Submit Proposal - Proposal Submission Process

Routing Options for Competing Continuations - new April 15, 2017

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.

  1. Contact SPA
  2. Start New Proposal in InfoEd - updated July 8, 2017
  3. Multiple Principal Investigator Leadership Plan requirements
  4. Project Personnel Roles
  5. Principal Investigator Eligibility
  6. SPA Routing Form and SPA Budget Worksheet
  7. Budget Development Information
  8. UVM Core Research Facilities
  9. Subrecipient / Subcontract Requirements
  10. Principal Investigator Certification
  11. Internal Submission Deadline - Five (5) Business Days Before Sponsor Deadline
  12. Route for Internal Approvals
  13. Department Chair and Dean Approval Process
  14. Submission to Sponsor
  15. Conflict of Interest Disclosures
  16. Compliance Reviews
  17. Post Submission - Proposal Tracking
  18. Just in Time
  19. Award Process

Submit Proposal - Additional Proposal Resources

This section is organized alphabetically and the links open new web pages.

  • Characteristics of Sponsored Projects and Gifts
  • Core Research Facilities
  • Data Management Information
  • Department Administrator Toolkit
  • Forms Library
  • Frequently Asked Questions - FAQs
  • Grant Proposal Writing Resources
  • Grants.gov form data
  • Guidance for NIH Research Performance Progress Reports (RPPR) for SNAP awards
  • InfoEd Training 
  • InfoEd Departmental Contacts (Assigned Roles) pdf
  • Material Transfer Agreements
  • UVM Core Research Facilities
  • UVM Fact Sheet


  • Routing Options for Non-Competing Continuations - new April 15, 2017

    In some situations UVM submits proposals for multiple years, receives award monies for the first year with an assurance about the future years. Direct and Flow through awards from the National institutes of Health, Health Resources and Services Administration, for example, fall into this category.

    The actual dollars for subsequent years are awarded after we submit yearly progress reports. At the time of submission of progress reports, the SPA Research Administrators (SPA RAs) review the progress report and supporting documents and re-route the proposal for the year that is to be funded.

    Effective April 15, 2017, we are proposing to discontinue the re-routing of these applications for the following reasons

     read more

    Contact SPA

    Every 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.

    Developing and submitting a grant proposal is a collaborative process involving the Principal Investigator, the department administrator and the Sponsored Project Administration Research Administrator assigned to the Principal Investigator's unit.

    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 the assigned Research Administrator at least four (4) weeks prior to the sponsor deadline to initiate the proposal process.

    read more


    Start New Proposal in InfoEd - updated  July 8, 2017

    As of June 19, 2017, Principal Investigators and Department Administrators can start their own proposal records in InfoEd.  This page provides Step by Step Guides for Principal Investigators, Department Administrators, Chairs and Deans.  

    read more


    Multiple Principal Investigator Leadership Plan

    All multi-PI proposals require a PI leadership plan, which, at a minimum, must address the following elements:

    read more


    Project Personnel Roles

    Please see the Project Personnel Roles page for the definition of Principal Investigator, Co-Principal Investigator and Co-Investigator.

    read more


    Principal Investigator Eligibility

    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.

    read more


    SPA Routing Form and SPA Budget Worksheet

    As of June 19, 2017, the SPA Routing Form and the SPA Budget Worksheet have been split into two separate documents. (The SPA Budget Worksheet continues to an excel spreadsheet developed outside of InfoEd and uploadedd as an attachment).

    read more

    Budget Development Information

    SPA staff work closely with the Principal Investigator to develop the proposal budget in conformance with federal regulations governing sponsored project budgets.

    read more


    UVM Core Research Facilities

    UVM's shared facilities and resources provide researchers with the sophisticated equipment and methodologies that help expand their work.

    read more


    Subaward / Subcontract Requirements

    If a proposal involves collaboration with another institution, the relationship may require the issuance of a subaward (also called a 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.  The information will be included in the UVM proposal.  Read more for subrecipient forms and for how to distinguish between a subrecipient and a vendor.

    read more

    Principal Investigator Certification

    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.

    read more


    Internal Submission Deadline - Five (5) Business Days Before Sponsor Deadline

    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.

    read more

    Route for Internal for Approvals

    UVM uses the InfoEd Proposal Development (PD) system to electronically route proposals for internal approvals.

    read more

    Department Chair and Dean Approval Process

    Department Chairs and Deans get notified via email to review and approve the proposal.

    read more

    Submission to Sponsor

    Once SPA has completed its review and has obtained the UVM Authorized Institutional Approval, SPA will coordinate with the Principal Investigator (or the designated person) to submit the approved proposal to the sponsor in accordance with the sponsor's submission requirements.

    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 the Principal Investigator one last time to get his/her confirmation that the proposal is final and complete and then SPA will electronically submit the  proposal to the sponsor.

    List of Sponsors with Electronic Submission Mechanisms


    Conflict of Interest Disclosures

    The UVM Policy on Related Significant Financial Interest in Research 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.

    read more

    Compliance Reviews

    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.

    read more


    Post Submission - Proposal Tracking

    After a proposal is submitted to the sponsor, SPA establishes a "pending" proposal record in the InfoEd Proposal Tracking system. The proposal record is accessible to the Principal Investigator, the department business manager, the department chair and the dean, as well as the department business manager, chair and dean of each person listed on in the proposal budget.

    read more


    Just in Time

    NIH Just in Time link

    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.

    read more


    Award Process

    read more


    Updated 06-19-17