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.
Proposal Discovery - Contact Sara
In her capacity as Assistant Dean for Research Development and Outreach, Sara will work with you to identify research themes and goals and connect with PIs across campus to develop and submit proposals of all sizes and types. For foundation funding, please contact the Development staff to access FoundationSearch.
Proposal Development Meeting - Contact Chelsea
Notify Chelsea of your intent to apply and be sure to provide link to the RFP or solicitation. She will schedule a proposal development meeting with the RST.
Complete the Checklist. Chelsea will email a Proposal Development Checklist to you. Send the completed checklist to Chelsea before the Proposal Development meeting. If possible, decide on any Credit and F & A splits between you and your Co-PI(s) before this meeting.
Budget Building - Contact Chelsea
Chelsea will work with you to build your budget using her knowledge of federal, sponsor, and UA budgeting policies and allowable costs.
Chelsea will work with you to complete a budget where UA is the lead institution or the subawardee.
For projects where UA is the lead institution with a subcontract, Chelsea will work with the subcontract Co-PI and Preaward team to develop a timeline to get their subcontract budget (and other documents; budget justification, scope of work, and UA Subrecipient Commitment form) in time for UA routing. It is pertinent Chelsea is connected with the subcontract(s) PI and Preaward team as early as possible in the proposal development process.
For projects where UA is the subcontract, Chelsea will create the UA budget and budget justification. UA PI will develop the UA Scope of Work. Chelsea will route these documents along with lead institution specific documents through SPS for UA approval and send the subaward packet to the lead institution. It is pertinent Chelsea be connected with the lead institution’s Preaward team to determine timeline as early as possible in the proposal development process. Please note if UA is the subcontract, routing will occur 5 business days prior to lead institution deadline for receipt of subaward package, likely 12-15 business days before the funder deadline.
Cost sharing is a departmental and college commitment, consequently, your department head and the dean must approve it before the proposal can be submitted. Some sponsors, such as NSF, prohibit voluntary cost sharing. SPS cannot prohibit voluntary cost sharing, but they do discourage it due to the substantial administrative, financial, and reporting responsibilities associated with it.
Proposal Preparation
- Abstract - Required for SPCS routing, it need not be the official summary abstract you will submit to the sponsor. At a minimum, it should include the working title, a statement of the purpose of the research problem, the scope of work, and the list of PIs and their roles.
- Budget Justification - The justification is the narrative version of the budget and allows you to explain requested budget items. The level of detail to include depends on sponsor requirements.
- Routing to Sponsored Project Services - All routing is electronic, through UAccess Research (UAR). The UAR Doc consists of the budget, justification, abstract, and any applicable documents or stipulations. Chelsea will prepare and submit the UAR Doc for routing at least 10 business days before the sponsor deadline. PIs, dept heads, and deans will receive a notification to login to UAR to approve, which automatically routes it to the next level and then finally to SPS for approval.
For UA Foundation proposals, contact Erica Travassos AND Chelsea(link sends e-mail) before beginning work on the proposal to ascertain whether special conditions or requirements exist. The Research Support Team will also assist with these proposals.
Application Form and Final Narrative
Chelsea will complete any required application forms on your behalf. Send her documents (narrative, other required documents) well in advance so that she has time to review before uploading to the application. You must send her the final narrative at least 6 business days before the sponsor deadline.
Submission
The final grant application must be sent to SPS at least 4 working days before the sponsor deadline. SPS submits all grant proposals to sponsors as the University's authorized representative.
Troubleshooting
After submitting the grant application to SPS, the PI must be available in the event that SPS has questions. SPS will inform COE and the PI once the application has been received by the sponsor.
If You Are a Co-PI
Post-Award Meeting - contact Eryn
Once you have been notified of your award by the sponsor (or prime recipient if you are the subawardee), Eryn will schedule a post-award meeting with you, the department head, the department administrative assistant who will provide support, and the RST to discuss changes in the budget or any other terms of the award and clarify who will be responsible for the various administrative functions required to support it. If SPS appears not to have been notified, please forward your award notice to Eryn(link sends e-mai.
Account Set-up
Sponsored Projects sets up the account after receipt of a notice of award and funding (or funding authority) from the sponsor. Project spending and hiring cannot begin notice that the account is funded is sent by SPS.
- Backstopping - On occasion, pre-account set-up funding must be established if you need to buy equipment, hire personnel, etc., on the account before it is funded. Backstop approval from the Dean's office is required. Once the account is set up, your department is responsible for moving those expenditures to your project account.
Grant Management
- Hiring and Expense Management - Your project admin will prepare all hiring and expenditure-related forms to be reviewed and approved by Chelsea.
- Subcontracts - Incoming awards are set up by SPS. Outgoing subcontracts are more complicated and take several weeks to process. To initiate or extend an outgoing subcontract, contact Eryn. For assistance with existing subcontracts, contact Eryn.
- Reporting - You must comply with the sponsor’s financial and progress reporting requirements. You will likely receive reminders from your sponsor as reporting deadlines approach. Chelsea will work with you on the financial piece. Chelsea will assist with navigating the website, completing the narrative components and report submission.
- No-Cost Extension - If your project is not finished by the end of the award period, you may request a No-Cost Extension (NCE) from the sponsor. Usually, this requires an email request to SPS, who then forwards it to the sponsor, preferably at least 30 calendar days before the end date. The sponsor will notify you and SPS that the extension request has been granted. Note: NCEs are solely for the completion of the project. Expenses cannot be used to spend down the award balance! Expenses may even trigger an audit.
- Close-Out - Your sponsor will require a final report. Eryn and the SPS fund accountant will perform an account audit to ensure all expenditures and balances are accounted for and will sign off per the sponsor’s requirement. Goals and outcomes must also be reported to the sponsor in order to successfully end the project. Eryn will assist with the budget reporting and Eryn will assist with the submission.