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Proposal Preparation and Submission
1. Faculty obtains the Proposal Preparation Package
(Green Packet) and required university submission
forms from OSP. Obtain the Green Packet early, at
least one month before the proposal needs to be
submitted.
2. Faculty prepares budget. The University should
recover all costs associated with producing the
deliverables listed in the contract. Be sure to include
fringe benefits for personnel and applicable indirect
costs. See the Proposal Preparation Package for the
current rates for benefits and indirect costs. There are
several types of payment arrangements. Two of the
most common are:
a. Fixed Price Agreements: The sponsor will pay a
pre-set price for the contract work. Faculty should
estimate cost requirements to determine whether
funding level is sufficient to do the project at ECU.
Include all required direct and indirect cost items.
b. Cost Reimbursement Agreements: Sponsor will
reimburse the contractor for costs associated with the
project up to a predetermined limit.
i. Federal/State Sponsors - Faculty should
adequately estimate costs for performing the
project within sponsor guidelines. Each budget
category should be justified. If possible, provide
competitive cost estimates for all major cost
items such as equipment and major supplies.
Facilities and administrative cost rates, or
indirect cost rates, have been predetermined
between ECU and the federal government and,
therefore, federal sponsors expect that these
costs will be requested.
ii. For-Profit Sponsors - Faculty should
adequately estimate costs for performing
project. Add an optional departmental
administrative fee if allowed by sponsor. Include
the maximum allowable facilities and
administrative cost (indirect cost) rate.
iii. Private Non-Profit Sponsors - Faculty should
adequately estimate costs for performing project.
Include the maximum allowable facilities and
administrative cost (indirect cost) rate.
TIP: Review the sponsor guidelines for allowable
costs. Don. t ask for what you can. t get, but ask for all
that you can get.
TIP: Include a detailed justification for each person
involved in the project and all other budget items.
Don. t give sponsors an excuse to cut out personnel
and other items from your budget.
3. Faculty arranges for internal university
clearances. Clearances from the following university
committees are needed where appropriate.
a. Human Subjects (University Policy and Review
Committee on Human Research),
816-2914 (Policy Statement
http://www.research2.ecu.edu/osp/human.htm)
b. Animal Subjects (Animal Care and Use
Committee), 816-2436 (Policy Statement
http://www.research2.ecu.edu/osp/animals.htm)
c. Hazardous/Chemical Substances, 328-6166 (Policy
Statement
http://www.research2.ecu.edu/osp/hazard.htm)
d. Hazardous Biological/Radioactive Materials,
816-2236 (Policy Statement
http://www.research2.ecu.edu/osp/hazard.htm)
Start processing your special clearances at least 30
days before the proposal submission date. These
clearances will be needed on the internal processing
form discussed below.
4. Faculty writes proposal narrative and completes
accompanying sponsor forms.
TIP: Review the Sponsor. s guidelines for
completing proposals and follow them rigorously.
Many faculty have lost awards by not following
instructions.
5. Faculty completes and obtains signatures on
university forms in the Proposal Preparation Packet.
They are required by state and university regulations.
There are four university forms:
a. Internal Processing Form
Signatures: Project Directors, Department Chairs, &
Deans
(Reminder: If a project crosses
Departmental/School lines, all co-Project Directors,
Department Chairs, & Deans must sign.)
Continued....
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