University Process
Proposal Submission Milestones | UTA Info Sheet | Blue sheet Instructions | IDC Distributions
Any commitment or use of UT Arlington facilities, equipment, or resources (faculty time) toward the performance of a grant or contract must be administered and controlled by UT Arlington. Only authorized officials assigned by the University President may commit the University to an external project, which includes the formal submission of proposals and/or acceptance of awards. The Office of Grant and Contract Services (OGCS) is the formal authority to review, submit and accept sponsored projects for external funding. OGCS, through the Proposal Process, serves the faculty and university to help ensure all research and extramurally funded projects conducted by university employees comply with relevant federal, state, UT System/Board of Regents and Sponsor policies.
STEP 1: IDENTIFY FUNDING SOURCES
Review and search Find Funding, contact PreAward, or call us at 817-272-2105.STEP 2: WRITE A PROPOSAL
Follow the sponsoring agency guidelines usually in "Request for Proposal [RFP]", "Program/Funding Announcement", "Guides" etc. Guidelines include format and font requirements.STEP 3: COMPLETE AGENCY FORMS
A number of agency forms are required as part of the proposal package. Some of these include Proposal Face/Cover Page, Representations and Certifications, program specifics, or a proposal template. Review the OGCS Helpful Information Sheet for items that are typically requested. Contact PreAward for assistance in completing agency forms.STEP 4: COMPLETE OGCS FORMS
- Start a blue sheet
- Blue sheet Instructions
- Cost Share Form
The Cost Sharing Authorization Form (included in Mentis blue sheet) is a required document for any proposal in which cost sharing is proposed. It is required only if the University has committed a cost share within the proposal. - Online Conflict of Interest Form
Please use the online submission system at: https://mentis.uta.edu/public/#trn/user/available-training/id//unit-id//status/1/page//per-page/ to submit your Annual Conflict of Interest Form. You will need to login using your UTA NetID and Password. For additional help, please contact Regulatory Services.
STEP 5: SPECIAL CONSIDERATIONS
Projects which involve biological safety, human subjects, animal subjects or radioisotopes must have approval from the appropriate committee. (This may be required prior to submission of proposal.) Review the Compliance Checklist for additional information.STEP 6: SUBMIT PROPOSAL TO OGCS
- Contact PreAward 15 days before the due date with opportunity information.
- 5 Business Days Before Deadline: Submit all non-technical documents (budget, justification, biosketches, current & pending support, facilities/resources, internal forms, subaward documents) in final format to OGCS.
- 3 Business Days Before Deadline: Submit all technical documents (project description, research plan, abstract, specific aims) in final format to OGCS by 8 a.m.
- Make sure the Blue Sheet is completed and approved.
- OGCS will review all documents and submit the proposal to the sponsor.
STEP 7: PROCESSING BY OGCS
Proposal is reviewed for:
- Budget (Meets University and agency guidelines)
- Format
- Completed representations and certifications
- Special Considerations
- Blue sheet and Cost Share Form (checked for accuracy and approvals)
- Proposal is submitted for Institutional review and signature(s).
- Proposal is submitted to the funding agency in the required format.
- PI receives confirmation from OGCS that the proposal was submitted.
STEP 8: PENDING STATUS
OGCS will notify the PI of any technical questions from the agency. PI will notify OGCS of any sponsor administrative or budget questions. PI is encouraged to contact OGCS for proposal status after submission.
Six months after the submission date, OGCS will contact the PI to see if any information has been received regarding the disposition of the proposal.
STEP 9: AWARD
The funding agency will either contact the PI directly or send the award document to OGCS. If the award document is sent to the PI, the PI should send it to OGCS so it can be fully executed.
If the sponsor prefers to enter into a sponsored research agreement or contract, OGCS will negotiate the terms of the contract based on UT Arlington and UT System policies - with input from the PI. Additional information about these policies can be found in the Research Agreement Guide.
Upon completion an account number is established and the PI is notified.