Proposal Development and Submission
The Office of Sponsored Projects is responsible for submitting proposals seeking external support for research, training/instruction, and service projects at UT Dallas. As soon as a Principal Investigator (PI) contemplates submitting a proposal for funding, the respective Grant Specialist should be alerted. PIs will also want to provide any information such as the due date and RFP/Program Announcement. This will allow the Grant Specialist to both review the guidelines for any unusual requirements and work with the PI on a timeline for submission.
The Office of Sponsored Projects’ (OSP) goal is to assist Principal Investigators in their efforts to secure external funding. This is accomplished by providing the following services and resources to faculty and professional research staff:
- Proposal review, authorization, and submission
- Completion of required internal and external forms
- Preparation and adjustment of budgets
- Award negotiation and acceptance
- Non-financial post award administrative functions
- Education and training on sponsored program-related topics
- Facilitate research collaborations
All submission materials and paperwork must be provided to OSP at least four (4) business days prior to the deadline. Incomplete submissions and/or submissions received after this deadline require approval of the Vice President for Research or the Associate Vice President for Research and will be processed only after all complete and timely applications have been processed.
4 Business Days Prior to Deadline
Grant Specialist will provide a thorough review of all proposal requirements – including, but not limited to, UT Dallas, UT System, sponsor, state and government regulations; applicability; eligibility; budget; cost share; programmatic; format; font; margins; etc.
Incomplete submissions and/or submissions received after this deadline will be processed only after all complete and timely applications have been processed.
2 Business Days Prior to Deadline
Grant Specialists will review budget for compliance and cost share, verify internal approvals are obtained and check for compliance issues.
All submission materials received after the 4-day window will require the approval of the Vice President for Research or the Associate Vice President for Research before OSP will submit the application. An explanation of the extenuating circumstances that resulted in the late proposal must accompany the request for such approval.
1 Business Day Prior to Deadline
Grant Specialists will only verify internal approvals obtained and only after all complete and timely applications have been processed.
Many agencies have prescribed formats for proposal preparation, including the required forms for text, biographical data, and budget. Many agencies also have page, font, margin, type size, and character per inch (cpi) limitations for the body (text) of the proposal. For agencies which do not have specific formats, the OSP suggests that the Principal Investigator organize the proposal as follows:
- Title Page
- Technical Abstract
- Table of Contents
- Statement of the Proposed Research Project
- Review of Relevant Literature
- Brief Description of Proposed Activities or Objectives
- Project Design or Procedures
- Project Evaluation
- Project Management
- Personnel Resources
- Institutional Equipment and Facilities
- Project Budget
- Budget Justification
- Curricula Vitae
- References (literature cited)
See examples of successful proposals and outlines by accessing the Proposal Library.
Principal Investigator (PI) Eligibility
When the University accepts a grant or contract from an external sponsor, the University assumes responsibility for the proper performance of the stated project, for the fiscal management of the funds received, and for accountability to the sponsor. Since the institutional responsibility for meeting these obligations is vested in the Principal Investigator, only individuals who are full-time university employees (not adjunct appointments) and have the approval of their Dean are allowed to do research at the University.
Award Negotiation and Acceptance
Learn about negotiating the budget and accepting your award.