Skip to content. Skip to main navigation.

Proposal Process

Before you begin this section we recommend that you review the "Guide to Research Funding". The Guide provides more detailed information on the preparation and submission of proposals and is a useful reference for the completion of documents and handling of problems that may be encountered in the administration of awards.

It is also very important to note:  Any commitment or use of UTA facilities, equipment, or resources (faculty time) towards the performance of a grant or contract must be administered and controlled by UTA.  Only authorized officials assigned by the University President may commit the University to an external project, which includes the FORMAL submission of proposals and/or acceptance of awards.  The Office of Grant and Contract Services (GCS) is the formal authority to review, submit and accept sponsored projects for external funding.  GCS, through the Proposal Process, serves faculty and the university to help ensure all research and extramurally funded projects conducted by university employees comply with relevant federal, state, UT System/Board of Regents and Sponsor policies.

Step 1 IDENTIFY FUNDING SOURCES

Review and search funding opportunities, contact your Grant and Contract Specialist, or call us at extension 22105.

Step 2 WRITE A PROPOSAL

Follow the sponsoring agency guidelines (usually in “Request for Proposal [RFP]”, “Program/Funding Announcement”, “Guides” etc.)  Guidelines will include format and font requirements.  Check for Sponsor or Program Specific Submission Instructions Other helpful Links: Grant Writing Tips

Step 3 COMPLETE AGENCY FORMS

There are a number of Agency Forms that can be required as part of the proposal package.   Some include Proposal Face/Cover Page, Representations and Certifications, program specific, or a proposal template.

Review the GCS Helpful Information Sheet for items that are typically requested.  Contact your GCS specialist for assistance in completing agency forms. 

Step 4 COMPLETE GCS FORMS

Blue Sheet

  • Complete Online Web Version   
  • Instructions   
  • Compliance Checklist

Cost Share (Word Template) 
The Cost Sharing Authorization Form provides the necessary information for any proposal in which cost sharing is required by the funding agency guidelines. Required only if the University has committed a cost share within the proposal. 

Online Conflict of Interest Form 
Please use the online submission system at: http://www.uta.edu/ra/real/loginscreen.php?view=100 for submitting your Annual Conflict of Interest Form.You will need to login using your UTA NetID and Password. For additional help, please take a look at the quick start guide: MS Word | PDF or Contact Regulatory Services.

Step 5 SPECIAL CONSIDERATIONS

Projects which involve biological safety, human subjects, animals subject or radioisotopes must have approval from the appropriate Committee (may be required prior to submission of proposal).  Review the Compliance checklist for additional information.

Step 6 SUBMIT PROPOSAL TO GCS

For hard-copy submissions follow this checklist:

  • Submit a minimum of 7 days prior to proposal deadline.   
  • Make the required number of copies per Agency guidelines.   
  • Clip copies, do not staple.   
  • Place the completed blue sheet on top.   
  • Provide a copy of the Agency guidelines or applicable online link.   
  • Obtain Chair and Dean signatures on the blue sheet.   
  • Deliver to GCS.   
  • Call ext. 22105 if you have questions.

For electronic submissions (such as NSF Fastlane, NIH commons, Grants.gov) be sure to work with your grant and contract specialist and have electronic documents ready for submission a minimum of 7 days prior to the proposal deadline.

Step 7 PROCESSING BY GCS

GCS assigns a number to the proposal.Proposal is reviewed for:

  1. Budget (Meets University and Agency guidelines)   
  2. Format   
  3. Completed representations and certifications   
  4. Special Considerations   
  5. Blue Sheet and Cost Share Form (checked for accuracy and approvals)
  • Proposal is submitted for Institutional review and signature(s)   
  • Proposal is submitted to the funding Agency in the required format (including required number of copies) by the most expeditious means to meet the deadline.   
  • PI receives confirmation from GCS that the proposal was submitted with record copies of signed approvals.

Step 8 PENDING STATUS

GCS will notify the PI of Agency technical questions. PI will notify GCS of any sponsor administrative or budget questions.  PI is encouraged to contact GCS for proposal status after submission.

Step 9 AWARD

The funding agency will either contact the PI directly or send the award document to GCS. If the award document is sent to the PI, the PI should send it to GCS so it can be fully executed. New: Award Process - Guide to UTA's Sponsored Research Agreement

Step 10 CONGRATULATIONS!

Upon completion an account number is established and the PI is notified. CONGRATULATIONS!