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Our goal is simple: a seamless proposal submission process.

Requests for proposals (RFP's) always have specific, and often detailed, submission requirements. Agency requirements and guidelines must be followed; proposal submissions that do not follow required elements may not be considered for review by agencies.

The Geophysical Institute's Proposal Office will assist PIs to find funding, and interpret and provide advice on applicable, governing regulations. Early contact with our office, prior to proposal submission, will increase the effectiveness of the proposal process. During the course of the proposal submission process, the Geophysical Institute's Proposal Office will be your contact for issues associated with applicable rules, policies and guidelines.

Proposal Submission Procedures

For your convenience and reference, the Geophysical Institute's Proposal Office and Business Office have compiled the following guidelines for preparing proposals.

In order to assure your proposal is submitted to an agency before the deadline, please keep the following in mind:

1. The GI Proposal Office needs at least five (5) working days to format, review, and edit all parts of a proposal (this is a minimum time period; most proposals need editing and often the GI Proposal Office will need additional information from PI(s) in order to be compliant with agency requirements).
10 working days is preferred. Note: edits (budgetary and textual) must be approved/reviewed by the PI(s); this may increase the time necessary for completing all necessary reviews, edits and formatting.

2. UAF Office of Sponsored Programs normally requires five (5) working days to process/approve a proposal.

3. A minimum of two (2) days shipping time is necessary for proposals that have to be submitted via hardcopy manner.

The following steps must be accomplished in order to get a proposal submitted by the deadline:

  1. Notify the GI Proposal Office EARLY that a proposal submission is intended.
     
  2. The New Proposal Information SheetPDFlogo needs to be completed and emailed or delivered to the GI Proposal Office.
    Please provide as much accurate information as possible.
     
  3. GI Proposal Office will assign a proposal number.
     
  4. If your proposal is being submitted to an agency that has electronic submission stipulations (such as NASA or NSF), the GI Proposal Office will facilitate required information or procedures, including registration and password/ID numbers.
     
  5. We will notify the Budget technician that a Budget will be Required.
    The completed New Proposal Information Sheet, including GI internal proposal number, will be sent to them.
     
  6. All budget and agency budget requirements are coordinated by the GI Proposal Office; this is no longer coordinated in the GI Business Office.
     
  7. Peer Review/Editing.
     

    Two (2) peer reviewers will need to review the proposal and complete and sign a proposal reviewer's form before the proposal is processed. GI PIs use GI Proposal Reviewer's formPDFlogo; IARC PIs use IARC Proposal Reviewer's form PDFlogo. After peer reviewers have returned reviews, a copy of the proposal will be reviewed by the scientific editor.

    PLEASE NOTE: Peer Reviews are mandatory! Complete this step early.
     

  8. Assembling and Formatting a Proposal according to Agency Requirements.
     

    The proposal will be formatted and assembled according to the applicable agency requirements. Please supply the proposal office with an electronic version of your proposal (preferably via email or similar electronic transfer method). Please do as little formatting as possible because this will make it easier for us to work on your document without having to "undo" formatting that is not appropriate.

    It will also be helpful for you to provide the GI Proposal Office a link to, or send an electronic copy of, the Announcement/Opportunity/RFP you are responding to.


     
  9. Signature Routing.
     

    The proposal must have original signatures. The signatures required are: PI, Co-PIs, GIBO Business Manager (or designee), GI Director (or designee), and the Director of the Office of Sponsored Programs. Additional signatures are necessary when the proposal involves non-GI departments and subcontracts.


     
  10. Copying.
     

    After all signatures have been received and the proposal has been returned from the OSP, the GI Proposal Office will make the necessary number of copies (including copies for all PI/Co-PIs).


     
  11. Submittal.
     

    All non-electronic submissions will be delivered the quickest manner possible in order to meet the deadline. If there is no deadline, the proposal will be mailed at a priority rate.


     
  12. Copies of submission are distributed to:
    • UAF Office of Sponsored Programs
       
    • GI Business Office.
       
    • PI(s) - Including Co-PIs.
       
    • Master copy stays in the GI Proposal Office.

     
  13. Follow-up Communication:
     

    Communication regarding acceptance/award/funding/declination/resubmittal should be between the GI Business Office and the funding agency. Please notify the Business Office whenever you, as the PI, have received any notice or have had updated conversations with prospective funding agencies.