HOW TO PREPARE YOURSELF (AND YOUR PI) FOR ANY PROPOSAL SUBMISSION Basic Overview of Proposal Preparation

Where do you start? Read and Analyze the RFP/RFA

Then ask yourself… Who? What? Where? When? Why? How? Answers to these questions will tell you how to treat each specific proposal

Who? Who are the players involved? Who is the PI? Is the PI eligible? Is there a Co-PI? Is there a Subk? Other personnel on the project? Who is the sponsor? Determines which SPA officer you work with Tells a bit about what the application process will be like (e.g. grants.gov, proposalCENTRAL, ) F&A Rate may change with sponsor

What? What type of project is it? Fellowship? Program grant? Construction grant? STTR/SBIR? Industry Research Contract? Clinical Trial? Equipment Grant? Basic Research to the Feds?

Where? Will the project be done at UCI/UCIMC facilities? Will the project take place entirely off- campus? This could impact F&A rate used Are any foreign activities proposed? Contact your SPA officer or export control administrator if you have questions

When? When is the proposed start date? End Date? When is the Sponsor deadline? Electronic submission? Receipt date deadline? When are the internal UCI deadlines? Deans Office reviews SPA reviews

Why? What is the nature of the project? Pre-clinical testing using animal subjects. Researching CO2 gas emissions from the earth’s crust at the bottom of the Pacific. Helicopter surveying of iceberg melting patterns in Antarctica Educational outreach to the community for teaching parents strategies for raising children with autism Renovation of the Greenhouse Research Facility at UCI

How? Budget Are all the costs budgeted correctly to satisfy the entire scope of work proposed? Arrange meetings and collaborate with other offices as needed. Space available to conduct the work?

Questions to ask early Are human subjects involved? Are vertebrate animals involved? Are stem cells involved? Are there export control issues? Are there subcontractors involved? Is there any existing or anticipated Intellectual Property? Is there cost share? Does the sponsor allow F&A? Waiver required?

What next? Apply what you know from all the information you gathered to fit the specific proposal requirements Collect required proposal forms COI (700U vs. Fed Disclosure Form 800 or 900) AA Form (soon to be KUALI) Subk Commitment Form, if applicable PI Clinical Trial Questionnaire, if applicable F&A Waiver request, if applicable PI Exception Request, if applicable

Remember… Read, Analyze and Communicate SPA views you as the subject matter expert because you see your PIs daily Don’t be afraid to question the PI Ask your SPA team if you have questions Keep in mind this service is offered to the entire campus with similar deadlines If something doesn’t seem to fit correctly, arrange a sit down meeting with all the players. Feel free to invite your SPA team to the meeting. We welcome it!

Useful tools Checklist Outline Roles and Responsibilities List of who is doing what in the process. This will help make it clear to PI who they can go to for help Create internal deadlines Set reminders on your calendar Follow up with all the players (daily, weekly) Use budget templates Don’t have one? Ask a colleague

Questions?