Proposal Review Process

Both government and non-government sponsors are rapidly moving toward mandatory electronic submission of all proposals for external funding. Grants.gov will be the central site for federal proposals. HSC guidance on electronic proposal submission and links to various websites is found below.

Policy:

The Office Of Sponsored Programs (OSP) no longer requires a draft review of proposal documents. However, if you want OSP to review a draft of your budget, please provide the OSP reviewer for your department/center the draft budgeton the same sponsor forms that will be submitted. Please do not send customized spreadsheets.

All proposals for external funding that require either a signature by a HSC Authorized Official or a budget must be reviewed by OSP. OSP requires that you allow three (3) business days for review of your proposal, regardless of whether it is paper or electronic submission. OSP reviews proposals in the order they are received.

Proposal requirements are as follows:

Paper:

Required documents to obtain a signature by a HSC Authorized Official:

• Signed COP
• Face page (or other document that requires Authorized Official Signature)
• All budget and budget justification pages
• Key personnel listing
• Abstract
• Copy or web link to instructions, Funding Opportunity Announcement, or RFA, PA etc.
• If applicable, required documents for any subaward/consortium listed on your proposal (see below for list).

Once the proposal is submitted to the sponsor, please send OSP a complete copy of your submission (minus appendices).

Electronic:

Please note, the Health Science Center is registered on Grants.gov and most other electronic proposal submission systems. Individuals do not have to register in Grants.gov.

Options for Submitting Electronic Proposals:



OSP clicks submit - the final ready-to-be-submitted proposal is required to be in OSP 3 business days before sponsor deadline.
	Cayuse - notify the OSP reviewer for your department by e-mail that the proposal is ready for review. PureEdge - upload your proposal via the OSP upload system – https://adminweb.uthscsa.edu/ospupload//GMProphome.asp Other Electronic Systems that require HSC Authorized Signatory to click submit (such as those used by private sponsors) – notify OSP reviewer by e-mail.
PI clicks submit – Documents are required to be submitted to OSP at least three (3) business days prior to sponsor deadline.
	Cayuse - use the Cayuse “routing” feature to notify OSP reviewer that your proposal is ready for Authorized Organization Representative (AOR) approval. Please note, COP and all form pages and budget (including justification) must be complete. These documents will be “locked down” once the routing chain is activated. You can continue to work on any document (except budget justification) that is required to be uploaded into the Cayuse system. Upload signed COP into the “documents” section of your Cayuse proposal.l. PureEdge – does not allow PI to click submit. Other Electronic Systems that may allow PI to click submit (such as those used by Private sponsors) - PRIOR TO SUBMISSION notify OSP reviewer by e-mail or send paper copy of the following documents to OSP for review: • Signed COP • Budget • Budget justification • Any document/form that requires institutional information such as institution name, address, person to notify regarding proposal, Financial or Fiscal Officer information, or document that requires a signature by a HSC Authorized Official

Subcontractor or Consortium:

Any proposal that includes a subcontractor/consortium – whether being submitted by paper or electronically - must submit to OSP the following for each subcontractor/consortium participating on the project:

• Face Page signed by their institutional official. For NIH either PHS 398 or SF424; if the sponsor does not provide a “face page” then one of the NIH face pages can be used.
• All budget forms and budget justification for all years
• Statement of work (unless it is plainly stated in the proposal)
• Current F&A rate agreement

As always, OSP will obtain the Deans’ signature on the COP.

HSC Proposal Upload Site

Instructions for Using the Proposal Upload Site

Grants.gov

Tips and Tricks for submitting electronic applications to NIH via Grants.gov

NIH Electronic Application Information

Training and Workshops