Additional Proposal Considerations

Some proposals require additional considerations, reviews, or processes due to sponsor requirements, funding mechanisms, or the nature of the project. These special proposal scenarios may involve additional documentation, approvals, or timelines beyond standard proposal submissions.

The information below highlights common special scenarios and outlines when to engage ORA early in the proposal planning process.

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  • Program Projects and Center Grants

    Program Projects (e.g., NIH P‑series) and Center Grants often involve multiple components, investigators, and institutions, and typically require enhanced coordination and oversight.

    Key considerations include:

    • Complex budgets across multiple components or cores
    • Multiple PIs or component leaders
    • Extensive internal approvals and coordination
    • Use of sponsor‑specific submission systems (e.g., NIH ASSIST)

    💡 These proposals should be initiated in IBISResearch well in advance and discussed with ORA as early as possible.

  • Collaborative and Multi‑Institutional Proposals

    Collaborative proposals involve two or more institutions working together on a single project and may include subawards or consortium arrangements.

    Common features include:

    • Subrecipient institutions with defined scopes of work
    • Subaward budgets, letters of intent, and institutional certifications
    • Coordination of timelines across institutions
    • Additional compliance and documentation requirements

    ORA will assist with reviewing subaward documentation and ensuring all institutional requirements are met prior to submission.

  • Industry‑Sponsored Research

    Proposals submitted to industry sponsors may differ significantly from federal or foundation submissions and often involve contractual considerations.

    These proposals may include:

    • Sponsor‑provided templates or statements of work
    • Negotiation of intellectual property, publication, and confidentiality terms
    • Coordination with Contracts and Pre-Award
    • Unique budget structures or payment terms

    💡 Important! Industry‑sponsored proposals should be coordinated with Pre-Award and Contracts early to allow time for review and negotiation.

  • Limited Submission Opportunities

    Limited submission opportunities restrict the number of proposals an institution may submit to a specific funding opportunity.

    Key points:

    • Internal selection or review processes may be required
    • Deadlines may occur well before the sponsor deadline
    • Applicants may need approval before initiating a proposal

    Faculty and staff should consult the Limited Submission Program guidance before proceeding.

  • International Research and Foreign Components

    Proposals that include international collaborators, foreign components, or overseas research activities may trigger additional compliance requirements.

    Examples include:

    • Foreign subrecipients or consultants
    • International travel or data collection
    • Export control considerations
    • Sponsor‑specific disclosure requirements

    ORA can help identify required reviews and ensure compliance with institutional and sponsor policies.

    💡 Any international collaborators or foreign components must be indicated on the proposal in IBISResearch.

  • Cost Sharing and Matching Requirements

    Some proposals require cost sharing or matching funds, either as a sponsor requirement or voluntary commitment.

    Cost sharing may involve:

    • Departmental or school contributions
    • Institutional commitments
    • Third‑party contributions

    💡 Reminder: Cost sharing commitments must be reviewed and approved internally and documented in IBISResearch prior to submission.

  • Proposals Requiring Special Reviews or Approvals

    Certain proposals may require additional institutional reviews prior to submission, depending on proposal content or sponsor requirements.

    These reviews may include:

    • Compliance or regulatory approvals
    • Export control review
    • Conflict of interest disclosures
    • Special institutional certifications

    ORA will coordinate required reviews and guide investigators through the approval process.

💡 Note:
Special proposal scenarios often require additional lead time. Early engagement with ORA helps prevent delays and ensures institutional and sponsor requirements are met.

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