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Proposal
Development and Submission Guidelines |
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Download a PDF version of these Guidelines |
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Policy and Procedures: |
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It is the policy of
the CSET Office of Research to create and preserve a structure and
timeline for the development and submission of proposals for
external funding. This structure and timeline is provided below. |
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Proposal
Development |
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The PI is
responsible for completing the following documents and performing
the following actions during the development of a proposal:
1. Statement of Work
2. Budget
3. Budget justification
4. All completed information required by sponsoring agency
5. Complete and Submit the CSET Proposal Tracking Form and the Vice
President
6. Obtaining Department Chair and Dean’s Approval
7. Obtaining Vice President of Federal for Research Development and
Federal Relations Approval
Additional requirements may need to be completed when developing
particular proposals. The individual leading the proposal submission
and the conduct of a subsequent award is the Principal
Investigator/Project Director (PI/PD). Normally, the PI/PD is a
Jackson State University CSET faculty member.
All proposals for external funding are submitted to the respective
Departmental Chair, CSET Office of Research, Dean of CSET, and the
Office Sponsored Programs located in Office of the Vice President of
Federal for Research Development and Federal Relations prior to
agency submission. Submission of proposals through the CSET Office
of Research enables the CSET Associate Dean for Research
and Corporate Relations along with the CSET Office of Research
Outreach Manager to
review proposals for consistency with university policies and
compliance with external regulations.
Most sponsors and/or agencies require funding proposals to be
submitted and administered by the institution (Jackson State
University) and will not accept submissions from an individual
investigator. The Office Sponsored Programs located in Office of the
Vice President of Federal for Research Development and Federal
Relations has the authority to submit proposals for Jackson State
University and CSET on behalf of the PI/PD.
By submitting the proposal Jackson State University, CSET and the
PI/PD agree to follow the sponsor’s guidelines that include, but are
not limited to, the monitoring of expenditures, invoicing, and the
submission of financial reports. PI/PD’s are strongly encouraged to
notify the CSET Office of Research if they are planning to submit a
proposal in the near future.
It is important to provide CSET Office of Research along with Office
Sponsored Programs located in Office of the Vice President of
Federal for Research Development and Federal Relations, adequate
time to review and all proposal documentation prior to the
submission of the proposal. The proposal and supporting documents
should be submitted to CSET Office of Research in the same format
required by the sponsor and/or agency (in both hard copy and
electronic submission). Please note all proposal documents submitted
to the Office of Research for review must be in final form. “Final
Form” is defined as a proposal that is complete and contains all
necessary sponsor documentation along with internal university forms
(CSET Proposal Tracking Form and the Office Sponsored Programs
Internal Routing Form) and supporting documentation. |
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Hard
Copy Submission |
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Proposals
must be in final form to include: original copy with FINAL technical
portion, and final budget, completed/signed CSET Proposal
Tracking Form along with the JSU Office of Sponsored
Programs Internal Routing Form. |
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Electronic Submission |
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Proposals
must be in final form to include: all electronic versions in
addition to original hardcopy with FINAL technical portion, and
final budget, completed/signed CSET Proposal Tracking Form
along with the JSU Office of Sponsored Programs Routing Form. |
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Deadline
for Submission to Office of Research |
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All
proposals (electronic and hard copy) must be in final form and
received by CSET Office of Research no later than 5 business days
prior to the proposal submission deadline date. |
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Proposal Process Description:
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The PI/PD and/or department personnel
identify funding opportunities and prepare the proposal. This
includes completing and/or collecting all required documents, and
submitting the completed proposal to CSET Office of Research for
review by the deadline.
Once the proposal, and all necessary documentation, is submitted to
CSET Office of Research, the proposal is logged into the CSET
Tracking Database. An initial review is conducts to ensure that all
required documents are included. The Outreach Manager assigns a
tracking number and then reviews the proposal and required documents
to ensure that the proposal is complete and accurate (edits and
proofreads). The Outreach Manager works with the PI/PD to resolve
any outstanding issues prior to proposal submission and proceeds to
perform the final review of the proposal. The proposal is passed on
to the Associate Director Office of Research for budget review and
the appropriate signature by the Associate Dean for Research and
Corporate Relations. The Outreach Manager forwards the Final copy of
the proposal to the PI/PD for signature of the Dean and submission
to the Office Sponsored Programs located in Office of the Vice
President of Federal for Research Development and Federal Relations.
Note: The CSET Office of Research staff will make every effort to
ensure that the review of each proposal is returned within two (2)
days of receipt in the CSET Office of Research. |
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Roles and Responsibilities: |
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- The Role of the Principal
Investigator/Project Director (PI/PD): The PI/PD is
responsible for identifying funding opportunities and preparing
the proposal. The PI/PD is also responsible for completing
and/or collecting all required internal and external documents,
including any prior approvals required by the sponsor (e.g. NIH
prior approval for projects with direct expenses greater than
$500,000 in one year), and submitting the completed proposal to
CSET Office of Research for review. If there are cost sharing or
other requirements of Jackson State University resources (e.g.,
additional physical space), the PI is responsible for acquiring
the appropriate approval signatures prior to submission of the
proposal to Vice President. If the proposal includes human or
animal subjects, the PI/PD is responsible for obtaining IRB
approval prior to submission of the proposal to Office Sponsored
Programs located in Office of the Vice President of Federal for
Research Development and Federal Relations
- The Role of the Department
Chair: The Department Chair reviews the proposal and
approves the proposed effort of the PI/PD and other department
personnel. If cost sharing or matching funds from the department
are included in the proposal, the Department Chair must approve
the cost sharing and identify the accounts from which the cost
sharing will be expensed. The Department Chair should also
review the technical sections of the proposal to verify that the
PI/PD can meet the commitments outlined in the proposal.
- The Role of the Dean:
The Dean approves the proposal budget, proposed effort, and the
use of department or college funds for cost sharing or matching
funds in the proposal. The Dean must approve any request for
additional space made in a proposal by faculty in the college.
The Dean reviews the technical sections of the proposal to
verify that the PI/PD can meet the commitments outlined in the
proposal. Officer (CFO).
- The Role of the Office of
Research: The Outreach Manger logs the proposal into the
CSET Tracking Database and assigns a CSET Tracking number.
Receives the proposal and conducts a review to ensure that the
proposal contains all required documents to ensure the proposal
submission is complete and accurate (edits and/or proofreads)
and resolves any outstanding issues. The Outreach Manager
distributes the proposal to the appropriate Office of Research
staff for appropriate review and signature.
- The Role of the Office
Sponsored Programs located in Office of the Vice
President for Research Development and Federal Relations: Office
Sponsored Programs located in Office of the Vice President of
Federal for Research Development and Federal Relations is to
perform the final review of the “Final Proposal”, signs the
proposal as well as, submit the proposal on behalf of the
Jackson State University to the sponsor and/or agency.
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