Pre-Award Administration

To pursue external funding, please email ena-opra@virginia.edu with the following information. The SEAS Pre-Award Team will assist you throughout the process:

1.    PI and Co-PI names:

2.    Lead submitting Department :

3.    Due Date(or target submission date if no due date is specified) :

4.    Solicitation or RFP number (please attach PDF or Word doc if available): 

5.    Sponsor information:

6.    Proposal Title:

7.    Project Period of Performance: 

8.    Collaborator/subcontractor names and contact information:

9.    Status of Proposal (New/Renewal/Supplement) - If Supplement or Renewal please give previous proposal information: 

11.  Budget Information - Basic budgetary details to draft a budget including:

•         PI's effort in person months
•         Graduate Research Assistant (GRA) 
•         Material and Supplies
•         Travel
•         Equipment
•         Subcontractor
•         Other research-related categories.

NOTE: Please see SEAS Deadline Policy below.

The final Administrative Components of a grant application are due to SEAS Office of Pre-Award Research Administration (OPRA - ena-opra@virginia.edu) no less than five business days prior to the sponsor’s deadline. The final Technical Components of the application are then due no less than two business days prior to the sponsor’s deadline. These components are described below.

Administrative Components – due no less than 5 business days prior to the sponsor’s deadline

• Title (Final)
• Project Summary Overview or Abstract (Draft)
• Detailed budget and justification (Final)
• Biosketches
• Current & Pending (if applicable)
• Collaborators and Other Affiliations Template (NSF Specific)
• Appropriate Administrative documents for all external participating institutions:
  • Consortium Agreement signed by the Consortium Institution’s Authorized Official
  • Statement of Work
  • Budget
  • Budget Justification
• Institutional Letters of Support
• Completed, approved UVA Proposal Routing Form (in ResearchUVA Powered by Huron )
• Completed sponsor application package (except for the Technical Components defined below)

Technical Components - due no less than 2 business days prior to the sponsor’s deadline

• Final Project Summary / Abstract
• Complete Final Project Description / Research Plan
• Complete Final References
• Any additional specific technical sections for the particular program (for example, some require a 1 slide technical overview)

Compliance with this policy assumes that all submitted Components are final and complete except for changes requested by Grants and Contracts staff. Applications that fail to meet these requirements will require written permission from the Executive Dean or designee for the proposal to be reviewed and submitted by OPRA.

To request an exception for submitting a late proposal, the PI shall send an email to the Director of Engineering Research Administration, Stephen Cornelison, copying the Associate Dean for Research and Faculty Affairs, Brian Smith, his/her department chair and OPRA (ena-opra@virginia.edu). The Subject Line shall read: “URGENT: Late Proposal Exception Needed.” In the body of the email, please provide a detailed justification for the request for an exception along with a brief description of the proposal (title, sponsor, amount requested, importance, list of participants). Generally, exceptions will be granted for extraordinary circumstances, such as illness or family emergencies.

When should LOIs/Pre-Proposals be sent to SEAS Pre-Award?

For clarification, LOIs and Pre-Proposals that have the following characteristics should always be sent to SEAS Pre-Award (ena-opra@virginia.edu) in advance of being sent to the sponsor:

• if institutional signature is required
• if there is a budget required
• if there are potential COI or IP issues
• if the sponsor is a new foreign organization, which may require more vetting
• if cost share is required

If you are interested in pursuing a proposal opportunity that only allows for limited submissions per institution, please notify VPR's limited submission office immediately so they can launch and manage through their normal limited submission process: 

https://research.virginia.edu/research-development/Limited-Submission-Opportunities

Please contact ena-opra@virginia.edu for any just-in-time requests or proposal revisions.