This work instruction contains the following sections:
Pre-proposals (also referred to as informal proposals, letter proposals, mini-proposals, preliminary proposals, letters of intent, pre-applications, concept papers, or white papers) are brief descriptions of research plans and estimated budgets that are sometimes submitted to gauge the interest, size and/or range of a competition for a particular sponsor.
PRE-PROPOSALS REQUIRING ORSPA PRE-AWARD APPROVAL DUE TO INSTITUTIONAL COMMITMENTS
1. Institutional Commitments are defined as:
- When the sponsor requires submission by an Authorized Institutional Representative, or
- When terms and conditions would make the pre-proposal binding to the full proposal submission, or
- When the sponsor requires an itemized budget (more than just an estimate).
2. RA will identify if the pre-proposal requires Research Operations Pre-Award approval due to institutional commitments and if Research Operations Pre-Award will submit the pre-proposal.
3. If the pre-proposal is related to a limited submission, the RA will identify in ERA and will upload the approval from the Research Development of the PI eligibility to submit.
4. Following PI approval, the pre-proposal will automatically be sent to Pre-Award Grant and Contract Officer (GCO) and appear in their Electronic Research Administration Tool (ERA) “My Inbox”.
5. The GCO will run ERA activity, . This will capture the level of review and any comments if pre-proposal is selected for full proposal submission or is awarded.
6. If there are no further changes to the pre-proposal, GCO will proceed with submission and run ERA activity, . This activity is intended to record the submission of a pre-proposal.
PRE-PROPOSALS NOT REQUIRING INSTITUTIONAL COMMITMENTS
- No Research Operations Pre-Award actions.
- Cost Sharing documentation is not required at the Pre-Proposal stage.
- NSF LOI’s do not require institutional commitments, but must be submitted though the FASTLANE portal. RAs should request submission by sending an email to the firstname.lastname@example.org box.
1. In Smart Form Question 1.2-General Proposal Information, RA will identify if Research Operations Pre-Award will submit the proposal and a GCO will be assigned. The application requiring GCO assignment will appear in the ERA tab “No GCO Reviewer” tab.
2. Following GCO assignment it will appear in the assigned GCO’s ERA “My Home” page in the “Proposals in Process” Tab.
2.1 GCOs will not be assigned until the FOA is apparent in ERA.
Specific Requirements Definition (SR): Specialized Opportunities, High Profile Applications, and Significant Partnerships/Relationship Building and/or requires a dedicated GCO.
High Profile (HP) Applications: Defined as 1) Tier II - Over $1 million per year, 2) Tier III - $5 million per year, 3) Significant cost share commitment (anything more than personnel effort), 4) Limited Submission, or 5) Project Management support by KED or unit.
Specialized Opportunity (SO): These include KED Institutes & Initiatives often identified by the Research Development Group (RDG). Defined as large scale and strategic proposals that are often lead by RDG and other offices with similar skill sets who coordinate/assist participants in proposal development processes. Assignments are made by the PFG Lead or Director of Pre-Award Services.
Significant Partnerships/Relationship Building: All Mayo, Dignity, Adidas, Verizon, MIT, NAU, and UofA transactions.
Representations and Certifications, whether they are project specific or are organizational or institutional in nature, are ALWAYS coordinated and managed by the Proposals and Negotiations Team (PNT). This includes response(s) to specific federal regulation(s), supplier database updates, annual (or other periodic) institutional certifications, etc. When you come across these types of documents at any stage of a sponsored project (e.g. proposal development, submission, post-submission, agreement negotiation, post-award administration), contact the Proposal GCO or the PNT Mailbox (email@example.com) as appropriate. A representation and certification may require a level of signature authority and coordination with other ASU departments / units. Questions with how to respond to a request are elevated to management prior to submission.
Subrecipient certifications required at a pre-award stage can be completed by a Pre-award Grant and Contract Officer or above.
PNT is in a position to obtain Provost Signature through the Director of Pre-Award Services at the unit's request.
Assigned GCOs are authorized to sign proposal applications. A full list of authorized officials to sign Grants, Contracts, and Agreements can be found in the Standard Institutional Information.
At any point during the development of a proposal, the assigned GCO has permission to review proposal element(s) and request changes.
1. Once approvals are obtained, RA will run ERA activity, . This activity will capture the final review prior to submission.
1.1 If there are items a GCO needs to review prior the review of the proposal, (contract terms & conditions, or if an agreement is needed to send with the proposal) RA will run the activity, . This will send an email to the assigned GCO reviewer. The GCO will then determine appropriate action, and forward to the firstname.lastname@example.org box for management.
2. GCO will review proposal element(s) that have been finalized & will be submitted to Sponsor in accordance with the Pre-Award Points of Reference. Following review of the proposal element(s), if there are any requested changes, the GCO will perform the following actions:
2.1 The GCO will request changes by running the ERA activity, .
2.2 If changes are made or not made, the RA will run the ERA activity, .
2.3 When received the GCO will run the ERA activity, . This activity will capture:
2.3.1 Review of the funding announcement.
2.3.2 Level of review & Review complete.
2.3.3 Award Negotiation and Award Setup Comments.
Note: This activity can be run at any point during the review to assist the GCO. Only mark if the review is completed after the final review, as this moves the proposal to the next state.
Note: these activities are kept as part of the history record. To sort, go to the “History” tab select the column “activity” and this will put the items in alphabetical order, grouping all together.
3. When the GCO needs to review a PDF of 424 Smart Forms along with attachments, the GCO will run the S2S ERA activity, .
Note: This is not a valid 424 and cannot be submitted via grants.gov.
Please Note: Proposals that have not been reviewed or partially reviewed may encounter problems with submission (particularly with electronic submissions), or with noncompliance with University or Sponsor policies. Reserach Operations reserves the right to withdraw the proposal at any time. Potential awards from submissions which received no review may have issues of non-compliance or other serious problems discovered by Research Operations. If the award could place ASU at an unnecessary financial or legal risk the award may not be accepted by the university unless reasonable terms and conditions can be negotiated and it complies with university policies.
1. S2S Proposals
1.1 RA will run the ERA activity, .
1.1.1 This will only validate for grants.gov errors and NIH agency specifics by checking for NIH errors or warnings.
1.1.2 If errors are present on a 424, the RA will be unable to complete the activity, .
1.2 RA can make changes to the 424 once it has been validated by running the ERA activity, “Reopen for Edit.”
1.2.1 If “Reopen for Edit” is run the activity, will need to be run again by RA after changes have been made.
1.3 GCO may need to run the ERA activity, . This activity will allow the GCO to submit with errors present.
1.4 Prior to submission, the GCO will need to run the ERA activity, . This is a technical check, and the GCO needs to confirm the Green confirmation.
1.5 After bypassing validations or if application was error free, the GCO will proceed with submission within the 424 by running activity, .
1.6 Once submission is complete, within the full proposal workspace:
1.6.1 The GCO will run the ERA activity .
1.6.2 Within the full proposal workspace run the ERA activity, . This activity is intended to record the official submission of a proposal; within the activity the GCO will select who needs to be notified. The state will change from PNT Ready to Submit to Submitted-Pending Sponsor Acceptance.
1.6.3 For NSF and NIH submissions the GCO will attach the FP (from agencies’ website) to this activity for storage in ERA.
1.7 If error(s) encountered during submission, GCO must "Reopen for Edit." Once errors are corrected, return to step 1.1, RA will run ERA activity, .
2. Non-S2S Proposals
a. GCO will run the ERA activity, .
b. GCO will proceed with submission and run ERA activity, .
c. GCO will attach the SB (typically email) to this activity for storage in ERA.
1. Only after a post submission item is requested, Notice of Award or Agreement is received will the GCO will send an email titled, “ERA Proposal #, Establish,” to request creation of a Proposal Storage Site. This folder will be titled for example, “FP081” This request should be sent to the PNTStudents@asu.edu mailbox. Pre-Award will not be entering transferring any information from ERA into Coeus.
Guidelines for processing proposals for consortium-funded project awards are outlined in the Consortiums Topical Guide.
If sponsor requires a Small/Disadvantaged Business Subcontracting Plan as a component of the proposal package, GCO will develop the Plan according to the Small or Disadvantaged Business Subcontracting Plan Processing job aid.
If Funding Announcement identifies Terms and Conditions that may apply, either the RA will inform the GCO or the GCO will inform the RA. The GCO will send follow the process instructions outlined in the Pre-Award Points of Reference.