RUBENSTEIN SCHOOL RESEARCH ADMINISTRATION

Rubenstein School (RSENR) Research Administrators provide pre-award support to RSENR Principal Investigators through assistance with budgeting, UVMClick funding proposal preparation, and interfacing with RSENR’s SPA Research Administrator. Please review the RSENR Proposal Preparation and Submission Procedure for additional information.

How to Apply for Sponsored Award: RSENR Process

RSENR Proposal Preparation and Submission Procedure

Purpose

This document outlines the proposal preparation and submission process, provides a best-practice timeline to ensure proposal submission, provides suggestions for avoiding common problems, and sets forth roles and responsibilities of the parties involved.

Roles and Responsibilities

Principal Investigator (PI):

PIs have the responsibility for all aspects of a proposal and are expected to submit a submission-ready proposal to SPA no later than 2 business days prior to sponsor’s published deadline. A submission-ready proposal means a complete, accurate proposal that meets all sponsor and UVM requirements, which has been validated and approved within UVMClick’s approval process.
In order to meet SPA requirements, PIs should contact their RSENR Research Administrator (RA) and submit a completed RSENR PI New Proposal Questionnaire no later than 2 weeks prior to the sponsor’s deadline.

RSENR Research Administrator:

RSENR RAs have the responsibility of assisting PIs with the completion of UVMClick Funding Proposal and Budget SMARTForms, budget development, and coordination of the internal review and approval processes.

RSENR Assistant Dean for Business Operations:

Reviews and approves proposals for consistency with RSENR policies and procedures and University requirements. Review includes, but is not limited to, an assessment of the following:

  • Budget is accurate
  • Costs are allowable, reasonable and allocable to the project
  • Personnel listed are available and qualified to participate in the project
  • Institutional Base Salary (IBS) is accurate
  • Any proposed cost-share is accurate and documented
  • F&A is accurate and appropriately allocated
  • Facilities are available
  • PI meets UVM and RSENR PI Eligibility requirements.

RSENR Dean or Designee:

Reviews and approves proposals for consistency with RSENR policies and procedures as well as various institutional requirements.

SPA Research Administrator:

Acts as the University signing official to provide institutional endorsement and certifications on all proposals. Submits proposals directly to sponsor using electronic submission systems where required. Provides ongoing consultation and assistance in interpreting sponsor and University guidelines as related to proposal submissions. Coordinates the submission process with PIs and RSENR RAs, which includes a final pre-submission proposal review.

Procedures

Initiate Proposal in UVMClick

  1. PI informs RSENR RA of their intent to submit a proposal using the RSENR PI New Proposal Questionnaire a minimum of 2 weeks ahead of sponsor’s deadline (and preferably 4-6 weeks) for new proposals, resubmissions, competing renewals, supplemental proposals, or pre-proposals requiring a detailed budget.
  2. RSENR RA initiates proposal in UVMClick and completes Funding Proposal SMARTForms using information from questionnaire.
  3. RSENR RA coordinates communication with SPA and escalates proposal development questions, concerns, and issues well in advance of the deadline to allow sufficient time for appropriate University offices to respond.

Proposal Development

  1. PI develops proposal’s statement of work to be accomplished for the project period proposed, for the amount of funding requested.
  2. PI coordinates and assembles programmatic and administrative components of the proposal.
  3. PI coordinates with subrecipients to ensure timely availability of all subaward materials, including budget, budget justification, and scope of work for all subrecipeints.

Prepare Budget

  1. RSENR RA uploads sponsor guidelines to UVMClick.
  2. RSENR RA assists PI with budget preparation and completes detailed budget information within UVMClick ensuring accurate salaries, fringe and F&A rates are used.
  3. PI drafts budget narrative in accordance with UVMClick budget and sponsor formatting requirements.
  4. If cost sharing is included, RSENR RA and Assistant Dean of Business Operations ensure compliance with UVM cost sharing policy. RSENR RA confirms required approvals are included with UVMClick Funding Proposal.
  5. RSENR RA completes F&A allocation – Calculation Tool and uploads to UVMClick Funding Proposal.

Finalize Proposal for Internal Review

  1. To follow are the various methods of finalizing, depending on submission type:

              a. For Grants.gov system-to-system submissions, RSENR RA enters budget details and uploads
                  all required documents into appropriate SF424 form fields.

              b. For non-system-to-system submissions, PI combines all proposal documents into a single PDF
                  to upload into UVMClick as the proposal.
  2. For proposals submitted via other electronic submission systems (i.e. Research.gov, NSF Fastlane, ezFedGrants, etc.), PI downloads a PDF of the completed proposal as it appears in the proposal submission system and uploads this in its entirety to UVMClick.
  3. PI initiates electronic workflow in UVMClick (Submit for Department Review button) to collect Department approval.
  4. PI and RSENR RA track status of department review to ensure RSENR approves and submits to SPA RA within 2 business days of sponsor deadline.
  5. SPA RA reviews proposal and advises RSENR RA and PI of any required edits.
  6. Proposal Submission
  7. SPA confirms that proposal is submission-ready and coordinates submission process with PI and RSENR RA.
  8. For Grants.gov system-to-system submissions, SPA RA requests PI final approval to submit. SPA RA submits proposal to sponsor after receiving PI confirmation.
  9. For non-system-to-system submissions, including proposals submitted via other electronic submission systems (i.e. Research.gov, NSF Fastlane, ezFedGrants, etc.), SPA RA confirms that proposal is submission-ready and PI submits per sponsor requirements.

Proposal Submission

  1.  SPA confirms that proposal is submission-ready and coordinates submission process with PI and RSENR RA.

          a. For Grants.gov system-to-system submissions, SPA RA requests PI final approval to submit.
             SPA RA submits proposal to sponsor after receiving PI confirmation.

          b. For non-system-to-system submissions, including proposals submitted via other electronic
              submission systems (i.e. Research.gov, NSF Fastlane, ezFedGrants, etc.),
             SPA RA confirms that proposal is submission-ready and PI submits per sponsor requirements.

Internal Deadlines

On Time Proposals

A submission-ready proposal is due to SPA 2 business days before the sponsor’s published deadline. PI should contact RSENR RA as soon as they are aware of the sponsor deadline and submit a RSENR PI New Proposal Questionnaire as soon as possible. RSENR PI New Proposal Questionnaire should be submitted at least 2 weeks prior to submission deadline. This gives RSENR and SPA time to provide review, fix issues and ensure a successful submission.

Late Proposals

Proposals are considered late if they arrive in SPA with less than 2 business days before the sponsor’s deadline. SPA’s responsibility with regard to late proposals is to make every attempt to meet the submission deadline. This may mean SPA cannot provide the customary review of the proposal and may not be able to resolve technical issues that could prohibit submission of the proposal to the sponsor.

As time allows, proposals submitted without review may be reviewed post-submission. If considered to be in non-compliance with University standards, SPA may take the following actions:

  • Administratively withdraw the proposal.
  • Submit a revision, if allowed.
  • Wait until the time of award to correct any issues.

If any issues cannot be corrected or resolved, this may preclude UVM from accepting the award.

Helpful Links

SPA Proposal Preparation, Review and Submission Procedures documents

Develop Proposal

Need Assistance?

Are you preparing a large, complex grant application? Are you new to grant writing? Please contact Jeralyn Haraldsen, OVPR's Director, Research Development, to discuss potential writing and proposal development assistance (Office Ph: 802-656-2982 or Jeralyn.Haraldsen@uvm.edu)

Resources

Research Data Management Plans

Research Data Management Plans (DMP) refer to formal documentation that describes how research data is stored, accessed and preserved for future use. Planning ahead about how to manage research data ultimately saves time and ensures data is properly stored, documented, reproducible, and creates opportunities for collaboration. In addition, many federal grant applications now require research data management plans be included.

If you need assistance with developing a Research Data Management Plan, please contact the UVM Library Research Guide for Data Management.
 

How to Apply for a Sponsored Award: RSENR Process

Proposal Preparation & Submission: RSENR Process

Proposal Preparation, Review & Submission Procedure:  SPA Process

RSENR Research Administrators

Heather Bullett
220C Aiken Center
MS Teams: hbullet
Email: Heather.Bullet@uvm.edu
Office Ph: 802-656-2691

Deb McAdoo
220C Aiken Center
MS Teams: dmcadoo
Email: Debbie.McAdoo@uvm.edu
Office Ph: 802-656-3222

SPA Research Administrators

Joshua Tyack
Research Adminstrator Sr.
MS Teams: jtyack
Email: Joshua.Tyack@uvm.edu
Office Ph: 802-656-5558

Linda Serrantonio
Financial Analyst
MS Teams: lserrant
Email: linda.serrantonio@uvm.edu
Office Ph: 802-656-4194

UVM Research Development

Hilda Alajajian
Grant Resources Specialist
MS Teams: halajaji
Email: Hilda.Adlajajian@uvm.edu
Office Ph: 802-656-1322

Jeralyn Haraldsen, Ph.D.
Director of Research Development
MS Teams: jharalds
Email: Jeralyn.Haraldsen@uvm.edu
Office Ph: 802-656-2982