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University Process

Any commitment or use of UT Arlington facilities, equipment, or resources (faculty time) towards the performance of a grant or contract must be administered and controlled by UT Arlington.  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 (OGCS) is the formal authority to review, submit and accept sponsored projects for external funding.  OGCS, 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 Find Funding, 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. 
 
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 OGCS Helpful Information Sheet for items that are typically requested.  Contact your OGCS specialist for assistance in completing agency forms. 
 
Step 4 COMPLETED OGCS FORMS

Blue Sheet Cost Share Form - The Cost Sharing Authorization Form is a required document for any proposal in which cost sharing is proposed. 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: https://www.uta.edu/mentis/coi for submitting your Annual Conflict of Interest Form. You will need to login using your UTA NetID and Password. For additional help, please 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 OGCS

For Electronic Submissions:
  • Contact your OGCS pre-award specialist well before the due date with opportunity information.
  • Have the electronic documents ready for submission a minimum of 7 days prior to the proposal deadline.
  • If applicable, submit signed Cost Share Form or Indirect Cost Waiver Form via campus mail or scanned copy via email.
  • Make sure the online blue sheet is completed and approved.
  • Call ext. 22105 if you have questions. For hard-copy submissions follow this checklist:
  • Contact your OGCS pre-award specialist well before the due date with opportunity information.
  • Submit a minimum of 7 days prior to proposal deadline.
  • Make the required number of copies per Agency guidelines.
  • Clip copies, do not staple.
  • Make sure the online blue sheet has been completed and approved.
  • Provide a copy of the Agency guidelines or applicable online link.
  • Deliver to OGCS.
  • Call ext. 22105 if you have questions.
Step 7 PROCESSING BY OGCS

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. If hard copy is required the original, including the required number of copies, will be sent by the most expeditious means to meet the deadline.
  • PI receives confirmation from OGCS that the proposal was submitted.
Step 8 PENDING STATUS

OGCS will notify the PI of Agency technical questions. PI will notify OGCS of any sponsor administrative or budget questions.  PI is encouraged to contact OGCS for proposal status after submission.
6-months after the submission date, OGCS will contact the PI to see if any information has been received regarding the disposition of the proposal.  
 
Step 9 AWARD

The funding agency will either contact the PI directly or send the award document to OGCS. If the award document is sent to the PI, the PI should send it to GCS so it can be fully executed.
If the sponsor prefers to enter into a sponsored research agreement or contract, OGCS will negotiate the terms of the contract based on UT Arlington and UT System policies, with input from the PI. Additional information about these policies can be found on the Research Agreement Guide page. 
 
Step 10 CONGRATULATIONS!

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

Grant and Contract Services
202 E. Border Street, Suite 216 • Box 19145 • Arlington, TX 76019-0145