Proposal QuickStart FAQs
Considerations before completing the QuickStart survey
What do I do if the solicitation/program has limited submission (e.g. only 1 proposal submission per institution, only one award per institution)?
Review the Limited Submission guidelines and follow the instructions. The outlined process will first assess interest and past awards and then institute an internal competition, if needed, before the PI can undertake proposal preparation with Research Services. Be sure that you have been given permission to proceed with the full proposal before planning a submission.
What do I do if I do not know if the solicitation/program has limited submission (e.g. only 1 proposal submission per institution, only one award per institution)?
If you have exercised due diligence in searching for limited submission language and do not find it, then assume that you can proceed. This language is generally found under eligibility and limitations sections. Your grant coordinator will also review the opportunity for submission limitations after you complete the QuickStart survey.
How do I know if my funding is a gift or a grant that requires involvement by the Office of Research?
Research Services is responsible for submitting all proposals for grants and contracts for research and other scholarly activities to public agencies (federal, state, or local government); private, nonprofit research organizations; and industries. The table below will help you determine if your funding may be a gift that would not involve Research Services.
| Characteristics | Gifts | Grants/Contracts/Agreements |
| Applicability of Terms and Conditions | Given without expectation of exchange of benefit; no quid pro quo | Sponsor defines terms such as confidentiality, publication, copyright, patent rights, liability, insurance, regulations, allowable costs, etc. |
| Restrictions | Minor/none | Funding is targeted for a specific objective |
| Scope of Work (SOW) | Broad or general intent | Specific SOW defined by the sponsor and PI |
| Deliverables | No | May include services, products, progress reports, milestones, technical or financial reports |
| Right to Audit Expenses | No | Yes |
| Period of Performance | No | Defined in award/agreement |
| Return of Funds | No, Irrevocable | Defined in award/agreement |
| Subject to Indirect Costs | No | Yes |
How do I know if my “proposal” must be routed through the Office of Research if it is not a traditional state/federal grant?
Research Services is responsible for submitting all proposals for grants and contracts for research and other scholarly activities to public agencies (federal, state, or local government); private, nonprofit research organizations; and industries. Research Services is responsible for ensuring compliance with all university, state, and federal regulations surrounding sponsored grants and contracts as per university policy RSSP-201, Proposal Processing and Submission.
Research Services assists investigators in preparing and submitting all proposals. All proposals submitted on behalf of faculty, administrators, staff or students must be processed through Research Services; principal investigators (PIs) or program directors (PDs) may not apply for or receive funding directly from sponsors without university approval except for those fellowships awarded directly to individuals.
Am I allowed to use crowd sourcing platforms to fund my research? Does this type of funding go through Research Services?
Yes, projects are allowed to use crowdfunding. And, yes, these types of projects generally must go through Research Services.
By definition, crowdfunding or crowd-sourcing describes the practice of funding a project or venture by raising many small donations of money from a large number of people. It can be used to fundraise for a wide variety of projects initiated by faculty, staff, students, and groups on campus at Georgia Southern University.
The university has selected experiment.com for funding research and other projects in the sciences and has developed procedures to guide projects seeking to use research funds raised through crowdfunding mechanisms.
The use of crowdfunding or crowd-sourcing as described and the accompanying procedures is subject to all University rules, policies, compliance regulations, and state and federal law and applies to all employees, affiliate staff, students and other individuals. The purpose is to regulate and track the level of campus crowdfunding and to assess the impact of such activity at the University.
QuickStart Survey
Can I complete the QuickStart survey if I do not have all of the information or if the information is preliminary?
Yes. Once you have a solid idea of your project, team (or most of your team) and funding source, then you should complete the QuickStart survey to get the process moving forward. You can always make revisions if your plans change, but it is very important to start this process early to ensure enough time for completion of budgetary and regulatory requirements. The goal is to quickly move you through internal approval so that you have significant dedicated time to focus on your project description before the submission deadline. If you are still unsure, contact your grant coordinator for guidance.
Can I change my QuickStart responses if circumstances change as I develop the proposal materials?
Yes. The grant coordinator will use your initial information to provide you with guidance, but if something changes then you should immediately notify your grant coordinator. If there are numerous changes, then the grant coordinator may ask you to resubmit the survey to ensure accurate records. Note: the survey is uploaded to your proposal file.
When should I complete the QuickStart survey?
You should complete the survey is early as possible. Once you have a solid idea of your project, team (or most of your team) and funding source, then you should complete the QuickStart survey to get the process moving forward. You can always make revisions if your plans change, but it is very important to start this process early to ensure enough time for completion of budgetary and regulatory requirements. The goal is to quickly move you through internal approval so that you have significant dedicated time to focus on your project description before the submission deadline. If you are still unsure, contact your grant coordinator for guidance.
Can I look at the survey now and complete it later?
Yes. You can enter and exit the survey to view without triggering a response. However, many fields are required so you will be prompted to enter information to proceed. No information is sent to Research Services unless you “Submit” a survey.
Can I start the survey and then return later to complete it?
Yes. You can enter and exit the survey as needed and your responses will be saved until you “Submit” the survey.
After Submitting the QuickStart Survey
How can I get a copy of a submitted survey?
When you submit the QuickStart survey, you will automatically be emailed a copy of your input. This can sometimes take 1-2 hours, as the system often batches tasks. If you do not receive the information, please check your SPAM folder. Your grant coordinator will also have a copy of this information.
After I complete the QuickStart survey, should I initiate a proposal in CloudExpress?
No, it is not necessary for you to initiate a proposal. After the grant coordinator receives the information, he/she will initiate your proposal in CloudExpress and contact you with proposal ID information.
Can I initiate a proposal in CloudExpress if I want to handle it myself?
Grant coordinators will be planning to initiate a proposal for you after receiving your QuickStart information. If you decide that you want to initiate the proposal yourself, please contact your grant coordinator before completing the survey to prevent duplication of effort.
The graphic indicates that I do not need to navigate in CloudExpress but I still need to certify, approve and complete training in the system. Is this contradictory?
Research Services and Research Integrity will continue to use the CloudExpress system for proposal, compliance and award management, but PIs will not be asked to directly navigate in the system at this time. Instead, you will receive direct links for activities that are completed within the system (e.g. certification, approvals, training).
How long does it usually take to prepare a proposal for submission?
Proposal preparation time can vary widely, from a few weeks to a year (for very complex projects). You should assess both your preparation timeline and additional items that may be beyond your control (e.g. budget information from another institution, letters of collaboration, co-PI certifications/training, legal issues). In general, the more complex the project, the more time it takes. However, a minimum timeline is generally 2 months. If you find yourself on a compressed timeline (e.g. funding opportunity announced less than 2 months from submission deadline), then alert your grant coordinator immediately so that the office can work to accommodate your request.
How long does it usually take to go from submission to award initiation?
The timeline from submission to award notification (and award start) can vary dramatically, depending upon the granting agency. It is not unusual for federal programs to have an 8-12 month lag between submission and project start dates (if awarded). Some agencies and foundations include timing estimates in their calls for funding. You should set a reasonable start date that aligns with your project goals, knowing that the agency may ask for a date modification.
Last updated: 4/27/2021