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7.4.2 Proposal Flow and Review


  • A faculty member, who will personally participate in the project as the Principal Investigator, generally initiates an extramural project. Specific guidelines are issued in the Office of Research & Sponsored Programs Handbook of Operations & Procedures (available in Research & Sponsored Programs-Hovey Hall 310). These guidelines direct the faculty member in the handling of his or her proposal. For additional help, each college has a Research Coordinator to assist and guide the faculty member.
  • The Grants Accounting area of the Comptroller's Office should be consulted during the budget development process. Their early involvement in the process will facilitate the final proposal review and can be quite beneficial in preparing an accurate and competitive budget.
  • The Grants Accounting area of the Comptroller’s Office must review all proposal budgets prior to submission. A Proposal Submission Form, commonly referred to as a “blue sheet,” is the instrument used to acquire this signature of review. The faculty should also provide their proposal, budget and justification for review.
  • Included in the review of the budget is a verification that all costs, including indirect costs, are included, that needs are realistically estimated and stated, that fringe benefits are reasonably estimated, and that the items included are not contrary to the policies of the University or the grantor.

Guidelines for Proposal Flow and Review

The following steps outline how a grant or contract proposal is processed:

  • Principal Investigator- The Principal Investigator submits the proposal for a grant or contract (or the renewal thereof) to the Chairperson of his or her department for approval.
  • Department Chairperson - The Chairperson's review constitutes an endorsement attesting to: the academic purpose of the proposed research or other sponsored activity, its departmental compatibility, its appropriateness in the context of the budget (cost-sharing commitment and release time), and the availability of space and research equipment.
  • Dean of the College - The Dean's review relates to the substance and merit of the proposal. It also relates to the budget, the salaries and employment of present and proposed personnel, and any other aspect of the proposal that may affect the teaching, research, and use of space and facilities of the College and the University.
  • Comptroller's Office - The Grants Accounting area verifies the budget and determines that all costs are included and in compliance with University policy.
  • Research & Sponsored Programs (RSP) - Upon receipt of the approved proposal, RSP will evaluate the proposal for conformity with agency guidelines and compliance with regulations. RSP will assist faculty in having proposals printed and forwarded to the sponsor. The Associate Vice President for Research, Graduate School and International Studies will provide the official signature for the University.
  • Time for Deadlines - Proposals will be processed as quickly as time and conditions permit. Three to five days are normally required to secure signature authority, permit accurate review by RSP, and for packaging and mailing. Principal Investigators must budget sufficient time, considering the review process and delivery, to meet sponsor deadlines.

Coordination with Research and Sponsored Programs

  • RSP is the University's official representative for all grants and contracts.
  • The Comptroller's Office Grants Accounting area works closely with RSP to provide assistance to the University community on grant proposals and administration after awards are received.
  • The Grants Accounting area maintains the financial records. The Grants Accounting area is also responsible for providing accounting information to the fiscal agent, as well as for the completion of all required financial reports.

Initiating body: Division of Finance and Planning

Contact: Comptroller's Office (309-438-5674)

Revised on: 06/2002

2016-07-28T12:12:55.83-05:00 2016