College of Computer, Mathematical, and Natural Sciences Procedures Governing Submission of Proposals for Grants and Contracts

Successful grant proposals are the life-blood of the College. The role of the Dean's Office in the process is as a facilitator. The cooperation of faculty and grant administrators in the observance of the protocols below will help the Dean's Office and PIs to work together in order to maximize chances of success.

Preparing proposals:

  • It is the responsibility of faculty to locate funding opportunities and to prepare proposals addressed to the opportunities.
  • The Dean's Office will, however, inform department chairs and/or grant administrators of opportunities that come to its attention.
  • It is the faculty member's responsibility to prepare proposals whose content addresses the specifications of the RFP or other solicitation to which they are responding.

Routing procedures:

  • All applications for grants or contracts must be routed through the Dean's Office and ORAA.
  • A properly and completely executed routing form must accompany all proposals. The routing form must be dated and signed by the PI and the department head. The form supplied by ORAA must be used.
  • An additional copy of the proposal, for the Dean's files, should accompany each original proposal.
  • The PI should allow at least one day for processing in each of the Dean's Office and ORAA.
  • Regarding pickup, the default is that departments pick up proposals after they are signed. The Associate Dean's Admin Asst will contact the individual indicated on the routing form. If a PI wants the Dean's Office to forward the proposal directly to ORAA, then this option must be so indicated on the routing form, and two additional copies of the proposal (for ORAA) must be supplied.

Resource implications and special issues:

  • The Associate Dean for Faculty Affairs, Research, and Graduate Education, in reviewing proposals, pays particular attention to non-routine matters such as:
    • the budget (including cost sharing, if any);
    • facilities and space implications (if any);
    • special features (e.g. the use of human or animal subjects);
    • indirect cost parameters (is there an adequate explanation if the amount differs from the current on-campus rate?);
    • the deadline date; specifications of subcontractors;
    • major equipment purchases.
  • PIs should pay close attention to these items, and if necessary consult with the department chair (who may wish to consult with the Dean) regarding unusual features of a proposal. In particular, careful attention should be paid to item #20 on the ORAA Routing Form: Are there additional resources (such as space, operating or equipment funds, utility service) required to conduct this project over and above those already budgeted for or approved by your department? If the answer is "yes", then how those needs will be met must be clearly indicated by the PI and approved by the department chair.
  • PIs are strongly advised to consult with their unit's budget officer and/or the College budget officer to ensure that they have addressed all issues with resource implications.


In requesting cost-share contributions the PI must perform the following steps in the indicated order. PIs are strongly encouraged to do so well before final deadlines, as approval may not be automatic and, sometimes, negotiation with chairs and the dean is required. The sequence of steps is:

  1. State clearly
    1. What are the precise program requirements for cost share.
    2. What are the proposed sources of cost-share funds, on a year by year basis when appropriate.
  2. Request and obtain written approval from the relevant unit heads for their portion of the cost-share.
  3. Have the chair obtain approval from the Dean for the College portion.

(October 1999; Revised, January 2000)