A. Transmittal Form
A UW-Platteville Transmittal Form must accompany all proposals for extramural support for Sponsored Projects. The form is available in the Office of Sponsored Programs, 516/517 Pioneer Tower, 342-1456. Signatures on this form must be obtained from the chair of the PI's department, dean of the college, director of the Office of Sponsored Programs and the Provost & Vice Chancellor. When applicable, additional signatures may be required from either the chair of the Institutional Review Board for Human Subjects, the chair of the Animal Care and Use Committee, or the Assistant Vice Chancellor of Information Services. The completion of the transmittal form assures that appropriate officials have reviewed and approved the proposal in accordance with university and supporting agency regulations and it provides a record of the transaction. See transmittal form.
B. Financial Disclosure Form
The completion of the financial disclosure form is essential for compliance with NSF and HHS requirements. Grant proposals cannot be submitted to federal agencies unless this form is completed, signed by the department chair and dean and forwarded along with the proposal to the OSP. This form should be updated throughout the year if circumstances change. Interests in for-profit businesses where payments received are greater than 5% or $10,000 of the total ownership, by the PI and his/her immediate family, must be disclosed. See Financial Disclosure form.
C. Review and Approval
The department chair, college dean, director of OSP, and the provost must review and approve the proposal BEFORE it is submitted to the funding agency. The appropriate administrators must review proposals involving more than one department, school, college or UW System institution. When a campus committee review is required, additional time may be needed to process proposals. This may be an additional 3 to 4 weeks in some cases. When animal use or human subjects are involved in the project, approval from the chair of the Animal Care and Use Committee or Institutional Review Board is required before it is submitted to the OSP. Proposals are due in the Office of Sponsored Programs TEN working days BEFORE the agency's deadline.
- Department Chair shall - a) review the proposal to assure that faculty and staff time commitments are reasonable and compatible with department workloads, present and planned; b) determine that the percentages of time and salaries are accurate; c) agree that the space, facility and service requirements are within the department's present capability, if not, then specifically provided for in the proposal.
- Dean, Director or designated official shall - a) review the proposal for completeness; b) confirm that space, services and support requirements have been adequately provided for and responsibility will be accepted for assuring the availability of matching or cost-sharing funds in the proposal's budget; and c) confirm that the project budget, salary rates, job titles and classifications are reasonable and appropriate. This review will also determine the commitment of the college or school to the long-term support of project personnel or the program that may evolve from the project.
- Director of Sponsored Programs will - a) review the proposal for conformity and compliance with agency, UW System and UW-Platteville policies; b) review the budget to assure that fringe benefits and indirect costs have been included and accurate; c) coordinate and secure proposal signatures from the provost; and d) send the approved proposal to the agency for funding consideration.
- Provost & Vice Chancellor shall - a) confirm that the proposal has been reviewed and approved by the appropriate administrators; and b) review the proposal for completeness, and compatibility with university plans, policies and regulations.
- Chair of Institutional Review Board for the Protection of Human Subjects - if the proposed work includes any involvement of human subjects (this includes all questionnaires) you should prepare and submit a research protocol to the chair of the IRB. The chair will determine if an exempt, expedited, or full board review is required.
- Chair of Animal Care and Use Committee - if the proposed work includes involvement of animal subjects, you should prepare and submit a research protocol to the chair of the ACUC. The chair will determine if an exempt, expedited, or full board review is required.
- Assistant Vice Chancellor of Information Services - when the proposed work includes the purchase or use of any computer hardware, software or networking protocols, the Assistant Vice Chancellor of Information Services must review it. He/she will assure that the technology and/or software can be supported on this campus.
D. Deadlines - Campus, Receipt and Postmark
The PI must allow sufficient time for on-campus processing of proposals. Proposals must be submitted to the Office of Sponsored Programs TEN working days BEFORE the agency's deadline. When an internal review is required, proposals must be submitted to the Office of Sponsored Programs 3 to 4 weeks BEFORE the agency's deadline. Review responsibilities assigned to deans, directors, and the provost are of such a nature and extent that "walking a proposal through the various offices" will be possible ONLY in the most exceptional circumstances. PI's will be responsible for contacting the chair, dean, director of OSP and the provost to determine their availability when walking a proposal through.
A campus deadline indicates a proposal needs to be reviewed by one of the campus committees such as the Academic and Institutional Research Committee or the Improvement of Learning Committee. Their review will add additional time to the 10 working days and could be 3 to 4 weeks BEFORE the agency's deadline. A receipt deadline means the proposal must arrive at the agency by the date indicated in the guidelines. It should be submitted to the OSP ten working days BEFORE the receipt deadline. A postmark deadline means the proposal may be mailed on the date given in the request for proposal(s). Again, the PI is responsible for submitting the proposal to the OSP ten working days BEFORE the postmark deadline. You must show proof of mailing by providing a) a legibly dated U.S. Postal Service postmark; b) a legible mail receipt with the date of mailing stamped by the U.S. Postal Service; c) a dated shipping label, invoice, or receipt from a commercial carrier; or d) any other proof of mailing.
E. Lead Time
The average lead time interval between the submission of a proposal and the award from federal agencies is from three to eight months. Grants from UW System and private foundations vary from 8 to 12 weeks or longer. PI's should take this into consideration when planning to submit proposals. This is particularly important when a multi-year grant is being submitted.
F. Budget Modifications
When budget modifications or revisions are required, a letter of explanation and the transmittal form must accompany the submission. The chair, dean or director, the director of Sponsored Programs and the provost, must review and approve the budget modification.
G. Negotiations with the Funding Agency
The UW-Platteville Office of Business Affairs, and the Office of Sponsored Programs or the provost negotiates with the funding agency about the terms and conditions of the grant. The Assistant Chancellor for Business Affairs is the designated negotiating agent for UW-Platteville. The PI is not authorized to negotiate terms and conditions on behalf of the university. All letters or telephone calls related to grants and contracts should be forwarded to the extramural accounting coordinator, the director of OSP, or the provost.
Research agreements with private foundations, corporations and companies will be negotiated using the UW-Platteville Standard Research Agreement. See Standard Research Agreement.