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Pre-Award Proposal Preparation

College resources for pre-award proposal preparation are provided here. Contact our office if you need further assistance.

Since a Research Associate does not meet the eligibility criteria to serve as PI/Co-PI on a proposal application and since this category of employee is not listed among the usual exceptions per the University's guidelines, it is recommended an email be prepared and sent to Dr. Dick Keltie, Assoc. Dean Research & Graduate Programs (carbon copy both Pat Hayes and Rosette Tavolacci) requesting an exception to the standard policy. The justification should explain as to why making this exception would be to the best interest of the College/Department as well as best serving the proposed activity. If Dr. Keltie agrees with making the exception he would route the request to our Associate Vice-Chancellor for Research for final approval.

  • Policy on Proposal Processing
    • 04/08/09: Identifying of American Recovery & Reinvestment Act (ARRA) Funding:  When preparing a PINS record be sure to capture the information relative to the Stimulus Funding or American Recovery and Reinvestment Act (ARRA) source of funding. If applicable, we need to be sure the one question in PINS has responded 'yes' and that we include the CFDA Number (xx.xxx) as well. On a weekly basis our SPARCS office reports funding received from this source to UNC-GA and it is critical that we report accurate and timely information.
    • 01/14/10: Equipment Provided herein are general guidelines when a proposal is requesting funds to fabricate/purchase equipment. Please also refer to the NCSU SPARCS web site for further information and policy guidelines on this matter. http://www.ncsu.edu/sparcs/budgeting/equipment.html
    • In the budget justification clarify that NCSU does not currently possess the equipment being requested at any site/location on campus.
    • In the instance of fabricated equipment identify if the equipment is currently being manufactured by a company.
    • If yes to (b) then compare the amount you are requesting from the sponsor for NCSU to fabricate the equipment vs. the manufacturers purchase price or lease of the same equipment.
    • For fabricated equipment indicate the component listing and whether these price estimates are based upon catalog prices, vendor quotes, or past experience purchasing similar items.
    • Indicate if the equipment will be fully dedicated to the research project or if it will be pro-rated.
    • State in your budget justification that NCSU requests approval to retain title to the fabricated/purchased equipment (in this instance we do not charge F&A on the fabricated/purchased equipment). C&G will not code as fabricated unless we have the assurance of retaining title.
    • If a grant includes equipment and/or if we are charging equipment to a grant you will want to be sure at the time of award to secure a CAMS number for that equipment.
    • If we initially proposed an equipment grant and later purchased items that would be considered supplies you will need to adjust the F&A fee accordingly.

    This information is not meant to be a stand alone in and of itself as it is important to be familiar with and incorporate University, State, Federal, and Sponsor guidelines when it concerns equipment purchases or fabrication.

    NSF Data Management Plan: Beginning January 18, 2011, proposals submitted to NSF must include a supplementary document of no more than two pages labeled Data Management Plan. This supplementary document should describe how the proposal will conform to NSF policy on the dissemination and sharing of research results. See Grant Proposal Guide (GPG) Chapter II.C.2.j for full policy implementation.

As a reminder, when one requests for a Pre-Award Contract and Grant account in addition to the financial risks there may be risks associated with export controls identified within the sponsor's terms and conditions and made available to us at the time of award notification. For example, if the sponsor prohibits for us to employ the services of a foreign national on a research project, we may not be aware of such restrictions until after the award is received and the terms and conditions are reviewed/approved by the University. Therefore, it is recommended that we consider these potential risks, in addition to the financial risk, and proceed with caution at the time the Pre-Award Contract and Grant account is established.

Additional information on export controls may be found at  http://www.ncsu.edu/sparcs/export/index.php.

Centers and Institutes

 

Additional information is available from the Office of Sponsored Programs and Regulatory Compiance (SPARCS), with important selected links provided in the right column of this page.

Carefully follow the procedures required by the funding agency and allow adequate time for college and university review.  The College Research Office (CRO) requires four (4) business days to process proposals and highly recommends seven (7) business days for proposals being submitted through Grants.gov

 

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Sponsored Programs & Regulatory Compliance

Community of Science (COS): search the world's most comprehensive funding resource, with more than 25,000 records representing nearly 400,000 opportunities, worth over $33 billion. End User Training

National Science Foundation (NSF)

Grants.gov

Note: before creating a proposal with Adobe or PureEdge, you will want to make sure you have the most current version available < click here >

 

 

 

  Rosette J. Tavolacci, CRA

  Assistant Director

  515-7011

  Email