, budget justification, etc)
- CGC submits the Internal Processing Form (IPF) to the Office of Sponsored Programs (OSP) 5 business days before submission date per this guidance.
- IPF includes the budget, budget justification, solicitation, scope of work (SOW), and other items as needed
- CGC supports non-technical components as needed. This can also be done in conjunction with the Grants Development Coordinator on the team.
- PI works on technical components
- PI sends technical components to CGC to assemble (technical pieces can be sent to CGC as they are completed)
- CGC assembles application package
- CGC sends a reminder 3 days before the due date of the technical sections (due to OSP 2 business days before sponsor deadline).
- CGC and PI submit full application package to OSP
- This must be done 2 business days prior to the sponsor deadline per this guidance.
- Any necessary edits are made (CGC handles budgetary edits and PI/Project Staff handle technical edits)
- CGC sends a copy of the final application package to PIs asking for their review/feedback and is it ok to route to OSP
- Full package is sent to OSP via RAMSeS for final review/approval OR uploaded in sponsor system
- PI, CGC or OSP submits to agency/prime
Definitions
- CGC: Contracts and Grants Coordinator
- PI: Principal Investigator
- CAS RA: College of Arts and Sciences Research Administration
- OSP: Office of Sponsored Programs
Related Requirements
External Regulations (if applicable)
- Is this Procedure connected to any Policies, Laws (federal, state, local, regulations), Accreditation requirements?
- Are there any related UNC system-wide policies, procedures or standards?
- Is this Procedure connected to any UNC-Chapel Hill Policies, Procedures, or Standards?
- Are there any other resources or materials readers of this Procedure might likely refer to or need to follow or understand this Procedure?
Unit Policies, Standards, and Procedures (if applicable)
- Is this Procedure connected to any Unit Policies, Procedures, or Standards?
Contact Information
Primary Contact
Office: Dean's Office
Telephone: 919-962-1165
Email: artsandsciences@unc.edu