Applying for a Research Grant

The Research Support Team (RST) provides assistance to PIs at every phase of their research projects, from proposal to closeout. College of Education PIs are encouraged to use the RST, regardless of project size, sponsor, dollar amount, or whether it is a primary or subcontracted project. The RST supports proposals and projects routed through Sponsored Projects Services (SPS) and the University of Arizona Foundation (UAF).

All proposals must be reviewed and approved by the Office of the Dean and appropriate university office(s) prior to submission. If proposals are not submitted within the deadlines outlined, we cannot guarantee that it will be approved in time for submission. The 7-day deadline is put in place so that we can address any unforeseen issues tied to routing.

research flow chart

So, you are on a grant but are not the PI.  What should you do?

7 TIPS to help the College of Education assist you in a timely manner if you are a Co-PI, senior personnel, evaluator, instructor, or specialist, etc. on grants or contracts.

  1. Pre-Proposal meeting: Always contact the research support team (Chelsea, Sara) so we can schedule a pre-proposal grant meeting.
    1. Contact us early in the grant discussion. Preferably 2 months out.
  2. Department Head meeting: You must discuss your role with your Department Head per:
    1. Any cost share requirements
      1. Financial
      2. Time
      3. Student tuition, etc.
    2. A course buyout
    3. Space needs
  3. Budget: Don’t skip meeting with Chelsea to start discussing your budget – you do not want to underestimate your financial needs per your role on the project.
  4. Equitable F & A Split: Must consider your F&A split. Make sure you are not underrepresented per your role. Typically, your F&A is calculated by the amount of time and/or management duties you will hold, as well as take into consideration the use of CoE resources such as finance office support to co-manage the funds you receive.
  5. Abstract: Always provide an abstract or outline of your project so we know what it is about.
  6. Letters: Make sure you know what letters you may need from:
    1. Administration in the College
    2. Assistance with letters from UA Senior leadership team
    3. Any non-UA entities such as schools, districts, non-profits
    4. Other forms that are being requested that you are responsible for
  7. UAR Proposal access: Add Chelsea as a viewer of the proposal so we can help you with executing our end.

A viewer cannot edit the proposal.

What is the submission timeline for proposals?

Infographic outlining the three-step College of Education preaward submission review process with required document deadlines.
Calendar infographic showing College of Education preaward submission deadlines with color-coded dates and timeline for March.

 

What do I do if I have a subaward (subrecipient) on a grant?

Connect with Chelsea in COE Preaward as soon as possible. Connect Chelsea with your subaward Co-PI and their Preaward person.

Subawards have a quicker timeline. They must route their materials for approval through their institution prior to sending to UA Preaward for our routing timeline. This often means they begin routing for approval 12-15 business days prior to the funder deadline.

Please see image below.

Infographic titled “Subaward as Lead Institution – Subaward Process when UA is the Lead Institution

 

What do I do if I am a subaward (subrecipient) on a grant?

Preaward will need to route documents (Scope of Work, Budget, Budget Justification, and any lead documents the lead institution requires for signature) 5-7 business days prior to the lead institution's routing date, around 12-15 business days prior to the funder deadline.

Please see image below.

Infographic titled “Subaward as Subrecipient Institution – Subaward Process when UA is the Subrecipient”

 

How do I navigate LEA Partnerships?

If this is a new relationship, work a year out from grant due date to establish the relationship

Be prepared to work at least 3 months prior to funder deadline to get all required documents from the partner. This may include letter(s) of support, budgets, personnel documents—dependent on the involvement of the LEA employees.

 

What is the process to get a course release?

A course release accounts for 10% of your academic year salary or 0.9 months in an academic year and equates to a single course during that 9-month (2 semester) time period.

To receive a course release approval:

  1. Email your department head outlining the request. Include the following:
  • Dates of proposed project
  • Number of course releases requested (is it one release in Year 1? Is it a release per year?
  • Request a confirmation response from the department head in the email
  1. Forward the email to Sara and Chelsea for Preaward files

 

What personnel forms are needed for submission?

Different Personnel Forms are required based on the funder. Personnel documents are typically required for Senior or Key Personnel only.

National Science Foundation Requires:

  • BioSketch using SciENcv
  • Current & Pending using SciENcv
  • Collaborators and Affiliates
  • Synergistic Activities

National Institutes for Health Require:

 

Do I need to work with Preaward on contracts (IGAs)?

Yes. Preaward is required to submit contracts as a proposal to the Office of Sponsored Projects (SPS) for approval prior to working with the Office of Contracts (ORC).

For IGAs the following documents will be routed:

  • Project Summary/Scope of Work/Abstract
  • Budget
  • Budget justification
  • Contract—if you have been sent a draft from the partnering agency (i.e. district)

Research Pre- and Post-Award Processes