Pre-Award
The process of receiving research funding through federal, state or local sponsors begins here. If the principal investigator (PI) (faculty, staff or student) wants to receive external funds to conduct research, then Pre-Award is the place to start. Pre-Award provides a multitude of resources to the research community at Stevens.
Goals
Earn and maintain the trust of faculty and university leadership
Build lasting relationship with both internal customers and external customers
Reliable and outstanding service
Respect for the research enterprise and goals of the research community
Understand our profession thoroughly to be flexible and imaginative when needed
Primary Functions
Identification of Funding Opportunities – Faculty and staff are encouraged to use Grants.gov, NSF Research.gov, NIH eRA Commons and other research engines.
Proposal Development – Pre-Award will review the program announcement or solicitation and work closely with the PI(s) to prepare the required documents. Those documents can consist of the following: budgets, budget justifications, current and pending support, cover letters, etc. In addition, the Pre-Award Specialist(s) will interface and coordinate with potential subcontractor(s) and the collection of subcontracting information. This function also assists in the uploading of documents on sponsor submission portals. Please note: The responsibility of the technical write-up falls on the PI; however, there are resources for reviewing and editing, if needed.
Proposal Construction – We provide boilerplate language to the PI or sponsor and complete various types of administrative forms required for the specific submission. Those administrative forms could consist of representations and certifications (reps and certs); cover letters; and other miscellaneous documents.
Multidisciplinary Proposal Coordination – The Pre-Award Specialist(s) also handles the development of complicated and multi-dimensional proposals which include large, complex budget spreadsheets, coordination of multiple internal and external collaborators, and fostering the cooperation of everyone involved. The Pre-Award Specialist is responsible for ensuring all required documents are received from all parties.
Proposal Review and Submission – This function is performed by the Pre-Award staff as well as other subject matter experts whose input or authorization to submit may be needed. It is important to note that no proposal will be submitted without a Proposal Routing Form and Cost-Share Commitment Form on file.
Sponsor Interface – Contacting the sponsor with questions about the program announcement/solicitation and providing additional documentation or clarification as requested by the sponsor are handled by the Pre-Award Specialist(s). This interface is conducted prior to final issuance of the award.
Maintenance of Pre-Award Research Data – Research data is initiated and entered at the proposal stage through our database system, Coeus, and is maintained throughout the project’s life.
Training and Education – Continuous training and professional development is required for all Pre-Award staff. Outside professional development includes attending NCURA (National Council of University Research Administrators) workshops, an annual meeting in Washington, D.C., or any other research administration conference. In-person training for the research community is available upon request.
Serve as Subject Matter Experts – All personnel of OSP are trained and knowledgeable on matters such as allowability of costs, administrative processes, regulations and procedures developed and required by applicable federal, state and local organizations, as well as university requirements and policies.
Proposal Alert System
The Proposal Alert System is a notification and tracking tool designed to streamline the process of initiating sponsored research projects. Researchers, please use this tool to submit an alert when you are ready to collaborate with a pre-award specialist for assistance in preparing and submitting a proposal for external funding. Please submit this alert as early as possible. This early-stage collaboration ensures that all regulatory requirements and institutional policies are met before the proposal is formally submitted to funding agencies. Once the proposal alert is submitted, please allow 24-48 hours for assignment to a pre-award specialist. To start a new proposal, begin the submission process here.
Pre-Award Forms & Templates
Limited Submission Solicitations
Limited Submissions are sponsored programs that accept only a fixed number of applications or nominations from a given institution. In order to be considered eligible for proposal submission, the Office of Sponsored Programs requires the request form at least two (2) months in advance of the sponsor deadline date. Once the internal deadline date has been met, the Office of the Vice Provost for Research and Innovation will evaluate the requests and select which proposals to proceed with submission. Selected principal investigators will be notified at least six weeks before the sponsor deadline date. At that time, a Preaward Specialist will be assigned to assist with proposal development and submission. Should you have additional questions or concerns regarding this process, please contact the Office of Sponsored Programs at osp@stevens.edu.