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General Guidelines
- Read the guidelines of the announcement and talk to the Program officer
- Review proposal to ensure guidelines have been met according to the solicitation or RFP
- Follow all instructions and call your grant administrator for assistance
- Know the policies and procedures of the University
- Ensure status of the PI and obtain University approvals, if required
- Ensure your proposal includes the appropriate negotiated Facilities and Administrative Costs (Indirect Costs) and Fringe Benefits as required.
- Ensure all cost are directly related to the project that they benefit
- Proposals must be submitted to the Office of Sponsored Programs at least two weeks prior to the proposal deadline cited in the Request for Proposal.
- Set up appointment with the Grant Administrator for review.
- Grant Administrator will prepare proposal for submission to include formatting, duplicating, generating appropriate labels for the carrier (U. S. Express Mail, Certified Mail Return Receipt, Federal Express) and/or preparation of the proposal for electronic submission.
1. Submit the Notice of Intent
- The Notice of Intent is used by the Office of Sponsored Programs to schedule your proposal submission. It is also used by the staff to determine proposal requirements, deadlines, and other specific requirements based on the solicitation.
- This notice should be submitted as soon as the Principal Investigator (PI) decides to respond to a program solicitation or announcement, and well in advance of proposal submission. Note that the same Notice of Intent should be submitted for unsolicited proposals, collaborations and in instances when NC A&T is subcontracting to another institution.
- PI submits Notice of Intent to the Division of Research at divofres@ncat.edu
- PI contacts Office of Sponsored Programs to assure that email notice was received - (334-7995 )
- Assigned Grant Administrator contacts PI to begin submission process
2. Review and follow the Solicitation/RFP/RFQ as you prepare your proposal
- Obtain a copy of and read the Agency Program Announcement/Solicitation
- Provide a copy or the Solicitation number to the Division of Research
- Prepare the proposal in the format that complies with agency guidelines
- Assure that adequate resources are available to conduct the project
- Comply with requirements for the use of animals, humans, Recombinant DNA , biohazards, chemicals and radiation safety in your research
- Report all potential conflicts of interest to immediate supervisor for discussion and resolution
- Provide supporting documentation for any subcontracts/consultants in the proposal
- Seek assistance of Technical Grant Writer and Budget Manager for assistance in preparing proposal
3. Budget
Preparation and Review
- In preparing your budget, pay close attention to the program guidelines, university indirect cost rate based on proposal classification, and fringe benefits. The budget narrative or budget notes should provide explanation regarding associated costs.
- The Budget Manager in the Division of Research is available to assist during proposal preparation to ensure that the proposal budget is accurate. Budget information should be forwarded as quickly as possible to allow time for a thorough review and/or revisions prior to the submission deadline.
- If guidance on budget
preparation is needed, contact the Office
of Research Services.
4. Prepare the University's Internal Processing Forms
- Internal Processing Form 3.81
- Complete form and secure authorized signatures of the PI and all Co-PI's, as well as their Department Chair(s), and Dean(s).
- Proposal Abstract 2.81
- A one-page abstract with sufficient detail to summarize: purpose, hypothesis and method describing the basic concept of the proposal, limit of 4000 characters.
- Project Classification 3.81S
- Use the appropriate CHESS and CIP numbers from the list on the website
- CHESS Classification - describes the general activity the proposal will perform (instruction, research, public service, etc.)
- CIP Classification Codes - describes the discipline of the proposal
- Cost-Share Form
- If applicable, complete form and secure authorized signatures of the PI, the Department Chair(s), and the Dean(s). Include salary, fringes and total, along with the account number from which the funds will be drawn.
5. Finalize proposal and budget to prepare for submission
- Obtain a copy of the Agency Program Announcement/Solicitation
- Provide a copy or the Solicitation number to the Division of Research
- Prepare the proposal in the format that complies with agency guidelines
- Assure that adequate resources are available to conduct the project
- Comply with requirements for the use of animals, humans, Recombinant DNA , biohazards, chemicals and radiation safety in your research
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