Weecology's Wiki
UF Bureaucracy
Proposals

Submitting a grant proposal

All proposals must be sent to the WEC staff to enter into UFIRST. Once everything is entered correctly in UFIRST, it will be reviewed by the Division of Sponsored Programs. Only once the DSP has approved it can it be submited to the sponsor.

Preparation

When starting a new proposal, send Glenda the following information:

  • Sponsor, Solicitation
  • Start Date
  • End Date
  • Who are the Key Personnel
  • General budget items
    • Personnel positions, salaries, time commitments
    • Cost of living increase?
    • Other expenses
    • Participant support
    • Subawards
  • F&A Base (TDC or MTDC)
  • F&A rate

Create a new Weecology Shared Drive folder with the name of the sponsor, or a new year within an existing folder. All documents required for the proposal must be included in this Drive folder. Create a Trello card using the proposal template checklist. Link the Drive folder on this card.

Budget

  • Check PI salaries
  • Check and update Fringe Rates
  • Check and update tuition rates
  • Individual Items 5k or more do not get included in IDC calculation. This includes large Hipergator purchases.
  • Check F&A base is correct and IDC is being calculated correctly.
  • Check F&A rate is correct.

Budget Justification

  • Use most recent previous budget justification as a template.
  • Include salary/wage, time commitments, fringe, and cost of living increase in personnel description.
  • Travel costs and other complicated calculations should be itemized in a table.
  • Include justification for F&A rate.

Subawards

Other

Check the solicitation for all other required documents and make sure they are in the Drive folder. The DSP Grant Hub has checklists and templates.

Submission to WEC Grants/DSP

Compile everything listed below, complete the list of general proposal information, and email everything to wecgrants@ifas.ufl.edu. The proposal must be submit-ready when it arrives to Division of Sponsored Programs for review.

Documents to attach

Every proposal needs a detailed budget, detailed budget justification and scope of work/proposal in addition to other items the sponsor requests.
Attach the following documents in the email:

  • Proposal - Description of Work - Scope of Work - Work Plan (REQUIRED)
  • Detailed Budget (REQUIRED)
  • Detailed Budget Justification (REQUIRED)
  • Biographical Sketches (if applicable)
  • Current and Pending (if applicable)
  • Collaborators & Other Affiliations (COA) (if applicable)
  • Any Other Documents required by Sponsor

UFIRST SmartForm

The list below is what we need to get your proposal entered into UFIRST.
If your proposal does not apply to some of the below items just leave it blank or type N/A.

PROPOSAL DETAILS

  • Principal Investigator / Program Director / Fellow:

    • Only use the Mentor field for fellowships, training grants, dissertation awards or similar student augmentation awards where a student or postdoc must be listed as PI on the application. For multi-PI applications, select the contact PI. The Contact PI will be responsible for relaying communications between all of the PIs, University Officials and the Sponsor, where appropriate.

  • Co-PI:

    • Enter the department they are from if not WEC

  • Identify the Mentor / Responsible Faculty Member:

  • Submission Deadline:

    • Reminder UF has a deadline policy that all proposals must be submitted and submission ready 6 working days prior to deadline, this allows 1 day for RA, 3 days for IFAS, 2 days for DSP, any announcement less than 30 days is exempt from the deadline policy.

  • Is this a Published/Hard Deadline or a Target Deadline

    • Submission deadline is the actual sponsor deadline. If there is no sponsor deadline select “No Deadline”.

  • Full Title of Proposal:

  • Sponsor Name:

  • Is this a Flow Through - Who is the Originating/Prime Sponsor?

  • Is this a Federal Grant? Yes/No

  • Indicate how the application will be submitted:

  • Specify who is responsible for submission and the exact method of transmission (who, when, where, and how)

    • Grants.gov / SF424 / EzFedGrants / Other please explain

  • Proposed Start Date:

  • Proposed End Date:

  • Type of Application:

    • Pre-Proposal - Letter of Intent (LOI) / White Papers / New - Initial Request / Resubmission - Unfunded application that has been modified following initial review and resubmitted for new consideration / Renewal - Initial request for additional funding for a period subsequent to that provided by a current award. / Continuation - Subsequent budget period within a previously approved project / Revision - Update or improved

  • Identify Subrecipient Organizations:

    • Subrecipient organizations outside UF receiving funding from this project.

  • Identify any third party organizations (unpaid collaborators, provider of third party cost sharing, or other materials) involved in the project:

    • Organizations outside UF with whom UF is collaborating but not paying as a vendor or subrecipient, or who is providing support, resources, information, or equipment for this project.

  • Provide any additional information that would be useful for this review:

  • Opportunity ID or CFDA # or RFA #

    • Add the link to the solicitation or portal or website

  • Senior / Key Person – 1. Names 2. Department Name 3. Role

    • Example: Ally Gator – UF Department – Co-PI
    • Role Options – Co-PI, Faculty, Post Doc, Consultant, Co-Investigator, Other (Specify)

  • Other Significant Contributor – 1. Names 2. Department Name 3. Role

    • Example: Ally Gator – UF Department – Post Doc
    • Role Options – Faculty, Post Doc, Consultant, Other Professional, Technician, Other (Specify)

  • Other Non-Key Personnel – 1. Names 2. Department Name 3. Role

    • Example: Ally Gator – UF Department – Other Professional
    • Role Options – Faculty, Post Doc, Other Professional, Graduate Student, Undergraduate Student, Technician, Secretarial/Clerical, Other (Specify)

  • All Non-UF Key Personnel Named in Proposal

    • List out any third-party organizations (unpaid collaborators, provider of third-party cost sharing, or other materials) involved in the project: Organizations outside UF with whom UF is collaborating but not paying as a vendor or subrecipient, or who is providing support, resources, information, or equipment for this project.
    • Example: First Name – Last Name – Organization Name

  • IRB - Human subjects including human data or tissue or collection of data through surveys: Yes/No

  • IACUC - Live Vertebrate: Yes/No

  • Does the proposed research fall within the scope of, or is it impacted by, current U.S. government policies, regulations, and laws on dual-use research of concern, gain-of-function research, or research involving pathogens with enhanced pandemic potential? Yes/No

  • Is this proposal being considered for funding through a peer reviewed process?

    • Is this proposal being considered for funding in a competitive process whereby peers evaluate this application against other applicants vying for the same funds?

  • What is the Primary Purpose of this project?

    • Research, Instruction, Extension
    • Example: 60% Research, 30% Instruction, 10% Extension
    • The primary purpose is determined by the majority of the budget.
    • For informational purposes, provide a breakout of the budget based upon activities described in the scope of the work.
    • Instruction includes instruction of UF students
    • Extension includes instruction/outreach to non-UF participants/students
    • 50/50 is not allowed.

INTERNATIONAL ENGAGEMENT

A. Travel or send anyone working on this project to a location outside the US for more than 2 weeks in any one visit or more than 1 month over a 12 month period?

  • Enter Travel Details:
    • Country:
    • Start Date:
    • End Date:
    • Purpose:

B. Establish any relationships with foreign entities, individuals, or consultants; or have any of the work executed by a foreign entity, individual or consultant? Identify entity(ies) and/or individual(s). If an entity, also list the primary technical contact.

  • Individual:
  • Entity:
  • Entity Primary Technical Contact:
  • Description of Work
  • Country
  • Approximate Budget Amount

C. Pay non-UF personnel salaries, wages, or any other compensation (including goods) for any work performed or engagement in activities outside the US? This includes field workers, research assistants, government representatives, participant payments, translators, drivers, or any other laborers. Identify entities or persons:

  • Individual:
  • Entity:
  • Description of Payments Purpose:
  • Country
  • Approximate Budget Amount

D. Transfer, ship, or pack in personal luggage for transfer out of the US any data, items, supplies, equipment, or materials purchased by UF or sponsored projects’ funds? Identify items or types of items:

  • Item or Type of Item:
  • Country:

E. Perform any other activities not identified above outside the US or engage with any other entity, individual, or consultant outside the US? This does NOT include conference attendance. Describe the activities:

  • Description:
  • Country:

F. Interact with an individual from, ship to, import from, or travel to a country listed below?

  • Country(s)

SUBRECIPIENT(S) (if applicable)

  • Endorsement from the Subrecipient’s Authorized Official (e.g. – signed budget pages, letter of intent, signed sponsor cover sheet or face page) (Please Attach)
  • A clear Description of Work to be performed by the subrecipient. The statement of work provides a general overview of the subrecipient’s role in the project. (Please Attach)
  • Subaward Detailed Budget (Please Attach)
  • Subrecipient Detailed Budget Justification (Please Attach)
  • Biographical Sketches of Key Personnel (Please Attach)
  • Current and Pending Support of Key Personnel (Please Attach)
  • Representations and Certifications (Please Attach)
  • Collaborators & Other Affiliations (COA) (Please Attach)
  • Negotiated Facilities and Administrative Cost Agreement (Please Attach)
  • Any Other Documents required by Sponsor (Please Attach)