College of Agriculture
and Life Sciences
Instructions for Routing Grant Proposals
Prepared by CALS Administrative Services (rev. 9/05)
The CALS grant routing procedures apply to all grants - including those that must go to a 501(c)3 organization (a foundation).
Grant proposals should be reviewed in your department business office before the department head signs the routing sheet. After that, you must obtain College level approval by routing your application materials to CALS Administrative Services. Staff in that office will review your proposal routing sheet, budget, budget narrative, and other budget-related forms and attachments. The Extension Director and/or Vice-Dean will not sign off on your proposal until that office has completed its review. Note that proposals for continuation of existing grants require the same routing process as new proposals.
If you have questions as you put your proposal together, especially those related to budget, cost sharing, indirect cost rates, etc, consult Sponsored Projects Services or visit their web site at http://www.sps.arizona.edu/ ; or call the CALS Administrative Services Operations Section (see directory at http://ag.arizona.edu/aas/home/staff.html ).
It should also be noted that you can fax your proposal budget to CALS Administrative Services (CALS fax # 520-621-8558) and/or Sponsored Projects for a preliminary review, even before you have finished writing the text of your grant application. This gives everyone more time to resolve any issues that surface, and to make necessary corrections before your submission deadline.
Once your proposal is complete, and your materials have been reviewed and approved at the department level, your application packet should be delivered to CALS Administrative Services. To expedite the routing process, off-campus units may fax their materials to CALS and Sponsored Projects for approvals, provided the proposal doesn't include any sponsor forms that require an original Sponsored Projects signature. If you choose to route your proposal in this manner, Sponsored Projects requires that you follow up by mailing the original of the Proposal Routing Sheet (with original signatures) to them. Whether delivered in person, or by fax, your application packet should contain the following:
** ONE COPY of the portions of the proposal solicitation which describe the administrative guidelines--how to apply for the grant, authority under which monies are allocated, required forms, required certifications, matching or cost-sharing requirements, dates for the project, deadlines, allowability of indirect cost, special guidelines and restrictions that apply to these monies, etc.
ONE ORIGINAL PLUS ONE COPY OF EACH OF THE FOLLOWING:
** A completed Proposal Routing Sheet, signed by the Principal Investigator(s) and the Unit Heads of all involved departments. This form, with instructions, is available on the Sponsored Projects Services web site at http://www.sps.arizona.edu/proposal/proposalroutingsheet.htm . Principal Investigator signatures may not be delegated.
** Your proposal. At a minimum, include an abstract, budget, and budget narrative. Some sponsors require specific forms and/or special certifications as part of the proposal. Also, while it is unusual for there to be a contract required by the sponsor at the proposal stage, it can happen. If so, the contract should be routed with the proposal because it must be reviewed and signed by ORCA--Office of Research and Contract Analysis (not the PI or unit head). Be aware that contracts can add significantly to the time it takes to get your proposal approved by Sponsored Projects.
** A CALS or Sponsored Projects Worksheet for Cost Sharing or Matching, if your proposal involves cost sharing or matching funds. This worksheet is available at http://ag.arizona.edu/aas/home/policy.html All individuals whose salaries are being used to meet cost sharing or matching requirements need to agree in advance to participate on the project at the stated levels.
** Required documentation for less than full indirect cost rates, per the following requirements:
Non-Federal, For-Profit sponsors - Stipulated Rate:
If NOT on the Sponsored Projects list (available under "Proposol Preparation" on the Sponsored Projects Website),
-Attach stipulation.
-Requires Vice Dean approval.
-Requires VPR office approval.If on the Sponsored Projects list, no other approval required.
Non-Federal, Non-Profit sponsors - Stipulated Rate:
-Attach stipulation.
-Requires Vice Dean approval.
-Sponsored Projects has authority to approve the waiver.Federal Agencies - Stipulated Rate:
-Attach stipulation.
-Requires vice-Dean approval.
-Sponsored Projects has authority to approve the waiver.Federal or Non-Federal sponsors - Lower than Stipulated Rate:
-Attach Stipulation.
-Attach justification memo signed by the PI and Unit Head.
-Requires Vice Dean approval.
-Requires VPR office approval.
Once CALS Administrative Services signs off on your proposal, you need one or two additional signatures within the College:
For Extension projects administered by CSREES, the Extension Director's signature is required.
Additionally, all CALS proposals must be signed by the Vice-Dean or his designee. Note that the delegation of the Vice-Dean's approval is extremely limited for projects with less than full indirect cost rates, so there may be delays.
Additionally, the routing sheet contains a list of special approvals that may be required from offices elsewhere on campus. The specific requirements depend on the grant activity, and whether there is involvement with any of the items listed on the proposal routing sheet. Be particularly aware that if your proposal involves human subjects you must have completed the required human subjects training course before Sponsored Projects will consider your proposal, and this could add significant time to your approval cycle. See http://www.irb.arizona.edu for more information on this requirement.
After the proposal has been approved by Sponsored Projects, it is the Principal Investigator's responsibility to send the original and any required copies to the sponsor.
After you have routed your proposal or after an award has been made, your sponsor may request additional or revised budget information; or send you additional forms to fill out or a contract to be signed. The additional materials also need to be routed through CALS Administrative Services. Prepare a new Proposal Routing Sheet, marked to indicate a "revision" or "supplement" as appropriate, and attach a copy of the original routing sheet. Remember that PIs and/or unit heads are not authorized to sign contracts or written agreements, and should route such documents to Sponsored Projects for approval by ORCA.
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Go to the CALS Administrative Services Home Page: http://ag.arizona.edu/aas/home/