Proposal Preparation and Submission. We will: Prepare budgets according to: Federal/sponsor regulations TAMUS policies Coordinate subcontract and collaborative.

Texas A&M University SystemOffice of Sponsored Research Services

Proposal Preparation and Submission

We will:Prepare budgets according to:

Federal/sponsor regulations TAMUS policies

Coordinate subcontract and collaborative arrangements

Monitor sponsor guidelines for compliance

Route for campus approvalsSubmit proposals to sponsorsProvide copies of submitted proposals

Contact: Sue Hibbs

Senior Proposal Administrator [email protected]

979-845-8630

Timing is EverythingContact Sue Hibbs 14 days before the

sponsor’s deadlineConfirm finalized budget and justification at

least five days before the deadline – proposal must be routed in time to obtain campus approvals prior to submissionDon’t make any budget changes after the

proposal is electronically routedProvide the final proposal text to Sue at least

48 Hours before the deadline

What’s the Hurry? Proposal must have electronic signature approvals by TAMU-

CC before it is submitted to the sponsor Subcontracts and Independent Consultants are a part of your

budget and so:Their institutionally authorized proposals must be received

before the proposal is routed – we have to include their entity’s information.

Cost Sharing must be authorized before the proposal is routed.

Complete form at:http://research.tamucc.edu/fr/forms.html

Proposals must be submitted in time to prevent any last-minute submission problems, i.e. problems with Grants.gov.

“Logging-In” a ProposalContact Sue 14 days before the deadlineProvide her with:

Sponsor’s NameFunding Opportunity AnnouncementProposal TitleCo-Investigators names and contact

informationOutside collaborators (subcontractors’

information and budget)

Proposal PreparationSue will work with you to finalize your proposal

budget and route it with the budget justification and project scope of work.

Sue will also ask that you complete an assurances page via e-mail. Assurances are required for each proposal and must be returned to Sue before the proposal can be routed. You will be asked if you will have any significant financial interest in the planned project.  You will also be asked to check compliance items such as the use of human subjects, lab animals, rDNA, infectious biohazards, etc.

Electronic Routing for ApprovalsA process of budget approval by the

department, college and RGS prior to submissionRouting takes place while you finalize the

text, but all budget related issues must be finalized

Contact Sue with any changes to the proposal

Contact [email protected] for help with the electronic routing system.

Routing on CampusStandard routing (Five days Minimum – it

may take longer and must be complete prior to submission)PI, Co-PI(s)Department Head(s)Dean(s)RGSFinance (if cost sharing exists)

Multi-campus routing (Seven days)

Proposal RoutingWe will provide you with a guide to routing

approval and we will be available to answer any questions you have about routing.

You will receive an e-mail with routing instructions. You will be asked to log into the EpikMaestro system and approve the proposal. Once you approve, it will move to the next person on the list.

Document in routing package:

Cost sharing documentationFinal budgetFinal budget justificationDraft scope of work

The final scope of work will not be included, so that you have more time to complete it while the proposal is being routed for approvals.

Quality AssuranceOur procedure is to review every proposal that is

submitted before it is submitted, to make sure there are no administrative (non-scientific) problems that will prevent acceptance by the sponsor.

This process relies upon the researcher to provide us with the final proposal prior to the deadline.

We are looking for compliance with Federal/sponsor regulations and TAMUS policies regarding:

Allowable Costs Cost Sharing Documentation Formatting of Final Submission

Final SubmissionThe final proposal text must be received by Sue at

least 48 Hours prior to the submission deadline (PDF format, if required by sponsor).

Sue will:Review the final text for compliance with the

sponsor’s guidelinesSubmit the final proposal to another senior

staffer for final reviewSubmit proposal via appropriate method (e.g.,

Grants.gov) in advance of the deadline to avoid last-minute problems.

Your concerns?Will it be a problem that we’re in College

Station but the researchers are in Corpus Christi?

Do we know what we’re doing?Will we be responsive?Will we be able to handle last minute

requests?Will we know how to work with your

sponsors?Will we keep TAMU-CC offices in the loop?Will we submit a proposal without your

approval?Will I get a copy of what is submitted?

Will it be a problem that we’re in College Station but the researchers are in Corpus Christi?

NoWe’re very used to working with researchers

all over the State of Texas.We prepare and submit proposals for other

campuses, such as TAMU-G as well as all of the AgriLife Research Centers throughout the state.

We’re only a phone call or e-mail away, which is how most College Station researchers stay in touch with us.

Do we know what we’re doing?

YesYou have the most senior proposal

administrators assigned to you, with a total of 26 years of experience.

They’ve prepared and submitted proposals from virtually every sponsor you can name.

We don’t know everything… but… we’ll find out and respond quickly if we don’t know the answer.

Will we be responsive?

YesWe’re only an e-mail or phone call away.You have a senior proposal administrator

assigned ONLY to you – your priorities are her priorities.

Will we be able to handle last minute requests?

Not alwaysAlthough you are our TOP priority, we are often

at the mercy of Federally-imposed deadlines and mercurial submission systems.

We’ll do our best, but our very best is always guaranteed by giving us plenty of time to do an excellent job for you.

Will we know how to work with your sponsors?YesOur office submitted 2,000 proposals last

year, to a wide variety of sponsors, ranging from local government offices to Federal agencies. We’re accustomed to working with sponsors all over the world and we’re flexible and collaborative in our work so that we facilitate sponsored projects.

Will we keep TAMU-CC offices in the loop?DefinitelyWe work as partners with your research office staff.Our experience includes developing such

partnerships with AgriLife Research Centers all over the state and we’ve been successful in that through our partnerships with their staff.

We’ll make sure you approve proposals before they are submitted.

We’ll make sure you know about any issues of concern during the proposal preparation process.

Will we submit a proposal without your approval?NoWe have electronic routing in place to make

sure you approve proposals before they are submitted.

Please let us know if you have any issues with what you see in routing and we’ll address them before the proposal is submitted.

Will I get a copy of what is submitted?YesThe proposal will be scanned at the time of

submission and a PDF version will be e-mailed to everyone who signed the electronic routing sheet within two weeks.

Still have questions?Please contact us:Sue Hibbs, Senior Proposal Administrator II

[email protected], or 979-845-8630

Or Sue’s back-up, in case she is out of the office:Shelly Berry, Senior Proposal Administrator II

[email protected], or 979-845-8758

If further questions:Jane Zuber, Associate Vice President

[email protected], 979-845-8615Becky Carranza, Coordinator II

[email protected], or 979-845-8652