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Division of Title III Administration and Sponsored Programs

Proposal Submission Procedure and Post-Award Activities
13 STEPS REFERENCE PROCESS


Procedures for submitting proposals to state, private, and federal agencies as well as post award activities are as follows:

All grant proposal applications must be internally reviewed and approved before leaving the University as an official final-draft submission. In most cases, a signature from the Special Assistant to the President/Title III Administrator will indicate that a successful internal review of the document has been completed.

Pre-Award Activities

Step 1: AUTHORIZATION TO APPLY FOR GRANTS AND CONTRACTS: The authorization form should be submitted to the Director of Sponsored Programs, Baptist Memorial Building, First Floor. A copy of the RFP must be submitted with the authorization form. This form must be completed and approved before any grants are prepared. The authorization form can be completed electronically.

Step 2: PROPOSAL SUBMISSION: The Principal Investigator (PI) then prepares the proposal components. Using the Authorization form, the PI should secure the appropriate signatures indicated on the form.

Step 3: PROPOSAL REVIEW: The proposal should be submitted to the Director of Sponsored Programs for review at least 10 business days prior to the proposal due date. Please contact the Director of Sponsored Programs to schedule an appointment for the proposal review.

Step 4: REVISIONS: The Director of Sponsored Programs will assist the P.I. with any technical assistance as necessary.

Step 5: SIGNATURE OF THE SPECIAL ASSISTANT TO THE PRESIDENT/TITLE III ADMINISTRATOR & DIRECTOR OF SPONSORED PROGRAMS: Formal approval for submission is not complete until the signatures of the Special Assistant to the President/Title III Administrator and Director of Sponsored
Programs are obtained.

Step 6: SUBMISSION: The Special Assistant to the President/Title III Administrator is responsible for the submission of all proposals. Upon submission an e-mail notification will be sent to the PI.

 

Step 7: AWARD NOTIFICATION: Upon receipt, a copy of the Official Grant Award Notification documentation, the Director of Sponsored Programs
will schedule an appointment with the PI, Special Assistant to the President/Title III Administrator, and Vice President for Financial Affairs/Comptroller to review award obligations and reporting requirements.

Step 8: REVIEW AND FINAL BUDGET SET-UP: The review process consists of the following: (a) Compare proposed budget to approved budget by the awarding agency and make any necessary revisions; (b) Upon completion, the final budget (upon approval from the awarding agency) is forwarded to
the Vice President for Financial Affairs/Comptroller’s office for entry into the financial ledger.

Step 9: ASSIGNMENT OF ACCOUNT NUMBER: The University Comptroller will assign an account number to the project. The account
number (including sub-categories) will be forwarded to the PI by the Director of Sponsored Programs, along with allowable expenditures for
each budget category.

Step 10: PROJECT IMPLEMENTATION: Implementation of all projects/programs must adhere to regulations and required progress reports
sent to the Director of Sponsored Programs.

Step 11: REPORTS AND OTHER REQUIRED DOCUMENTS: The PI is responsible for submission of any additional forms required and/or needed for implementation and progress reporting. All progress reports must be submitted to the Director of Sponsored Programs for review by the Special Assistant to the President/Title III Administrator. If necessary, an appointment will be scheduled with the PI to discuss any issues related to all reports to ensure accurate compliance of stated regulations. Allprogress reports must be submitted to the Director of Sponsored Programs 10 business days prior to the due date.

Step 12: CLOSE-OUT: Upon the termination of any grant sponsored program, the final close out report must be submitted to the Director of Sponsored Programs.
All required signatures must be obtained before any grant programs are officially closed. A close-out interview must be scheduled with the Director of Sponsored Programs to complete this process.

Step 13: AGENCY CLOSE-OUT NOTIFICATION: Upon receipt of the closeout notification from the awarding agency, a copy will be sent by the Director of Sponsored Program to the PI.