Proposal Timeline
Proposal type will determine the applicable ORA submission timeline. Please refer to the following three sections below for more information:
* Total Project Cost = Sponsor Request + Cost Share Funds
Pre-Proposal Timeline
Definition
The term “Pre-proposals” encompasses anything officially submitted to a sponsor prior to submission of a full proposal. This includes white papers, notices of intent, concept papers, and preliminary proposals. Pre-proposals for projects in which UM will be a subaward or collaborator, and pre-proposals for a limited competition are also covered by this policy.
Policy
All pre-proposals that require institutional endorsement prior to submission must be submitted to ORA for review through the Notice of Intent (NOI) function in PARS five (5) business days* prior to submission. Institutional endorsement means any proposals submitted through a federal agency portal or any proposal requiring signature by a University of Maine authorized official.
* Exception: If a pre-proposal includes a budget which cannot be changed after submission, it must be routed through PARS and must follow the ORA Proposal Submission Timeline of 15 business days.
Reason for Policy
Prior notification of pre-proposals is required for the following reasons:
- To ensure compliance with the sponsor guidance
- To ensure adequate staffing is available to review and submit pre-proposals that require institutional endorsement or submission through an online portal
Pre-Proposal Guidance and Best Practices
Common Sponsors that Require Institutional Endorsement
- National Science Foundation (NSF)
- United States Department of Agriculture (USDA)
- National Aeronautics & Space Administration (NASA)
Institutional Contact Information
All pre-proposals must include the correct campus organizational information located at the Office of Research Administration’s Common Proposal Reference Information webpage. The PI is responsible for incorporating the correct campus contact information in pre-proposals that do not require institutional endorsement. Failure to include the correct campus contact information may delay the submission of or preclude the PI from submitting a full proposal.
Pre-Proposals that require a detailed budget
Certain sponsors may require the submission of a detailed budget along with the pre-proposal. If a detailed budget is required, the PI is responsible for following all University and sponsor guidelines and policies when developing the budget, including the correct application of fringe, F&A and other standard University rates. The Office of Research Administration is available to review pre-proposal budgets provided that adequate time is allowed for the review (typically 5-15 business days)*. Failure to include an accurate budget may result in significant changes in the proposed pre-proposal budget and full proposal budget.
* Exception: 15 business days will be required when a detailed budget is required AND cannot be changed when submitting the full proposal.
Proposals with Total Project Cost Less Than $2 Million Timeline
Materials and actions are due at different intervals for proposals with a total project cost of less than $2 million. Please note that “days” means “business days prior to desired submission date” of the proposal.
ASAP
- Notice of Intent (NOI) submitted through PARS
15 Days
- Draft budget, justification, and abstract
- If subawards are included, budget, justification, Scope of Work and indirect costs rate agreements are due at this time
- If cost share is proposed, the draft budget must include proposed cost share amounts and must identify sources on the cost share sources tab
10 Days – If Proposal Has Cost Sharing
- PARS routing initiated with ORA approved budget and budget justification
5 Days
- Working draft of all package forms and attachments; narrative not required
- Final budget approved and PARS routing initiated for all proposals
- Completed subrecipient commitment forms, if applicable
- Significant FCOI disclosure form submitted to the Office of Research Compliance (if applicable)
3 Days
- FINAL proposal package (including final narrative) for submission
- PARS fully approved – no changes may be made to the proposal package after this point
Proposals with Total Project Cost More Than $2 Million Timeline
Materials and actions are also due at different intervals for proposals with a total project cost of more than $2 million. Please note that “days” means “business days prior to desired submission date” of the proposal.
ASAP
- Notice of Intent (NOI) submitted through PARS
- List of PIs, Co-PIs and named senior personnel provided to ORA Pre Award Team
15 Days
- Draft budget, justification, and abstract
- If subawards are included, budget, justification, Scope of Work, and indirect costs rate agreements are due at this time
- If cost share is proposed, the draft budget must include proposed cost share amounts and must identify sources on the cost share sources tab
10 Days
- PARS routing initiated with ORA approved budget and budget justification
- Completed subrecipient forms are due
- Current and pending forms for all senior personnel forwarded to ORA proposal staff for review
7 Days
- All revisions to current and pending forms complete and approved by ORA Director
- Draft narrative provided to proposal staff for inclusion in package for the President’s approval
5 Days
- Working draft of all package forms and attachments
- Significant FCOI disclosure form submitted to the Office of Research Compliance (if applicable)
3 Days
- FINAL proposal package (including final narrative) for submission
- PARS fully approved – no changes may be made to the proposal package after this point
For all proposals exceeding $2M in total project costs all deadlines must be strictly adhered to in order to give upper administration adequate time to fully review and endorse your submission. If one of these key deadlines is not met, permission from the Director or Associate of ORA must be granted in order for the proposal to move forward.
