Preparing a Proposal

Before beginning a proposal, it’s important to understand a few key requirements that apply to all externally sponsored applications at the University of Miami.

• Eligibility to serve as a Principal Investigator (PI) may vary based on appointment type and sponsor requirements
• All grant and sponsored agreement proposals must be initiated and routed through IBISResearch
• Investigators must confirm whether external funding is classified as a gift or a sponsored project (grant or contract) before proposal preparation begins
• Proposals to foundations may require coordination with Corporate and Foundation Relations, in addition to ORA
• Proposals that involve Jackson Health System (JHS) may require JHS input for their costs. Please make sure to reach out to JHS as early as possible.
• ORA internal deadlines apply to all submissions, regardless of sponsor deadline
• Proposals may require additional reviews and approvals (e.g., cost share, compliance, PI eligibility)
• Sponsor guidelines must be followed exactly

Taking time to review these requirements early can help avoid delays later in the process.

💡 If you are unsure whether a special review applies to your proposal, consult the Grants Ancillary Review Matrix or contact ORA.

Start by carefully reviewing the funding opportunity announcement (FOA) or sponsor guidelines to confirm that your project is eligible and that you understand all requirements.

Pay close attention to:

• Eligibility criteria for the PI and project team
• Submission deadlines and submission method
• Required proposal components
• Budget limitations or cost sharing expectations
• Special requirements (e.g., data sharing plans, clinical research, foreign components)

Most proposals include a combination of scientific, administrative, and budgetary components.

Common elements include:

• Project summary or abstract
• Project narrative or research plan
• Budget and budget justification
• Biographical sketches and other support
• Data Management and Sharing Plan (when required)
• Letters of support or commitment
• Subrecipiet Commitment Form if applicable

Requirements vary by sponsor, so always refer to the specific funding opportunity for guidance.

💡 Federal sponsors such as NIH and NSF may require the use of standardized forms.

💡If the proposal anticipates subcontracts, you must have a subrecipient form for each subrecipient, as well as, all additional required information.

All proposals must be initiated in IBISResearch, UM’s system for proposal development, routing, and submission.

In IBISResearch, you will:

• Create a proposal record
• Enter project and personnel information
• Upload proposal documents
• Identify required reviewers and approvers
• Route the proposal for internal review and approval

ORA uses IBISResearch to review proposals for institutional compliance and to submit proposals to sponsors when applicable.

💡 Initiate your proposal in IBISResearch as early as possible to allow time for internal reviews, approvals, and revisions before the ORA deadline.

Some proposals require additional reviews or approvals prior to submission. These reviews help ensure compliance with university and sponsor requirements.

Examples include:

• Cost sharing commitments
• Indirect cost (F&A) waivers
• PI eligibility exceptions
• Compliance reviews (e.g., conflict of interest, export controls)
• Late proposal submissions

Required reviews depend on the nature of the proposal and must be completed before ORA can submit the application.

💡 Refer to the Grants Ancillary Review Matrix for details.

Different sponsors may have unique proposal requirements. For example:

• NIH proposals may require data sharing plans, human subjects documentation, or clinical trial information
• NSF proposals may require plans related to off‑campus research or safe and inclusive working environments

💡 Always review sponsor‑specific instructions and policies early to ensure all required documentation is included.

Preparing a proposal is a collaborative process. ORA is available to assist faculty and staff throughout proposal development.

You are encouraged to:

• Contact ORA early, especially for complex proposals
• Use available job aids and user guides
• Attend training sessions related to IBISResearch and proposal preparation

💡 Early communication helps ensure a smoother review and submission process.