University of Vermont

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Sponsored Project Administration - SPA

217 Waterman Building . 85 South Prospect Street . Burlington, Vermont 05405 . (802) 656-3360


Submit Proposal

For Proposal Preparation, Review and Submission Procedures, see our 4 primary procedure documents below in PDF format.

Below are some helpful links organized sequentially across the proposal submission process.
  1. Pre-Proposals, Letters of Intent & White Papers
  2. Contact SPA
  3. Start New Proposal in InfoEd
  4. Multiple Principal Investigator Leadership Plan requirements
  5. Project Personnel Roles
  6. Principal Investigator Eligibility
  7. SPA Budget Worksheet
  8. SPA Routing Form
  9. Budget Development Information
  10. UVM Core Research Facilities
  11. Research Data Management Plans
  12. Subrecipient / Subcontract Requirements
  13. Principal Investigator Certification
  14. Internal Submission Deadline - Two (2) Business Days Before Sponsor Deadline
  15. Route for Internal Approvals
  16. Department Chair and Dean Approval Process
  17. Submission to Sponsor
  18. Conflict of Interest Disclosures
  19. Compliance Reviews
  20. Post Submission - Proposal Tracking
  21. Just in Time
  22. 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
  • Department Administrator Toolkit
  • Forms Library
  • Formula Fund Procedure (USDA NIFA Capacity Grants)
  • Frequently Asked Questions - FAQs
  • Grant Proposal Writing Resources
  • form data
  • Guidance for NIH Research Performance Progress Reports (RPPR) for SNAP awards
  • InfoEd Training
  • InfoEd Departmental Contacts (Assigned Roles) pdf
  • Routing Options for Non-Competing Continuations
  • Material Transfer Agreements
  • UVM Core Research Facilities
  • UVM Fact Sheet

  • Pre-Proposals, Letters of Intent & White Papers

    Below is SPA's matrix to assist you in choosing the correct routing process.

    Is Institutional Signature Required?Yes -  Budget Detail is
    being provided
    No - Budget Detail is
    NOT being provided
    Yes - Institutional Signature RequiredRoute through InfoEdPI submits to their assigned RA
    No - Institutional Signature requiredRoute through InfoEdPI may submits directly
    to sponsor

    • Institutional Signature means a signature from the Sponsored Project Administration.
    • Budget detail means a line item budget or categorical breakdown is being provided or cost sharing is being presented.
    • Budget detail does not include a lump sum or total dollar amount being provided or submitted to a program with a stated cap amount and no detailed budget or cost sharing is being provided.

    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

    Starting in June, 2017, Principal Investigators and Department Administrators can start their own proposal records in InfoEd.

    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

    Please read more for Principal Investigator eligibility guidelines.

    read more

    SPA Budget Worksheet

    Use the SPA Budget Worksheet (an excel spreadsheet) to develop your proposal budget.

    read more

    SPA Routing Form

    The SPA Routing Form is an embedded eform within InfoEd. 

    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

    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 date management plans be included.  

    If you need assistance with developing a Research Data Management Plan, please contact the UVM Libraries Data Management Services.  The UVM Librarians will help create a high-quality research data management plan that meets UVM and sponsor requirements.

    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 - Two (2) Business Days Before Sponsor Deadline

    On Time Proposals

    A submission-ready proposal should be received in SPA 2-business days before the sponsor's published deadline. This gives the department, the college, and SPA time to provide a review, fix issues, and ensure a successful submission.
    Late Proposals
    Proposals are considered late if they arrive in SPA with less than two business days before the sponsor's published 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 customary review of the proposal and may not be able to resolve technical issues that may prohibit submission on the proposal to the sponsor.

    Proposals submitted without review will 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 time of award to correct any issues.
    • If issues cannot be corrected or resolved, this may preclude UVM from accepting the award.
    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.

    coming soon 

    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.

    • Human Subjects in Research
    • Use of Animals in Research
    • Recombinant DNA, Infectious Agents and Toxins
    • Hazardous Chemicals
    • Radioactive Substances

    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.

    coming soon

    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 06/04/18

    Last modified June 11 2018 10:54 AM

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