• Home
  • Proposal Submission and Preparation FAQ's

Proposal Submission and Preparation FAQ's

Important Information for KU Lawrence Campus Investigators.

The rates for indirect costs, fringe benefits, tuition for graduate students, and travel costs, can be found at the Budget Preparation Information page.
Back to Top
Having a solicitation, RFP, or agency guidelines to consult is important in answering this question. The KU cost sharing policy can be found at the Other Forms/Policies page. The policies of some federal agencies state that they do not want to see cost sharing/matching, if it is not required. Others do not require it, but encourage the applicant to include matching or cost sharing. The inclusion of any contributions in the form of hard-dollar match or in-kind cost sharing depends on what is required by the agency.
Back to Top
Please contact KUCR Pre-Award Services, Alicia Reed immediately. When a solicitation limits the number of proposals an institution may submit, KUCR will first announce the opportunity to the research community via e-mail. If you do not currently receive these notices and would like to, please contact Nancy Biles to be added to the dissemination list. The announcement will include an internal deadline and instructions for a brief pre-proposal. If there are more parties interested in submitting than allowed by the solicitation, KUCR will set up an internal review committee chaired by one of the Associate Vice Chancellors for Research to determine which proposal(s) may go forward to the agency. Whenever possible, there will be ample time between this determination and the agency deadline for the selected proposer(s) to prepare a full proposal.
Pre-Award Services will need two types of information from you: First, we will need your personal information as an investigator; Second, we will need specific information about the proposal that you will be submitting.
Investigator Information - If you have never submitted a proposal through KUCR before, we ask that you fill-out a PI Info SheetExcel file, this will give us the information necessary to set you up as Principal Investigator. Please email this information to us as soon as possible. Why do we need this information? Because much of it is required by the federal agencies that we submit proposals to; electronic submission systems such as FastLane and Grants.gov require this information.
Proposal Information - We have a list of information required for the submission of a proposal at the PI Proposal Questionnaire page. Some examples of the questions on this list are the following: What is the due date? What is the proposed start date? Are there any compliances needed for your research? (i.e. human subjects research, vertebrate animal care, hazardous materials in research, etc.) Is there a solicitation or RFP to which you are responding?
Collaboration between the KU-Lawrence and KU-Medical Center campuses is encouraged. However, each campus has its own system of recording and tracking proposals, so it's important for KUCR and KUMC-RI to communicate as early in the process as possible. If you are working with an investigator from KUMC, please contact KUCR Pre-Award Services and let them know, regardless of which campus will be submitting the proposal. They can help you determine whether or not a subcontract between campuses will be necessary, and can coordinate the proposal submission with KUMC-RI.
Grants.gov is a portal website that allows organizations to search and apply for federal funding opportunities. It currently handles the grant application submissions for many federal agencies. Eventually, all federal agencies will be required to utilize this portal for their submissions. Many of the larger federal granting agencies, including NIH and NSF, have established timelines for transition to this site. Please note: For now, many functions, such as reviewing the status of your application or submitting ongoing materials, will continue to be administered on the specific agency websites. For example, Just In Time (JIT) information for NIH will continue to be submitted utilizing the NIH eRA Commons, not Grants.gov.
According to the National Council of University Research Administrators (NCURA), all agencies are required to post at least 75 percent of their discretionary awards on Grants.gov in 2006. Many federal agencies, such as NIH, have posted timelines on their websites that follow this mandate.
No. Only the institution needs to register. Additional administrators are registered as authorized organizational representatives (AOR) who are designated as signing officials (SO) by the institution.
Yes, if you plan to be a Principal Investigator (PI) or Co-Investigator (Co-I) on an NIH proposal. If you have not already registered, please contact KUCR Pre-Award Services to begin the process.
The SF424RR form's Senior Personnel Profile requires PI's to include a "Credential e.g. agency login." This credential is the eRA Commons user ID. When a proposal is submitted via Grants.gov, there will be a two-business-day interval when the PI and the institutional SO can view and correct any errors in the proposal via the eRA Commons system. A proposal is not considered submitted until it is error-free.
Funding opportunities are listed at Find Grant Opportunities page of the Grants.gov web site. You can browse by category, keyword or other criteria.
Agencies that already have their own websites are still encouraged to utilize Grants.gov. Timelines of transition for the NSF and NIH are available.
The KU Center for Research is the sponsored research administrator for the Lawrence campus. A PI cannot submit a proposal directly to Grants.gov, but this is also true for most proposal submission websites, which require an authorized representative from the institution to submit the proposal. Generally speaking, service providers complete forms, format documents, and upload documents to Grants.gov. KUCR Pre-Award Services offers the same services.
KUCR Pre-Award Services currently assists investigators who submit proposals to Grants.gov. We are working to ensure that the Lawrence campus will be prepared when exclusive use of Grants.gov is mandated. For more information, please see the Grants.gov quarterly newsletter for highlights of ongoing issues.
The PureEdge Viewer is a free program. It enables you to access, complete, and submit applications securely via Grants.gov. Grants.gov is working with PureEdge to develop a unified download solution. At this time, however, the PureEdge Viewer does not work on Macintosh computers.
You can utilize the Citrix server from the Mac Support page of the Grants.gov website. Virtual PC is also available for non-Windows users at the same link.
Please note: Because KUCR works on and submits the proposal, investigators need to know how to provide the forms to KUCR in the proper format. KUCR Pre-Award Services will work with the PureEdge forms to facilitate submission. For technical assistance, please contact Suzanne Henderson, shenders@ku.edu, 785-864-7403.
Once a proposal is submitted, the AOR who submitted it will receive a series of e-mails verifying the submission, confirming receipt at Grants.gov, and notifying the AOR that the grantor agency has retrieved the proposal from Grants.gov. The grantor agency has its own error checking system. It will generate e-mail notifications regarding any errors that must be corrected. It will also warn of errors that may be corrected. Common e-mail notifications are listed in the E-mail Notificaions pdf file available from the NIH website. The turnaround time for validation can be up to 48 hours before your application is retrieved by the grantor agency. The application is not considered officially received until the grantor agency checks the proposal and ensures it is error-free. This may take an additional 48 hours. These turnaround times have no bearing on the deadline for submitting the grant.
An error is any condition that causes the application to be deemed unacceptable for further consideration. Errors are significant inaccuracies, inconsistencies, omissions, or formatting identified in the body of the application. A warning is any condition that is acceptable but worth bringing to the applicant's attention. The applicant must decide whether a warning requires further action.
The NIH website offers advice on many common errors that occur when a proposal is pulled from the Grants.gov website into NIH eRA Commons. The Grants.gov website also offers information. A proposal can be checked for errors in Grants.gov at any time. Currently, there is no way to check for errors in the grantor agency website prior to submission. It is important to submit in a timely fashion - the earlier the better -- to allow time for correcting any errors.
Web sites of interest
NIH eRA Commons Support