Tips for Navigating the University Submission Process
When to Submit
The earlier, the better. Please let the CVM ORGS staff know as early as possible that you plan to submit the proposal. If your proposal involves multiple departments/centers (for example if you are an academic faculty member but submitting the proposal through a center, or if Co-PI’s are from different units), then give a heads-up to the business manager and/or administrative assistant handling the process in both units.
REMINDER: POLICY 70.01: The originator of the proposal shall prepare an Internal Approval Sheet (IAS) and obtain the approval signatures of the Department Head and the Dean/Director of the appropriate unit. A final copy of the proposal, a completed IAS and a completed and signed Proposal Cover Sheet should be forwarded to Sponsored Programs Administration (SPA) a minimum of three working days prior to the deadline receipt date for the proposal.
In addition, CVM administration must review the proposal and sign the IAS. In order to allow for this review, the proposal should be submitted to CVM ORGS no less than 5 working days prior to the submission deadline.
What to Submit
As soon as you know that you are planning to submit a proposal, email the CVM ORGS staff to let them know. Provide a copy of the RFP, so they can start preparing. Be sure to note any special requirements on facilities use, cost match, restrictions on indirect rates, etc. These will need to be dealt with as early as possible. Most delays in proposal submission are related to budget issues. Thus, having the budget reviewed by CVM ORGS early in the process is critical.
If you do not have the full proposal ready to submit, then, at least one week before the submission deadline, submit a copy of the IAS, summary, budget, budget justification, any additional information related to facilities use and your current draft of the proposal. Then as the submission deadline approaches, you can submit the full proposal. Please do not wait until you have the full proposal ready to start the process.
Please remember that only three people at MSU are authorized to sign contracts, grants, and other documents that obligate the university. No one at CVM has this authorization. So, it is necessary for grants, contracts, and other agreements to be submitted through the Office of Sponsored Projects (OSP). Such documents must be submitted first to Stephanie Huffman in the Office of Research and Graduate Studies (ORGS). This allows us to review the grant, IAS, or other documents, and correct any errors in budgets or other information before submitting to OSP. Ultimately, this saves time for our investigators, because it prevents documents being returned to you for correction. It also allows us to keep records on grant submissions and other agreements that are needed for accreditation reports and other purposes.
Office of Sponsored Projects (OSP) Useful Websites and Data
Quick Facts includes information often needed about MSU on your applications. OSP Staff specialize in particular agencies, and they can be identified at the OSP web site by entering the agency to which are applying. The research tool kit is a comprehensive set of information about grant submission and management.
The OSP web site is useful, but it is important to consult with ORGS staff when you have questions or problems relating to proposal submission (Stephanie Huffman) or management (Christy Wilder).
Please note: OSP requires proposals be submitted to them at least 3 days before the funding agency deadline. ORGS requires the proposal and Internal Approval Sheet (IAS) two days before that. So, it is necessary to build 5 business days into your timeline for each submission. If it becomes clear you will not meet these deadlines, check as soon as possible with the Associate Dean for Research and Graduate Studies and provide the reason for missing a deadline. Exceptions will be granted where appropriate, but they will be rare. Please submit your Request for Proposals (sometimes called Funding Opportunity Announcement) and your budget and IAS to Stephanie Huffman as early as possible. Getting this done early will allow you to focus on the scientific content as the deadline approaches.
It is recommended for most grant submissions that you include a few sentences to let reviewers know that MSU is a major research university. There is a nice list of current information here, https://www.research.msstate.edu/rresources/pdf/21stcentury.pdf
CVM Office of Research and Graduate Studies Proposal Submission Contacts
Wise Center R2000
Wise Center R2004