Sponsored Project Administration - SPA
Submit Proposal - Proposal Submission Process
This section is organized sequentially across the proposal submission process. Use the link to jump to the section you need below, or simply scroll down the page.
- Contact SPA
- New Proposal Questionnaire
- Multiple Principal Investigator Leadership Plan requirements
- Project Personnel Roles
- Principal Investigator Eligibility
- Sponsored Project Routing Packet
- Budget Development Information
- UVM Core Research Facilities
- Subrecipient / Subcontract Requirements
- Upload proposal to InfoEd
- Principal Investigator Certification
- Internal Submission Deadline - Five (5) Business Days Before Sponsor Deadline
- Route for Internal Approvals
- Department Chair and Dean Approval Process
- Submission to Sponsor
- Conflict of Interest Disclosures
- Compliance Reviews
- Post Submission - Proposal Tracking
- Just in Time
- Award Process
Submit Proposal - Additional Proposal Resources
This section is organized alphabetically and the links open new web pages.
UVM department is supported by a designated
team of SPA administrators
who assist with development, approval and submission of grant proposals
as well as with award management.
SPA's goal is to make the proposal process as streamlined and efficient as possible. In order to allow for sufficient time for grant development and institutional review, SPA recommends that you contact your Research Administrator at least four (4) weeks prior to the sponsor deadline to initiate the proposal process.
Please complete and send the New
Proposal Questionnaire (word) to SPA to begin the process.
Do not worry if you don't yet know the answers to
all these questions as SPA staff will work with you to
complete the necessary information.
proposals require a PI leadership plan, which, at a minimum, must
Please see the Project Personnel Roles page for the definition of Principal Investigator, Co-Principal Investigator and Co-Investigator.
In order to serve as Principal Investigator an individual must be a faculty member or professionally qualified staff with an FTE of 50% or more.
The SPA Research Administrator will start a Sponsored Project Routing Packet (excel workbook) for the proposal and will work closely with the Principal Investigator to gather the required information for each of the three worksheets.
SPA staff work closely with the Principal Investigator to develop the proposal budget in conformance with federal regulations governing sponsored project budgets.
UVM's shared facilities and resources provide researchers with the sophisticated equipment and methodologies that help expand their work.
If a proposal involves collaboration with another institution,
relationship may require the issuance of a subaward (also
subcontract) to that organization. In these cases, the UVM is
considered the Prime organization. The UVM Principal Investigator must
obtain a statement of work, budget justification and commitment form
with audit certification from the subcontract organization.
information will be included in the UVM proposal. Read more
subrecipient forms and for how to distinguish between a subrecipient
and a vendor.
the InfoEd Proposal Development (PD) system to electronically route
proposals for internal approvals. SPA and the
Investigator work together to upload the proposal data and
UVM requires the Principal Investigator certification for every proposal submission. The certification is provided by the Principal Investigator within the InfoEd electronic routing system when the proposal is submitted to the route.
SPA has instituted an internal submission deadline designed to ensure that proposals can be fully reviewed, approved and submitted in time to meet the sponsor deadlines.
- The route must be completed and the final version submitted to SPA five (5) business days ahead of the sponsor's deadline.
- Since the electronic routing process can take a few days or more to complete, you'll need to start the routing process well in advance of the deadline.
UVM uses the InfoEd Proposal Development (PD) system to
electronically route proposals for internal approvals.
Department Chairs and Deans get notified via email to review and approve the proposal.read more
Once SPA has completed its review and has obtained the UVM Authorized Institutional Approval, SPA will contact the Principal Investigator (or the designated person) to pick up the approved proposal for submission to the sponsor. Proposal submission to the sponsor is the responsibility of the Principal Investigator.
Exceptions to this long standing policy are for those proposals for which the sponsor requires SPA to electronically submit the proposal via the sponsor's proposal submission mechanism. In these cases, SPA will contact you one last time to get your confirmation that the proposal is final and complete and then SPA will electronically submit your proposal to the sponsor.
The UVM Policy on Related Significant Financial Interest in
and Scholarly Activity requires all investigators to disclose whether
or not they have related significant financial interests in sponsored
project research. Disclosures must be updated annually or as new
financial interests are obtained. For the purpose of this policy the
term investigator refers to anyone responsible for the design, conduct,
or reporting of sponsored research, not just the Principal Investigator.
- Frequently Asked Questions
- Investigator User's Guide to the COI On-Line Disclosure System pdf
- Login to COI on-Line Disclosure System
To be eligible for federal funds, UVM must comply with a myriad of federal regulations including those related to protection of human subjects, humane care and use of vertebrate animals, and special handling of biohazardous and radioactive materials. The regulations require review and monitoring of these regulated activities during the life of the project/protocol.
- Human Subjects in Research
- Use of Animals in Research
- Recombinant DNA, Infectious Agents and Toxins
- Hazardous Chemicals
- Radioactive Substances
After your proposal is submitted to the sponsor, SPA staff establish a "pending" proposal record in the InfoEd Proposal Tracking system. The proposal record is accessible to you, your department business manager, your department chair and your dean, as well as the department business manager, chair and dean of each person listed on your proposal budget.
The National Institutes of Health uses just-in-time procedures for certain programs and award mechanisms. These procedures call for limited information (e.g., a budget justification and a biographical sketch) to be submitted with investigator-initiated applications and allow for a possible NIH request for additional information, including information concerning other support, when the application is under consideration for funding.
Find out more about our Grant Life Cycle
Last modified October 21 2015 11:33 AM