UVA OSP Proposal Development Class - Resources

Who Can Submit A Proposal?

Policy VIII.A.1
-who may submit a sponsored programs research proposal,
-who is authorized to sign research proposals, and
-who is authorized to accept grant and contract awards on behalf of the University of Virginia.

Procedure 8-8 - Information about the exceptional circumstances in which individuals, who might otherwise not be eligible to submit research proposals and serve as Principal Investigators, may apply for permission to serve in such a role.

Policy VIII.A.2 - Provides a detailed outline of roles and responsibilities around research and research administration.

Procedure 8-10 - Provides procedure for submission of NIH proposals with more than one Principal Investigator/Program Director

Is it a Gift or a Sponsored Project?

Policy FIN-001
- Provides guidance on distinguishing whether a revenue stream is a gift vs a sponsored project
- Contact School Research Administrator or School Corporate and Foundation Relationtions Officer
- For schools not having their own Corporate and Foundation Relations Officer, go to Corporate and Foundation Relations Staff in the University Development Office

How Do I Fill Out the Proposal Approval Form (“Goldenrod”)?

Power Point: How To Fill Out a Goldenrod: Annotated self-guided presentation
Flash Version
.pdf Version
Line by line instructions are also available in a .pdf document

Where can research administrators obtain training on proposal development?

The Office of Sponsored Programs offers the “Proposal Development Series” – a set of
training modules that cover UVA Processes, Interpreting Sponsor Guidelines, Budgeting,
Subawards/Subcontracts, and more. Click here for more information

Module 1 UVA Processes and Forms– pdf presentation

Module 2 – Budgeting – (under development)

Module 3 – Contracting and Subrecipients – (under development)

What sponsor guidelines or other documents do I need to review?
Rarely will all of the appicable guidelines and documents that you need to be familiar with be
located in one place. Often times, online instructions will contain hyperlinks to these other
documents, all of which are relevant to the proposal development process. A few examples of this
are below:


Program Announcement
Electronic submission package at Grants.gov
NIH Grants Policy Statement and General Policy Notices
SF424 (R&R) Instructions
Subscribe to NIH Guide Announcements Listserv
Subscribe to eSubmission News and Updates


Funding Opportunity Announcement
NSF Proposal and Award Pol/Proc Guide
NSF Grants.gov Application Guide OR
Fastlane Proposal Functions Guide (check program solicitation to determine if either electronic method is required for your submission)

Department of Education

Discretionary Grants Info (Paper and Electronic), including links to applications, forms and the Department of Ed G-5 online application system

Department of Defense - Defense Advanced Research Projects Agency (DARPA)

FedBizOpps.gov (Search “Other Defense Agencies”)


Electronic Research Administration Systems and Tools - A list of commonly used sponsor websites and electronic research administration systems

- Find all the forms you need to complete as you prepare your proposal for submission.

OSP Document Tracking – Track documents sent to OSP for action (requires NetBadge)

Important Institutional Information - Vital statistical and other data that you might need to complete your grant application, including F&A and Fringe Rates, Addresses, Certifications and Assurances, and the names of authorized institutional officials.

Standard Addresses to be Used on Proposals - University Procedure 8-11 provides information about institutional addresses which should be provided on all grant and contract proposals.

Staff Listing - Find out who in OSP handles proposals and awards for each agency and funding entity.

Record Retention – (see slide on Unfunded Proposals)

Acronyms and Glossary
- acronyms and terms commonly used in research administration


Proposal Checklist - Things to think about when you're reviewing your proposal.