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Processing a Proposal
Basic Procedures | Required Documents | Suggested Deadlines | Tips for Avoiding Delays
Basic Procedures
Important steps in the proposal approval process:
- PI researches funding opportunities.
- PI and department prepare proposal, complete the UIC Proposal Approval Form (PAF), and obtain appropriate signatures on the PAF for distribution of intellectual credit, F&A variances, and use of hospitals/clinics.
- PI submits to ORS the original proposal packet as outlined below.
- ORS reviews and identifies any changes required.
- ORS provides institutional endorsement of the proposal and returns it to the PI for mailing. If indicated on the PAF, ORS forwards the proposal to the sponsor.
Required Documents for Proposal Packets
- PAF
- Sponsor application forms
- Abstract/scope of work
- Budget (see our sample budgets)
- Budget narrative
- Checklist for NIH Proposals
Suggested Deadlines
Use the following table as a timeline for obtaining the necessary clearances prior to a sponsor's deadline.
| Request/Item | Due Prior to Sponsor Deadline |
| OVCR Cost Sharing/Fund Matching |
2 weeks |
| F&A Waivers and Variances | 1 week |
| Clearances from Hospital/Clinic Chief Financial Officer or Medical Director in 1400 UIH | 1 week |
| PAF | 2-3 days |
Tips for Avoiding Delays
Signatures
If a PI is also the department or unit head, he/she cannot sign the PAF
where a department or unit head signature is required. Instead, the individual
the PI reports to must sign.
Discuss the Project in Advance
Your unit head and business manager should understand any issues or commitments
related to projects. Be sure to discuss with your unit head and dean commitments
proposed at the college level.
Pre-review Budget & Sponsor Application Forms
Discuss and pre-review the budget and sponsor application forms-especially
contract proposals-with your business manager or ORS. With the various sponsor
requirements, the most common delays stem from incorrect application in
budgets of F&A rates, fringe benefit rates, employee salaries, and sponsor
requirements.
Multiple departments, colleges, or units involved
Signatures from the PI, co-PIs and all unit heads are required on the PAF-allow
enough time to obtain them. Be sure to discuss and agree upon the distribution
of credit, shared F &A, and any commitments at the college level.
Special Clearances
Proposals involving animals, human subjects, rDNA and UIC hospitals or
clinics all require special approvals. Submit forms for these approvals
BEFORE submitting your PAF.
- For animal research, a protocol number is required for PAF approval.
- For human subject research, a "pending" status for the protocol number is acceptable.
- For research at UIC hospitals or clinics, the Hospital Administration Office (1400 UIH) must approve and sign the PAF.
Cost Sharing/Matching Funds
If the OVCR is providing cost sharing/matching funds to the project, a
Memorandum of Agreement (MOU) signed by the Vice Chancellor for Research
must be attached.
F&A Waivers and Variances
While discouraged, you may submit requests of exceptional circumstances
to ORS at least one week before submitting your PAF.
Using Messengers
If you use a messenger to send your proposal to OVCR for a signature, be
sure the project contact is available for a consultation by phone in case
questions arise.
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