Pre-Proposals, Letters of Intent and White Paper Submissions
The information presented to a sponsor determines if a pre-proposal needs to be routed through the Office of Research or may be submitted directly by the PI. This document is provided to give guidance as to when a pre-proposal, letter of intent or white paper must go through Research Services i.e., detailed budget and/or cost share commitment and/or institutional signature is required; or may be submitted directly by the Principal Investigator to the potential sponsor i.e., budget detail and/or cost share commitment and/or institutional signature is not required.
Procedures for pre-proposals meeting the criteria for routing:
All pre-proposals, letters of intent or white papers must be started in Cloud Express and routed through respective Grant Coordinators when detailed budgets or cost share commitments are a required component of the pre-application.
PI to submit pre-proposal package and sponsor guidelines/instructions in final form a minimum of 5business days prior to the external deadline for final review (see matrix). The Grant Coordinator will submitpre-proposals to the sponsor unless otherwise required by the sponsor guidelines/instructions.
| PRE-PROPOSAL ROUTING MATRIX | Budget detail provided or cost-sharing committed | Budget detail is NOT provided |
| Institutional Signature REQUIRED | Complete QuickStart Pre-Proposal Survey to Initiate proposal submission process and routing through grant coordinator | Pre-proposal submitted to grant coordinator 5business days prior todeadline |
| Institutional Signature NOT REQUIRED | Complete QuickStart Pre-Proposal Survey to Initiate proposal submission process and routing through grant coordinator | PI submits directly tosponsor (statement below stronglyencouraged) |
NOTE: In order to avoid awards based on pre-proposals which may be declined by the funder or the institution , it is highly recommended that pre-proposals, with or without a budget, include the following statement:
“Georgia Southern University requires all final proposals to be submitted through the Office of Research.”
Terms:
Budget detail means a line-item budget or categorical breakdown with dollar amounts. This does not include a lump sum or total dollar amount being provided or when submitting to a program with a capped funding amount; in these cases, using the recommended statement above is highly advised.
Cost sharing any cost for the support of the proposed project, including salary, that is not funded by the sponsored award. NOTE: Cost share approvals are not required at pre-proposal stage; these internal approvals are required at the proposal stage.
Institutional Signature means a signature by an authorized organizational representative.
Pre-proposal can also be called Letter of Intent, concept paper, white paper, pre-application, or any other form of document that is not a binding proposal, but rather a document to gauge the level of interest from the sponsor in hopes of a formal solicitation for a subsequent full proposal.
Last updated: 6/23/2021