Proposal Submission

It is necessary to submit all proposals committing TEES funds and resources through the office of TEES Research Services

Why? Several reasons:

  • for the protection of the researcher and
  • for the protection of TEES.

The researcher's intellectual property (IP) is a very valuable commodity. Some sponsors may attempt to obtain ownership of that IP in return for funding. This could restrict the researcher from continuing their research in this field.

The TEES Office of Research Services works with the TEES Office of Sponsored Research to review proposal and contract terms and conditions to ensure that the IP rights of the researcher and TEES are protected.

The federal government has rules that educational institutions must follow in the costing of proposals. Some costs are allowable and others are not. There is also a requirement to be consistent in the way that costs are proposed and reported. Research Services will prepare your proposal budget according to the federal or other sponsor's general guidelines, the specific requirements of the program and according to TEES¿ rules and procedures.

Since the award will be made to the institution and not to the individual PI, it is appropriate the institution review and approve the proposal before it is submitted. Proposals need to be routed so that the signatures of the researchers and the division heads can be obtained. Your division head provides the technical review of the proposal. Your division head also needs to know how much time you are proposing to commit to research and to approve any release time or reduction in teaching load.

Hardcopy Submission

TRS makes the appropriate number of copies of the proposal per sponsor guidelines when hardcopy submission is required. TRS prepares the proposal package for mailing per sponsor guidelines and mails to sponsor with transmittal letter. Normally proposals are delivered next day air by express carrier (UPS) unless guidelines instruct otherwise. UPS picks up proposals Monday through Friday at 5 p.m. TRS must have your completed proposal two days before the submission deadline in order to copy and express mail the proposal properly.

Electronic Submission

Electronic submission of proposals through the Web or by e-mail is increasing. TRS Proposal Administrators are designated by many Federal and state agencies as TEES' official Proposal Administration office and as such submits proposals electronically.

Federal agencies have been mandated to utilize a single electronic system for posting funding opportunities and applying for grants -- Grants.gov. Researchers can search for funding, download the solicitation, and prepare the application using forms found on this single system.

TRS Procedures for working with proposals submitted through Grants.gov

During the transition period to Grants.gov from paper forms or agency-specific electronic submission systems, the method of submission varies by agency and even varies within agencies according to specific solicitation guidelines. Read the solictation carefully for method of submission guidelines.

Below are the scenarios submitters are confronted ith.

  1. Many agencies are still using their own electronic submission systems.
  2. Some agencies are offering the option to submit either through their own system or through Grants.gov.
  3. Some agencies depending on the specific solicitation require some submissions to be submitted through Grants.gov and others through the agency's own system
  4. Some agencies are still only accepting hardcopies.

Major Sponsor Electronic Proposal Systems