Review, Approve and Submit Proposals
Research Services must ensure that records or proposals exist in the University’s Electronic Research Administration (ERA) system. If payment, award notice or contract is received on a project that is not documented in the institution’s ERA system then that payment cannot be receipted, nor an account established, until the proposal is correctly processed for academic and administrative review.
Review, Approve and Submit Proposal Procedures
| Confirm Research Integrity training | Research Services verifies that mandatory trainings have been completed in Cloud Express prior to routing proposal for institutional review/approval. |
| Manage subrecipient monitoring process | Research Services coordinates the Subrecipient monitoring process after a subrecipient relationship has been determined and collects subrecipient commitment documentation such as the authorized commitment form, statement of work, budget, and other necessary documentation as needed. If time permits ORSSP may conduct a pre-award risk assessment utilizing items such as a risk assessment instrument, SAM.gov, Visual Compliance application, etc. |
| Routes proposal | Research Services routes the final application proposal through GS’s eRA system for the final review and approval of the investigators, faculty, and any personnel providing and/or committing effort to the proposed project. |
| Proposal submission, informing investigator and/or mailing proposal | Research Services uses the completed eRA approval routing log to assure that all academic and administrative officials involved in the conduct of the proposed sponsored activity have reviewed and approved the proposal and agree to fulfill any and all commitments it sets forth. After review and approval, the determination is made on ; most proposals are submitted by Research Services on behalf of the Georgia Southern University Research and Service Foundation; all others are submitted by the PI. |
| Create proposal folder | Research Services ensures proper documentation of the proposal submission process retaining hard copy proposal in a manila folder that in turn is alphabetically retained in a filing cabinet that is housed in the grant coordinator’s office. |
| Log proposal | Research Services logs the proposal in a spreadsheet application for tracking purposes and forwards the data file to ORSSP’s Business Operations Manager on a monthly basis. |
Review, Approve and Submit Proposal Policy Resources
| Proposal Processing Policy – RSSP-201 | The policy requires formal, continuation, supplemental, and revised proposals for projects conducted under the purview of Georgia Southern University and/or the Georgia Southern University Research and Service Foundation, Inc., to secure appropriate authorization. Procedures 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. Its staff assists investigators in preparing and submitting all proposals. Except for those fellowships awarded directly to individuals, principal investigators (PIs) or program directors (PDs) may not apply for or receive funding directly from sponsors without university approval. ALL EXTERNAL FUNDING PROPOSALS MUST BE PROCESSED THROUGH RESEARCH SERVICES. PIs should contact their grant coordinator to discuss proposals under development and to provide information about the funding program. PIs will work closely with their grant coordinator through the proposal preparation and submission process. PIs are responsible for ensuring that the proposal satisfies funding source requirements. PIs considering contracts or involving external collaborators are urged to contact their grant coordinator early. Such proposals are often more complex and may require additional processing. The grant coordinator offers assistance in preparing all necessary forms, representations, certifications, assurances, budget development, and other nontechnical data. After review and approval, all proposals are submitted by Research Services on behalf of the Georgia Southern University Research and Service Foundation. As the Authorized Organizational Representative (AOR), the Executive Director must approve all proposals before they are submitted to external funding agencies. The full proposal and completed internal approval form (IAF), including necessary signatures, must be received by Research Services five (5) working days before the funding agency’s deadline. Failure to comply may result in the proposal being returned to the PI without university approval. Five (5) days prior to the sponsor’s submission deadline: The PI completes the IAF, signed by GS investigators, faculty, and any personnel providing and/or committing effort to the proposed project. The PI routes the proposal/summary, internal budget, and IAF to the department chair and/or administrative director/Vice-President, and dean for review and approval. PIs are encouraged to contact the department chair and/or dean as early as possible, particularly when proposals include release time, additional space, renovations, or other resources that must be approved by the department, college or university. All project investigators must complete Financial Conflict of Interest Training (FCOI) and screening disclosure or the proposal will not be submitted. Completing a proposal for a contract is typically much more complicated than a grant application. Investigators should allow Research Services and the grant coordinator additional time to process the administrative component. The completed and signed IAF assures that all academic and administrative officials involved in the conduct of the proposed sponsored activity have reviewed and approved the proposal and agree to fulfill any and all commitments it sets forth. All members of the university responsible for the sponsored project must sign the IAF, documenting their accountability. |
Last updated: 7/7/2022