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General Information
Introduction. This Proposal Preparation Package provides ECU proposal writers with the information and tools that they need
to complete the administrative portions of applications and obtain institutional approvals. Careful review and use of the material
in this Package will assure the expeditious processing of proposals for submission to external sponsors. It includes information
on proposal processing; preparation of university forms; budget preparation; human subject, animal welfare, and other
regulatory requirements; general 'generic' language; model cover sheets for common federal grant programs; and phone
numbers of relevant university offices.
The Office of Sponsored Programs (OSP) is providing this material because we are the University office charged with
reviewing and endorsing proposals prior to submission to outside sponsors. OSP ensures compliance with funding agency
guidelines, policies of East Carolina University, and policies of the University of North Carolina General Administration. This
responsibility applies to all grants and contracts. These include instructional, research, training, public service grants and
contracts, clinical drug trials, fellowship agreements, student internship agreements, and cooperative agreements that request
funds to be awarded to the university.
Please Note: The Faculty Information Guide has detailed step-by-step descriptions of the administrative processing of grants
and contracts at East Carolina University, along with useful tips. Please refer to this document. It is available through OSP.
Proposal Processing. The Principal Investigator/Project Director should complete the appropriate institutional forms in this
packet. Return the forms, two copies of the proposal application, and this Preparation Packet to OSP at least five working
days before the mailing deadline for the proposal. This schedule allows sufficient time for administrative review. If time is
short or if extraordinary circumstances arise, please call OSP and alert the staff. OSP will make every effort to work with the
applicant.
Budget Preparation. To assist faculty and staff in the preparation of budgets, an optional budget worksheet, sample budgets
and other informative material are provided in this package. The University requires that certain costs, i.e., personnel benefits
and indirect costs, be included where appropriate in proposal budgets. The rates for these costs are summarized on the Rate
Sheet.
Regulatory Requirements. Each project director or principal investigator is responsible for compliance with state and federal
regulations and University reporting requirements. Some projects require additional review by institutional committees, i.e.
research involving human subjects, animals, or hazards. Click human subjects, animals, or hazards for information on how to
comply with these regulations.
'Generic' Language. Proposals often require general information about an applicant institution and its facilities. OSP has
gathered representative language for such sections which faculty may use/adopt for their proposals. Call OSP if you need
assistance.
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