Prepare to Apply
Preparing a research proposal involves several important steps, deadlines, and requirements – explore below for a helpful overview and click on the buttons for “Essential Steps for Preparing a Proposal” and “University of Maine Proposal Timeline Policy” to view more specific guidance and policy.
Start Early
Choosing a funding opportunity that aligns with your area of expertise, career stage, and the research priorities of your department and university is essential. Beginning the process early allows you to thoroughly explore potential funding agencies and gain a clear understanding of their application requirements and procedures.
Plan Ahead
After identifying a suitable funding opportunity, the next step is to define the scope of work and estimate the costs involved in executing the project or program. It’s important to develop a timeline that allows sufficient time to plan, consult with collaborators, gather cost estimates, draft the proposal, and revise it through multiple rounds of feedback and editing until a final version is complete. While you are not required to, the Office of Research Development is available to support you throughout the process. Their team offers expertise in identifying funding opportunities, refining proposal narratives, coordinating team science efforts, and enhancing the overall competitiveness of submissions. You are encouraged to reach out for guidance if and when needed.
Be Organized
When preparing a proposal, it’s important to build in as much time as possible to accommodate unexpected delays or last-minute changes. The University of Maine has a structured internal review timeline for all proposals. Final proposal materials must be submitted to the Office of Research Administration (ORA) three full business days before the sponsor’s deadline for compliance and institutional review. To meet this requirement, it’s recommended that principal investigators begin developing the budget with ORA at least 15 business days prior to the submission deadline. Although it’s not mandatory, submitting your proposal to the sponsor ahead of the official deadline is strongly advised to help avoid technical issues or submission errors.
Notice of Intent to Submit a Proposal
The Notice of Intent to Submit a Proposal (NOI) serves as the official notification to the University of Maine’s Office of Research Administration (ORA) that a Principal Investigator plans to submit a proposal. An NOI is required not only when UMaine is the lead institution on a proposal, but also when it is participating as a subawardee through another institution or when a sponsor is providing new funding to an existing UMaine project. The NOI should be submitted through the Proposal Approval Routing System (PARS) at least fifteen business days prior to the sponsor’s submission deadline. While the NOI is not a formal commitment, it enables ORA to plan effectively, identify any special requirements—such as cost sharing, subawards, or limited submission restrictions—and ensure timely administrative support throughout the proposal development process.
Should you have any questions or require further assistance at any stage of the proposal submission process, please do not hesitate to reach out to the Office of Research Administration’s Pre-Award staff. General proposal-related inquiries can be directed by email to proposals@maine.edu. We are here to support you and ensure the success of your proposal.
