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 (GCS) is the formal authority to review, submit and accept sponsored projects for external funding. GCS, 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 SOURCESReview and search Find Funding, contact your Grant and Contract Specialist, or call us at 817-272-2105.
STEP 2: WRITE A PROPOSALFollow 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 FORMSA 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 GCS Helpful Information Sheet for items that are typically requested. Contact your Grant and Contract Specialist for assistance in completing agency forms.
STEP 4: COMPLETE GCS FORMS
- Blue Sheet
- Complete Online Web Version
- Compliance Checklist
- Cost Share Form
The Cost Sharing Authorization Form (included in Mentis BlueSheet) 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://www.uta.edu/mentis/coi 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 CONSIDERATIONSProjects 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 GCS
Contact your GCS pre-award specialist well before the due date with opportunity information.
For Electronic Submissions:Have the electronic documents ready for submission a minimum of 7 days prior to the proposal deadline.If applicable, submit signed Cost Share Form or Indirect Cost Waiver Form via campus mail or scanned copy via email.Make sure the online Blue Sheet is completed and approved.
For hard-copy submissions:
- Submit a minimum of 7 days prior to proposal deadline.
- Make the required number of copies per agency guidelines. (Do not staple.)
- Make sure the online Blue Sheet has been completed and approved.
- Provide a copy of the agency guidelines or applicable URL.
- Deliver to GCS.
- Please call 817-272-2105 if you have questions.
STEP 7: PROCESSING BY GCS
Proposal is reviewed for:
- Budget (Meets University and agency guidelines)
- 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. If hard copy is required, the original including the required number of copies will be sent by the most expeditious means to meet the deadline.
- PI receives confirmation from GCS that the proposal was submitted.
STEP 8: PENDING STATUS
GCS will notify the PI of any technical questions from the agency. PI will notify GCS of any sponsor administrative or budget questions. PI is encouraged to contact GCS for proposal status after submission.
Six months after the submission date, GCS 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 GCS. If the award document is sent to the PI, the PI should send it to GCS so it can be fully executed.
If the sponsor prefers to enter into a sponsored research agreement or contract, GCS 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.