What
is a Proposal
Roles
and Responsibilities
Proposal
Preparation Guidelines
Budget
Worksheet - Interactive PDF Form
Validation
Rules
Regulatory
Information
Interdisciplinary/
Center Proposal
Proposals
Involving Extra Scrutiny by Business Manager
Non-Federal
fellowship Processing Guide
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Roles and
Responsibilities of Players
Involved
in Proposal Submission at Purdue

Completion of a successful proposal involves
the cooperation and interaction of numerous University staff. It is
critical that staff keep one another informed and involved in proposal
processing. These roles and responsibilities will vary between academic
departments. It is imperative that SPS be notified as soon as a
proposal is begun in the departments.
** The Principal Investigator’s signature
indicates approval of the final prepared proposal package. **
Principal Investigator
-
Notifies Business Office of intent to submit proposal at least 2
weeks prior to proposal deadline or as soon as PI becomes aware of
opportunity
-
Familiarize self with submission application
-
Works
with BO on preparing budget papers
-
Notifies Business Office of collaborating institution(s) and
provides business contact
-
Completes text and any other necessary agency forms in compliance
with agency guidelines. May include: Checklist, Biosketch, Budget
Justification, Current & Pending, etc.
-
Assures
the proposal meets format requirements (fonts, page #’s, etc.)
-
Solicits and secures all cost share commitments
-
Completes PI Worksheet
-
Forwards entire proposal to BO
-
Make
changes to documents as needed
-
Provides
contact information to the Business Office for any proposal
questions throughout the review process
-
Sign and
initial Proposal Submission Form
Business Office
-
Works
with PI on budget and creates new Proposal Development record in
Coeus
-
Completes and submits online
SPS Proposal Notification Form
as soon as aware of proposal to be submitted
-
Consults with other departmental business offices, when necessary
-
Provides copies of final budget information to Co-PI’s business
office
-
Reviews
budget and checks budget justification
-
Checks
proposal text for budget-related statements
-
Consults with other institutions if subcontracts are involved
-
Reviews
cost sharing commitments and prepares necessary cost share forms
-
Reviews
proposal format requirements, # of pages, etc., if time permit
-
Answer
“Yes/No” questions in Coeus based on PI Worksheet
-
Completes all Coeus Proposal Development data entries
-
Mark
Coeus budget as final and complete
-
Runs
the Coeus validation checks and notes any special circumstances in
the comments in Coeus
-
Generate all forms needed out of Coeus (Proposal Submission Form,
Sponsor Forms)
-
Assures
appropriate academic and Business Office signatures are obtained
-
Generates additional hardcopies to sponsor
-
Completes proposal package and ensures it is in “Final Form”
-
Delivers complete proposal package with appropriate academic and
Business Office signatures to SPS
-
Provides contact information of person/(s)
who can help SPS until proposal has been submitted to the sponsor
Department Head
-
Reviews
text to make sure research is within Purdue’s missions,
scientifically valid, etc.
-
Reviews
and agrees on release time
-
Reviews
and agrees on cost share commitment
-
Signs
Proposal Submission Form to indicate approval of proposal for
transmission to sponsor
Dean
-
Reviews and agrees on school cost sharing
commitment
-
Reviews any space commitment
-
Signs
Proposal Submission Form to indicate approval of proposal for
transmission to sponsor
Proposal Office
-
Completes initial review for final form
-
Cross check Coeus entries with Proposal
Submission Form, contact BO if corrections are required
-
Complete SPS internal tracking and proposal
preparation processes
-
If UCG involvement is required, route
package to UCG for review
-
Complete all corrections and additional
documents to be added
-
Final preparation of proposal to be
submitted including electronic and additional hardcopies
-
Maintain awareness of the status of all
proposals currently processing in SPS and follow up as needed.
-
Final approval of proposal in Coeus (which
creates institute proposal & submits to Grants.gov)
-
Submits proposal to sponsor
-
Maintains institutional proposal records
and Proposal files
-
Maintains online sponsor submission systems
in addition to Grants.gov
-
Maintains all centralized sponsor
communications
-
Notifies Business Office and PI that
proposal has been submitted
-
Assists
with Understanding Coeus Functionality
-
Receives completed Proposal Notification
Form from Business Office and Assigns proposal to specific proposal
specialist.
-
Enter proposal into a Work Distribution Log
-
Maintains work distribution log for
proposals received
-
Follows up with Business Offices for
proposals not yet received
-
Works with technical resource to resolve
Coeus issues
-
Answers basic proposal and Coeus questions
Account Manager
-
Assists
business office and PI in proposal preparation
-
Assigns
themselves as “Proposal Reviewer” on the Other Tab in Coeus
-
Quick
review of technical proposal to ascertain type and scope of proposal
-
Identify if UCG Services are necessary and inform them if needed
-
Reviews
data in Coeus and assures it is accurately reflected
-
Assures
all regulatory requirements are identified
-
Reviews
cost sharing and related documentation
-
Reviews
budget to check if project is properly costed and works with BO on
needed corrections
-
Assures
that the proposal meets all sponsor guidelines including budget
requirements
-
Assures
that all Purdue information included in proposal is correct and
complete, if time permits
-
Checks
budget justification
-
Verifies that budget data in proposal matches the budget
justification
-
Makes
minor budget changes in Coeus (Non-Salary)
-
Obtains
approval on any costing issues requested
-
For
Center proposal, obtains necessary documentation for further
approval
-
Takes
ownership of sponsor forms printed from Coeus and communicates any
changes to Coeus administrator.
-
Communicates changes to sponsor-specific validation rules to Coeus
administrator
-
Assists
with Understanding Coeus Functionality
-
Receive post submission communications via
Proposal Office. Analyze need and assign task
Institutional Authority
-
Reviews proposal package
-
Addresses proposal errors and assures
corrections are communicated to business office, proposal reviewer,
and/or proposal office (pending situation)
-
Provides Institutional approval for
proposal
Contracting
-
Initiates negotiations
-
Logs comments and activities in Coeus
-
Links negotiation records with proposal
when applicable
-
Approves in Coeus when contract is needed
with proposal submission
Coeus Training Group

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