Proposal Timeline

Department of Geographical Sciences- Proposal Timeline

Updated 4/7/2020

*In rare circumstances where you are unable to follow the guidelines detailed here, please contact your Research Coordinator as soon as possible to work with them to set up a plan for submission.

**This is the standard process for a proposal submission. The timeline may vary based on what is called for in the solicitation and the advice of your RC. 

4 weeks before deadline or earlier:

  • Carefully review RFP for specific requirements including scope, budget, and limitations for page length, type size, title length, and required supporting documents. If this is an unsolicited proposal, carefully discuss details including scope, budget and submission format with your program manager.
  • Begin outlining your work plan.
  • Identify collaborators and subcontractors.
  • Establish roles for project participants.
  • Inform RC of intention to submit via email. The link to the RFP or document may be provided. This allows the RC time to review the RFP and provide feedback as necessary for the development of the budget and research proposal. 
  • If you require HPC support or plan on buying computer equipment, please reach out to Anil or Geog Help to make sure you are budgeting for the appropriate costs. Your RC will be checking to make sure this included in your draft budget. Some proposals may require a quote. Starting this process in advance will allow Anil enough time to provide the right specifications and quote if needed. Note- Vivre will not approve any proposal that does not have Anil’s input for equipment larger than a laptop or desktop workstation. 
  • Access the department website which will have the most up-to-date templates for budgets, etc. It will also include checklist and templates for each agency that the department normally submits to. The website is will be updated in the near future. An update will be sent once it is complete. 

3 weeks before deadline:

  • Compile budget (identify materials and equipment needed, number and effort levels of research team).
  • If this proposal will involve a subcontract to another organization- inform subcontractors that their complete proposal package (including budget, justification and institutional letter of support) must be completed, routed through their institution and officially signed by their organization before routing through UMD.
  • Provide the RC with the following information: title, period of performance dates, and UMD PI and Co-I’s. This will allow the RC to create the proposal in UMD’s proposal system, Kuali Research. All UMD senior personnel are required to certify the proposal in KR. 

2 weeks before deadline - Proposal Routing - Submission of all materials to your Research Coordinator including:

___ Final budget and justification
___ GEOG Routing Form completed and signed to answer all questions including the credit split. Note: we will be updating this form in the near future. We will send an update when it’s ready. 
___ Draft statement of work
___ Final subcontract materials
___ Letters of commitment, bios, current and pending support and other materials as needed

1 week before deadline:

  • PI continues to finalize statement of work.
  • Budget and routed materials circulate from Geography to BSOS to ORA. PI and Research Coordinator maintain communication.
  • If proposal is to be submitted through NSPIRES or e-submission system, PI or PI's assistant enters required information.
  • Coordinate with collaborators and CO-I's as needed.

48-24 hours before deadline:

  • Statement of Work finalized.
  • NSPIRES or other e-submission system proposals must be completed and released to ORA for review.

Day of Submission:

  • The PI and Research Coordinator continue to communicate with ORA during final review of proposal.
  • Please provide a cell phone# if you will not be on campus or unable to answer emails quickly. If you are on travel and are not available, please ensure that a Co-I is available to assist with any changes. 
  • Make any last minute changes or modifications to budget, justification, or digital proposal materials. These changes should only occur based on guidance from ORA. Any major proposal change may cause the proposal to be recalled in KR. The RC would then have to route again for approval. The PI or PI’s assistant will be responsible for making changes in Nspires or other e-submission system. 
  • Electronic proposals are submitted by ORA. A copy of the email confirmation and final proposal will be sent by ORA to the PI and RC for record keeping.