Pre-proposal policy and procedures
Definition: The term “Pre-proposals” encompasses anything officially submitted to a sponsor prior to submission of a full proposal. This includes white papers, notices of intent, concept papers, and preliminary proposals. Pre-proposals for projects in which UM will be a subaward or collaborator, and pre-proposals for a limited competition are also covered by this policy.
Policy: All pre-proposals that require institutional endorsement prior to submission must be submitted to ORA for review through the Notice of Intent (NOI) function in PARS five (5) business days* prior to submission. Institutional endorsement means any proposals submitted through a federal agency portal or any proposal requiring signature by a app authorized official.
* Exception: If a pre-proposal includes a budget which cannot be changed after submission, it must be routed through PARS and must follow the ORA Proposal Submission Timeline of 15 business days.
Reason for Policy: Prior notification of pre-proposals is required for the following reasons:
- To ensure compliance with the sponsor guidance
- To ensure adequate staffing is available to review and submit pre-proposals that require institutional endorsement or submission through an on-line portal
Pre-Proposal Guidance and Best Practices
Common Sponsors that Require Institutional Endorsement: National Science Foundation, United States Department of Agriculture, and National Aeronautics & Space Administration
Institutional Contact Information: All Pre-proposals must include the correct campus organizational information located at the Office of Research Administration’s webpage. The PI is responsible for incorporating the correct campus contact information in pre-proposals that do not require institutional endorsement. Failure to include the correct campus contact information may delay the submission of or preclude the PI from submitting a full proposal.
Pre-Proposals that require a detailed budget: Certain sponsors may require the submission of a detailed budget along with the pre-proposal. If a detailed budget is required, the PI is responsible for following all University and sponsor guidelines and policies when developing the budget, including the correct application of fringe, F&A and other standard University rates. The Office of Research Administration is available to review pre-proposal budgets provided that adequate time is allowed for the review (typically 5-15 business days). Failure to include an accurate budget may result in significant changes in the proposed pre-proposal budget and full proposal budget.
* Exception: 15 business days will be required when a detailed budget is required AND cannot be changed when submitting the full proposal.
Rev. 4/12/2019