Working on a grant or contract proposal? Learn about the internal review process and access resources to help ensure your finished proposal will be competitive with others submitted to the same funding opportunity. Our roadmap to grant funding success is available here .
Related Resources
Internal Review Process
University Policy 4.4.7 requires that all sponsored project proposals be processed through Sponsored Programs and routed through multiple levels of review for approvals beginning with the department chair/unit director and ending with the institutional official. The internal review process requires that applicants submit an Internal Review Form with all proposal documents through InfoReady Review at least five (5) business days prior to the external submission deadline.
- Please contact Sponsored Programs as soon as you begin considering applying for a funding opportunity. This early contact will allow us to review the guidelines to confirm eligibility and provide instructions to help you get started with the proposal development process. Be sure to also communicate with your department chair or supervisor about your plans. Please click here to view communication expectations for the proposal development process .
- Once the full proposal package is finalized, you will submit for internal review through our InfoReady Review system. For detailed instructions on submitting a proposal for internal review, please click here. Please note that only the project director may submit because certifications and assurances are required as part of the submission process.
- Each proposal package must include a detailed budget. Generally, sponsoring agencies provide a form or format for the budget that is required as part of the application process. A Budget Development Guide and budget worksheet templates are available as resources. If you need help creating a budget worksheet for your specific proposal, please don’t hesitate to contact Sponsored Programs for assistance.
- Please see additional compliance requirements that must be met prior to the submission of proposals for Public Health Services agencies, the National Science Foundation, and other agencies that require additional disclosures and training related to financial interests of personnel.
- When a competitive grant proposal includes Subrecipients, a Subrecipient Commitment Form is required for each Subrecipient. Click here for guidance on classifying an external organization as a Subrecipient or Contractor.
Subrecipient vs. Contractor
When an organization outside the University participates in a sponsored project, they do so as either a subrecipient or a contractor through a legally-binding agreement. Classifying an organization as either a subrecipient or a contractor is essential for:
- Ensuring compliance with procurement regulations;
- Building a budget that appropriately calculates Facilities and Administrative costs;
- Passing appropriate compliance requirements to organizations;
- Appropriately monitoring performance and accepting requests for payment; and
- Adequately enforcing audit requirements.
This determination must be made in accordance with 200 CFR: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, which prescribes the following definitions in Section 200.330: Subrecipient and Contractor Determinations.
(a) Subrecipients. A subaward is for the purpose of carrying out a portion of a Federal award and creates a Federal assistance relationship with the subrecipient. Characteristics which support the classification of the non-Federal entity as a subrecipient include when the non-Federal entity:
(1) Determines who is eligible to receive what Federal assistance;
(2) Has its performance measured in relation to whether objectives of a Federal program were met;
(3) Has responsibility for programmatic decision making;
(4) Is responsible for adherence to applicable Federal program requirements specified in the Federal award; and
(5) In accordance with its agreement, uses the Federal funds to carry out a program for a public purpose specified in authorizing statute, as opposed to providing goods or services for the benefit of the pass-through entity.
(b) Contractors. A contract is for the purpose of obtaining goods and services for the non-Federal entity’s own use and creates a procurement relationship with the contractor. Characteristics indicative of a procurement relationship between the non-Federal entity and a contractor are when the non-Federal entity receiving the Federal funds:
(1) Provides the goods and services within normal business operations;
(2) Provides similar goods or services to many different purchasers;
(3) Normally operates in a competitive environment;
(4) Provides goods or services that are ancillary to the operation of the Federal program; and
(5) Is not subject to compliance requirements of the Federal program as a result of the agreement, though similar requirements may apply for other reasons.
(c) Use of judgment in making determination. In determining whether an agreement between a pass-through entity and another non-Federal entity casts the latter as a subrecipient or a contractor, the substance of the relationship is more important than the form of the agreement. All of the characteristics listed above may not be present in all cases, and the pass-through entity must use judgment in classifying each agreement as a subaward or a procurement contract.
Definitions
Basic research: Experimental or theoretical work undertaken primarily to acquire new knowledge of the underlying foundations of phenomena and observable facts, without any particular application or use in view.
Applied research: Original investigation undertaken in order to acquire new knowledge. It is directed primarily towards a specific, practical aim or objective.
Experimental development: Systematic work, drawing on knowledge gained from research and practical experience and producing additional knowledge, which is directed to producing new products or processes or to improving existing products or processes.
Examples
| Basic Research | Applied Research | Experimental Development |
|---|---|---|
| A researcher is studying the properties of human blood to determine what affects coagulation. | A researcher is conducting research on how a new chicken pox vaccine affects blood coagulation. | A researcher is conducting clinical trials to test a newly developed chicken pox vaccine for young children. |
| A researcher is studying the properties of molecules under various heat and cold conditions. | A researcher is investigating the properties of particular substances under various heat and cold conditions with the objective of finding longer-lasting components for highway pavement. | A researcher is working with state transportation officials to conduct tests of a newly developed highway pavement under various types of heat and cold conditions. |
| A researcher is investigating the effect of different types of manipulatives on the way first graders learn mathematical strategy by changing manipulatives and then measuring what students have learned through standardized instruments. | A researcher is studying the implementation of a specific math curriculum to determine what teachers needed to know to implement the curriculum successfully. | A researcher is developing and testing software and support tools, based on fieldwork, to improve mathematics cognition for student special education. |
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