Proposal Submission Process

The normal proposal submission process begins when a potential researcher discovers an RFP (Request for Proposals) or BAA (Broad Area Announcement) that seems to align with her/his particular research interests. RFP/BAAs generally contain specific instructions as to the contents and order of the final submission package.

In some instances, internal competitions will be held to select limited proposals to be submitted.

To start the proposal submission process, use the Intent to Propose (ITP) to notify the OSP of the intention to apply. Deadlines are as follows:

• If a Mines PI is submitting a proposal directly to an agency and there are no subawards, the Notice of Intent must be submitted at least 10 BUSINESS days prior to the proposal submission deadline (submission deadline date + 10 working days).

• If a Mines PI is submitting a proposal directly to an agency and there are one or more subawards, the Notice of Intent must be submitted at least 11 BUSINESS days prior to the proposal submission deadline (submission deadline date + 11 working days).

• If a Mines PI is submitting a subaward and another entity is the lead, the Notice of Intent must be submitted at least 15 BUSINESS days prior to the proposal submission deadline (submission deadline date + 15 working days, allowing 5 days for the submitting entity to do their own routing).

Some RFPs have many PIs submit for the same deadline (e.g., BOR research competitiveness). For those RFPs, additional days may be required to handle the higher volume of submissions. These special deadlines which will be announced by OSP shortly after an RFP is published.

Guidelines for the submission process.

Sponsored Programs staff will review the RFP/BAA and to assist the researcher in the development of the budget and budget justification for the proposal, and in ensuring compliance with regulations associated with submitting applications to a particular funding source.

The budget and a draft project description as well as all other internal documents needed for approvals (e.g., equipment justification), must be loaded to the NOI site at least 3 business days prior to the submission deadline to allow for Co-PI(s) (if applicable), Department Head, Center Directors (if applicable), the Provost and the Vice President for Research to review and approve the proposal for submission.

OSP will submit the proposal package, once complete, on behalf of the researcher. OSP is the only agent authorized to submit proposals at Mines.

Researchers should be aware that once their proposal is submitted it becomes part of the public domain and is reachable by a Freedom of Information Act (FOIA) request to the funding agency or Mines.