{"id":272,"date":"2023-06-14T21:10:31","date_gmt":"2023-06-14T15:10:31","guid":{"rendered":"https:\/\/www.ssec.wisc.edu\/researchsupport\/?page_id=272"},"modified":"2024-02-22T23:07:47","modified_gmt":"2024-02-22T17:07:47","slug":"pre-award-checklist-flowchart","status":"publish","type":"page","link":"https:\/\/www.ssec.wisc.edu\/researchsupport\/pre-award-checklist-flowchart\/","title":{"rendered":"Proposals: The Pre-Award Process"},"content":{"rendered":"\n<p class=\"has-text-align-left\">The Office of Research and Sponsored Programs (<a href=\"https:\/\/rsp.wisc.edu\/\">RSP<\/a>) is the office\u00a0authorized\u00a0to submit proposals for extramural support on behalf of researchers at the University of Wisconsin-Madison. All proposals must be routed through the Space Science and Engineering Center&#8217;s <a href=\"https:\/\/www.ssec.wisc.edu\/contact-form\/?contact-name=proposals\">Award Office<\/a> to\u00a0RSP for review and approval prior to submission.   An authorized representative must sign any document requiring an official signature.  Any document from a sponsor asking for a signature is likely something that the UW will sign on your behalf.  The SSEC&#8217;s Award Office is familiar with all of the processes and documents and are here to help.  If you ever have any questions, do not hesitate to ask.  <em><strong>Complete<\/strong> <\/em>proposals should be routed to the SSEC Award Office <strong>a minimum of<\/strong> <strong>five business days<\/strong> <strong>prior to<\/strong> the sponsor deadline day, and keep in mind that proposals involving Sub-Awards, may have additional documents that must be completed <strong>ten full days prior<\/strong> to proposal submission. <\/p>\n\n\n\n<p>For answers to any questions concerning proposal preparation, including budget preparation, please contact us through the <a href=\"https:\/\/www.ssec.wisc.edu\/contact-form\/?contact-name=proposals\" target=\"_blank\" rel=\"noreferrer noopener\">Award Office contact form<\/a>.<\/p>\n\n\n<div class=\"alignnone\"><style>#sp-ea-539 .spcollapsing { height: 0; overflow: hidden; transition-property: height;transition-duration: 300ms;}#sp-ea-539.sp-easy-accordion>.sp-ea-single {margin-bottom: 10px; border: 1px solid #e2e2e2; }#sp-ea-539.sp-easy-accordion>.sp-ea-single>.ea-header a {color: #444;}#sp-ea-539.sp-easy-accordion>.sp-ea-single>.sp-collapse>.ea-body {background: #fff; color: #444;}#sp-ea-539.sp-easy-accordion>.sp-ea-single {background: #eee;}#sp-ea-539.sp-easy-accordion>.sp-ea-single>.ea-header a .ea-expand-icon { float: left; color: #444;font-size: 16px;}<\/style><div id=\"sp_easy_accordion-1704988981\"><div id=\"sp-ea-539\" class=\"sp-ea-one sp-easy-accordion\" data-ea-active=\"ea-click\" data-ea-mode=\"vertical\" data-preloader=\"\" data-scroll-active-item=\"\" data-offset-to-scroll=\"0\"><div class=\"ea-card sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" id=\"ea-header-5390\" role=\"button\" data-sptoggle=\"spcollapse\" data-sptarget=\"#collapse5390\" aria-controls=\"collapse5390\" href=\"#\" aria-expanded=\"false\" tabindex=\"0\"><i aria-hidden=\"true\" role=\"presentation\" class=\"ea-expand-icon eap-icon-ea-expand-plus\"><\/i> Starting Out &#8211; What to do before a proposal<\/a><\/h3><div class=\"sp-collapse spcollapse spcollapse\" id=\"collapse5390\" role=\"region\" aria-labelledby=\"ea-header-5390\"> <div class=\"ea-body\"><ul><li><strong>Identify an appropriate source of funding<\/strong> via an open Request For Proposal (RFP) or Notice Of Funding Opportunity (NOFO);<br \/>Check your eligibility and commitment availability to submit as PI;<br \/>Review any potential requirements or restrictions (ie: a Limited Submission, Career Requirements, Funding Floor\/Ceiling, etc.)<br \/><u><br \/><a href=\"https:\/\/rsp.wisc.edu\/funding\/\">RSP: Identify Sources of Funding<\/a><br \/><\/u>Linked are resources to find funding opportunities from various sponsors, including:<br \/>NASA, NOAA, NSF, DOE, and more!<\/li><li><strong>Check Your Eligibility<\/strong><br \/>Review the RFP carefully for any restrictions on the submission. Some funding opportunities are only open to new career Principal Investigators while others have restrictions on the number of submissions per institution.<br \/>If this is a limited submission, reach out to SSEC&#8217;s Award Office <em><strong>early<\/strong> <\/em>with a detailed Scope Of Work and any other encouragement supporting notes for the sponsor.<\/li><li><strong>Complete\/Update your Outside Activities Report (OAR)<\/strong><br \/>This form is to be completed and updated <em>every year<\/em>.<br \/><a href=\"https:\/\/research.wisc.edu\/respolcomp\/coioar\/\">RSP Overview<\/a>; All faculty, regardless of appointment, all academic staff with 50% or greater appointment, and all individuals listed as participants on human subject protocols or on federal grants are required to fill out an annual OAR and update whenever new outside activities are undertaken.<br \/><a href=\"https:\/\/oar.wisc.edu\/\"><span style=\"text-decoration: underline\">OAR Training<\/span><\/a><\/li><li><strong>Complete\/Update your Conflict of Interest Training<\/strong><br \/>The University of Wisconsin\u2013Madison Conflict of Interest Policy requires all investigators engaged in federally funded and\/or human subjects research to receive training in financial conflict of interest. This conflict of interest training must be completed every <strong>four<\/strong> <strong>years<\/strong>.<br \/><a href=\"https:\/\/research.wisc.edu\/compliance-policy\/outside-activities-reporting\/training\/\">COI Training<\/a><\/li><li><strong>Request Limited PI Status<\/strong><br \/>For a new PI, filling out the <a href=\"https:\/\/research.wisc.edu\/wp-content\/uploads\/sites\/2\/2018\/01\/Limited-PI-Status-Request.pdf\">&#8220;Request for Limited PI Status&#8221; Form<\/a> allows researchers holding Academic Staff positions to be PIs for any given project once approved as Limited PI Status. The &#8220;Request for Limited PI Status&#8221; Form should be completed and uploaded to RAMP for each proposal. For more details and additional qualification guidelines, see the <a href=\"https:\/\/research.wisc.edu\/compliance-policy\/principal-investigator-status\/\">University of Wisconsin &#8211; Madison&#8217;s Research policy regarding Principal Investigator Status<\/a>. The SSEC Award Office will assist with completing and uploading this form when required.<u><\/u><\/li><li><strong>Complete the <\/strong><a href=\"https:\/\/admin.ssec.wisc.edu\/proposals\/prop_request\">Proposal Notification Form<\/a><br \/>This form is required in order to raise awareness and establish a timeline to complete the rest of the checklist. Completion of this form will generate a summation email of the pending proposal you will be working on.<\/li><\/ul><\/div><\/div><\/div><div class=\"ea-card sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" id=\"ea-header-5391\" role=\"button\" data-sptoggle=\"spcollapse\" data-sptarget=\"#collapse5391\" aria-controls=\"collapse5391\" href=\"#\" aria-expanded=\"false\" tabindex=\"0\"><i aria-hidden=\"true\" role=\"presentation\" class=\"ea-expand-icon eap-icon-ea-expand-plus\"><\/i> Submission &#8211; How to prepare a proposal submission<\/a><\/h3><div class=\"sp-collapse spcollapse spcollapse\" id=\"collapse5391\" role=\"region\" aria-labelledby=\"ea-header-5391\"> <div class=\"ea-body\"><p>Proposal submission guidance begins with establishing a connection to our Award Office.<br \/>Email the SSEC Award Office (Angie, Tyler and Wenhua) via the <a href=\"https:\/\/www.ssec.wisc.edu\/contact-form\/?contact-name=proposals\">Contact Form<\/a>\u00a0and one of our specialists will reach out to you.<br \/>Please include the Request for Proposal notice (RFP) or the link of the notice of funding announcement.<\/p><p>An SSEC Award Office team member will assist in coordinating the proposal according to the RFP requirements.<br \/>Working together, establish a timeline of the submission process, allowing for <strong>5 days prior <\/strong>to the due date to be <strong>complete.<\/strong><\/p><p>Begin with these basics:<\/p><ul><li>Prepare a Scope of Work;<\/li><li>Discuss target budget amount and justifications, including researcher effort, materials,\u00a0 travel, publication, and any capital equipment or other budget needs;<\/li><li>Include any contact information for collaborators or sub-awardees;<\/li><li>Discuss file inclusions mentioned in the RFP;<\/li><\/ul><p>In preparing the proposal&#8217;s technical materials, consider the following:<\/p><ul><li><em>What will the scope of work be for the project? For each researcher or collaborator?<br \/><\/em><\/li><li><em>What is the working title, period of performance, and budget requirements for the project?<\/em><\/li><li><em>Are there any deliverables, sub-awards, collaborator contacts, or other resources required during the project?<\/em><\/li><\/ul><p>Your admin specialist will coordinate the proposal submission in RAMP, the University of Wisconsin-Madison grant submission portal.<br \/><a href=\"https:\/\/rsp.wisc.edu\/proposalprep\/\">Additional RSP Resources for Proposal Preparation<\/a><\/p><p><strong>Sponsor &#8216;System to System&#8217; Submissions<\/strong><br \/>Some sponsors have their own proposal routing vehicle systems in place. This is meant to standardize the presentation of proposal submissions to reviewers, allowing a more prompt and accurate review. Therefore, two records are required: an internal UW Madison RAMP Record with instructions, and a sponsor record on their proposal vehicle system; both records are submitted together to RSP for review. The PI will need to have an account with the sponsor&#8217;s system to submit proposals to our Authorized Organizational Representatives at RSP for completion. Details on how to set-up an account are provided below:<\/p><p><a href=\"https:\/\/rsp.wisc.edu\/preaward\/nsfinstruct.cfm\">NSF: Research.gov &#8211; account set up<\/a><\/p><p><a href=\"https:\/\/nspires.nasaprs.com\/external\/registration\/createuser!init.do\">NASA: NSPIRES &#8211; account set up<\/a><\/p><p>Some sponsor system accounts require RSP Approval for role assignment &amp; setup, please initiate <em>early!<\/em><\/p><\/div><\/div><\/div><div class=\"ea-card sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" id=\"ea-header-5392\" role=\"button\" data-sptoggle=\"spcollapse\" data-sptarget=\"#collapse5392\" aria-controls=\"collapse5392\" href=\"#\" aria-expanded=\"false\" tabindex=\"0\"><i aria-hidden=\"true\" role=\"presentation\" class=\"ea-expand-icon eap-icon-ea-expand-plus\"><\/i> Essentials &#8211; Key sections of a proposal and main supporting documents<\/a><\/h3><div class=\"sp-collapse spcollapse spcollapse\" id=\"collapse5392\" role=\"region\" aria-labelledby=\"ea-header-5392\"> <div class=\"ea-body\"><p>Most proposal submissions share common essentials. Listed below are standard documents that are typically required in most proposal submissions.<br \/><strong><em>Note: Always reference the RFP for detailed requirements when preparing your proposals!<\/em><\/strong><\/p><p><strong>Main Technical Materials<\/strong><\/p><ul><li>Title Page:<ul><li>RFO\/FFO number; PI full name, organization, and contact information<br \/><em>(if the proposal includes more than one organization, list them all)<\/em><\/li><li>Period of Performance dates<\/li><li>Research Area of Emphasis listed in RFP (ie: Atmospheric, Geographic, etc.)<\/li><\/ul><\/li><li>Project Summary\/Abstract (1 Page)<\/li><li>Table of Contents<\/li><li>Project Description (pay attention to page limit)<\/li><li>Timeline\/Management Plan &#8211; <a href=\"https:\/\/researchdata.wisc.edu\/dmp-introduction\/\">UW library can help with Data Management Plans<\/a><\/li><li>Data Management Plan (2-page limit) &#8211; <a href=\"https:\/\/library.ssec.wisc.edu\/research-resources\/public-access\/\">Requirements<\/a><\/li><li>Facilities, Equipment and Other Resources<\/li><li>PIER or other Inclusivity Statements, as required in RFP<\/li><li>References &amp; Citations<\/li><\/ul><p><strong>Key Personnel Supporting Documents<\/strong><\/p><p><span style=\"text-decoration: underline\"><a href=\"https:\/\/www.ncbi.nlm.nih.gov\/sciencv\/\">SciENcv Link for CV and C&amp;P docs<\/a><\/span><\/p><ul><li>CV Curriculum Vitae Biosketch<br \/><em>Include supporting references and publication citations most related to the proposal being submitted to.<\/em><\/li><li>C&amp;P Current and Pending Document<br \/><em>Include: Title, Agency, Period of Performance, Role on Project, Amount, Annual Effort Level.<br \/><\/em>Note: The SSEC Award Office will assist in preparing your Current &amp; Pending document according to the RFP requirements.<\/li><li>COA Collaborators and Other Affiliations (NSF Specific document)<\/li><\/ul><p><strong>Cost Proposal<\/strong><\/p><ul><li>Detailed Budget Breakdown<\/li><li>Narrative Justification of Costs, including any quotes and rate agreements<\/li><li>Sub-awardee information, including their detailed budget, narrative justification, and fringe rate agreement (if available)<\/li><\/ul><p><a href=\"https:\/\/rsp.wisc.edu\/compliance.cfm\">RSP Compliance Sources<\/a><em><br \/>**Additional information and requirements can be found in your Request For Proposal or Notice Of Funding Announcement<\/em><\/p><\/div><\/div><\/div><div class=\"ea-card sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" id=\"ea-header-5393\" role=\"button\" data-sptoggle=\"spcollapse\" data-sptarget=\"#collapse5393\" aria-controls=\"collapse5393\" href=\"#\" aria-expanded=\"false\" tabindex=\"0\"><i aria-hidden=\"true\" role=\"presentation\" class=\"ea-expand-icon eap-icon-ea-expand-plus\"><\/i> Conclusion &#8211; Proposal submission and award review process<\/a><\/h3><div class=\"sp-collapse spcollapse spcollapse\" id=\"collapse5393\" role=\"region\" aria-labelledby=\"ea-header-5393\"> <div class=\"ea-body\"><p>To submit your proposal, the Award Office team will collect and organize proposal documents in a dedicated proposal folder, gather any necessary pre-approvals, and track processes and changes to documents you&#8217;ve been working on.<\/p><p><strong>Proposal Folder<\/strong><br \/>The Award Office creates a shared folder to provide a central location containing all documents relevant to the proposal. Any member of the Award Office can quickly reference and assist should the need arise.<\/p><p><strong>RAMP Record (formerly WISPER)<\/strong><br \/>The Award Office will generate a record in RAMP, the new proposal and award management tool on campus, which is used for submitting and routing grants, proposals, and any other documents that require RSP approvals. They will complete all details for the proposal, upload any required documentation, and then send a request to the PI to certify, or approve, the proposal. Once the PI has certified the proposal, additional internal approvals are required prior to submission. We ask for proposals to be <strong>complete, and ready to submit, five days prior to the due date<\/strong> to allow time for the internal approvals.<\/p><p><strong>Approvals:<br \/><\/strong><a href=\"https:\/\/www.rsp.wisc.edu\/routing\/proposalsub.html\">Proposal Submission Process<\/a> \u2013\u00a0All proposals for extramural support must be routed via the online routing tool, RAMP.<br \/>Your Research Administrator will upload all proposal documents to RAMP, and will then send for campus approvals as follows:<\/p><ul><li>PI must <a href=\"https:\/\/rsp.wisc.edu\/ramp\/pi-cert\/\">certify the RAMP Record<\/a><\/li><li>Department Chair approval (Chelsea\/Brad)<\/li><li>External department approval if non-SSEC personnel or resources are included in the proposal<\/li><li>Dean&#8217;s Office at OVCR<\/li><li>AOR at RSP (signs and submits to sponsor on behalf of UW Madison)<\/li><\/ul><\/div><\/div><\/div><div class=\"ea-card sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" id=\"ea-header-5394\" role=\"button\" data-sptoggle=\"spcollapse\" data-sptarget=\"#collapse5394\" aria-controls=\"collapse5394\" href=\"#\" aria-expanded=\"false\" tabindex=\"0\"><i aria-hidden=\"true\" role=\"presentation\" class=\"ea-expand-icon eap-icon-ea-expand-plus\"><\/i> Sponsor Specific Requirements<\/a><\/h3><div class=\"sp-collapse spcollapse spcollapse\" id=\"collapse5394\" role=\"region\" aria-labelledby=\"ea-header-5394\"> <div class=\"ea-body\"><p>Sponsor sources of information can be found on <a href=\"https:\/\/rsp.wisc.edu\/funding\/\">RSP Finding Funding<\/a> website.<br \/>Additional sponsor notes to be aware of include:<\/p><p><strong>NASA<\/strong><\/p><ul><li>Submission via NSPIRES.<\/li><li>Step 1 Proposals often require RSP to formally submit; review the RFP and submit early if needed.<\/li><li>Proposals sometimes require Anonymized Applications; the Research Admin Team will review documents to ensure compliance with requirements.<ul><li>Includes Redacted and Total Budget files.<\/li><\/ul><\/li><\/ul><p><strong>NOAA<\/strong><\/p><ul><li>Submission via RAMP.<\/li><li>Capital equipment requests must include a recent quote.<\/li><\/ul><p><strong>NSF<\/strong><\/p><ul><li>Submission via Research.gov.<\/li><li>Two Month Limit for Senior Personnel effort (<em>we will request a Waiver if exceeded<\/em>).<\/li><li><a href=\"https:\/\/www.ncbi.nlm.nih.gov\/sciencv\/\">SciENcv<\/a> Required for CV and C&amp;P Documents.<\/li><li>COA Template file is uploaded as an Excel list of collaborators.<\/li><li>Proposals involving field work require a separate <a href=\"https:\/\/rsp.wisc.edu\/preaward\/SafeInclusivePlanTemplateInteractive.pdf\">Safe\/Inclusive Plan<\/a> to be completed and uploaded to the RAMP record.<\/li><\/ul><p><strong>DOE<\/strong><\/p><ul><li>May be limited submissions, reach out early to the Research Admin Team to determine if there are campus limitations to proposals.<\/li><\/ul><p><strong>DOD, ONR<\/strong><\/p><ul><li>Requirements for Broad Agency Announcements (BAA&#8217;s) can vary greatly between proposal submissions.<\/li><li>Specific document naming conventions and cover pages are often required.<\/li><li>Submission is via RAMP.<\/li><\/ul><\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n<p><span style=\"text-decoration: underline;\"><strong>Funding Proposal<\/strong><\/span><br>Sponsors create Requests for Funding Proposals (RFP), which outline opportunities to receive funding for research projects. While Federal agencies are our primary sponsor, there are also industry, State and other university or non-profit entities that offer funding opportunities. <br><br><strong><span style=\"text-decoration: underline;\">Agreements<\/span><\/strong><br>Agreements are funding mechanisms which stipulate the terms of use for funds that are transferred between organizations. SSEC Research Support Office facilitates processing of all awards and agreements. RSP maintains many standard <a href=\"https:\/\/rsp.wisc.edu\/forms\/\" target=\"_blank\" rel=\"noreferrer noopener\">agreement<\/a> forms that can be used to initiate agreements with sponsors. If the sponsor provides an agreement, we will work with the <a href=\"https:\/\/rsp.wisc.edu\/\">RSP<\/a> contracts office and the sponsor to negotiate the terms of the agreement.<\/p>\n\n\n\n<p><strong><span style=\"text-decoration: underline;\">Pre-Award &#8220;Tune-In&#8221; Training Sessions<\/span><\/strong><br>Video: <a href=\"https:\/\/admin.ssec.wisc.edu\/images\/proposal_prep_6nov2020.mp4\" target=\"_blank\" rel=\"noreferrer noopener\">Proposal Preparation Lunch and Learn<\/a> (Login Required)<br>Video: <a href=\"https:\/\/admin.ssec.wisc.edu\/images\/nsf_proposal_prep_25aug2022.mp4\">NSF Proposal Submission Guide<\/a> (Login Required)<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Office of Research and Sponsored Programs (RSP) is the office\u00a0authorized\u00a0to submit proposals for extramural support on behalf of researchers at the University of Wisconsin-Madison. All proposals must be routed through the Space Science and Engineering Center&#8217;s Award Office to\u00a0RSP for review and approval prior to submission. An authorized representative must sign any document requiring [&hellip;]<\/p>\n","protected":false},"author":92,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-272","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/pages\/272","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/users\/92"}],"replies":[{"embeddable":true,"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/comments?post=272"}],"version-history":[{"count":60,"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/pages\/272\/revisions"}],"predecessor-version":[{"id":929,"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/pages\/272\/revisions\/929"}],"wp:attachment":[{"href":"https:\/\/www.ssec.wisc.edu\/researchsupport\/wp-json\/wp\/v2\/media?parent=272"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}