Proposal Development and Submission
As a researcher, you have a single starting point for getting help. Your Sponsored Projects Services (SPS) team guides you from early planning through ontime submission so you can focus on the science.
The SPS team leverages a Research Administration Support Center (RASC) model to provide a unified, streamlined approach for delivering comprehensive support across the full research project lifecycle.
Important Steps in the Process
Complete Notice of Intent (NOI)
Meet your proposal team
Build your proposal
Route your proposal after approval
SPS submits proposal to sponsor
Quick links
Complete Notice of Intent (NOI)
- The Notice of Intent (NOI) is a short online form that signals your intent to submit and captures key details: PI, sponsor/program, key personnel, subrecipients, special requirements, and target deadline.
- Early notice allows the proposal team to review the RFP, interpret sponsor guidelines, and begin accurate, compliant budget development.
- Submit a NOI for all external proposals at least 10 business days before the sponsor deadline.
After you submit the NOI:
- You are assigned a dedicated proposal team: a Proposal Manager (PM) and Budget Specialist (BS).
- If the project is handled by another office, your NOI is routed to that team.
- Your dedicated proposal team plans your preaward support and positions the proposal for an ontime, compliant submission.
Late NOI requests:
- NOIs submitted with fewer than 10 business days remaining are automatically rejected.
Meet Your Proposal Team
Proposal Manager (PM)
- Serves as your central point of contact.
- Reviews sponsor guidelines and creates customized checklists and internal deadlines.
- Builds and manages the proposal in CLICK, including records, uploads, and status tracking.
- Coordinates routing and communication among you, coinvestigators, departments, and central offices.
- Ensures institutional requirements are met before submission.
Budget Specialist (BS)
- Develops the detailed budget and budget justification with you and your team.
- Incorporates all personnel, subrecipients, and project needs, applying sponsor and institutional rules.
- Anticipates cost sharing, institutional rates, and other financial considerations.
Proposal Review
(5 Day & 2 Day Deadlines)
5 Day Administrative Review
- All administrative components are due to RASC (or your central office) at least 5 business days before the sponsor deadline.
- This includes the final budget and justification, sponsor and internal forms, subaward documentation, and required institutional attachments.
- Meeting the 5‑day deadline allows full review for compliance with sponsor, federal, and UB requirements and ensures the proposal is ready for submission.
Scope of review
- Check adherence to sponsor instructions (page limits, formats, required sections).
- Verify approvals, certifications, and representations in CLICK.
- Confirm subrecipient materials are complete and compliant.
2 Day Scientific/Technical Deadline
- Final science/technical components (research plan, aims, project description, etc.) are due 2 business days before the sponsor deadline.
- Your PM then performs a final completeness and formatting check and prepares the package for submission.
Proposal Approval
- Final science/technical components (research plan, aims, project description, etc.) are due 2 business days before the sponsor deadline.
- Your PM then performs a final completeness and formatting check and prepares the package for submission.
Let's work together for the best outcome.
Please review our late materials policy. This aligns with other peer R1 best practices to support consistent service levels for all PIs.
- NOIs submitted with fewer than 10 business days’ notice are auto‑rejected; exception requests require Associate Deans of Research or Dean‑designate approval.
- Proposals that miss the 5‑day administrative or 2‑day scientific deadlines are not accepted for submission under UB’s Proposal Deadline Policy.
Proposal Submission
Final assembly
- After the 2‑day scientific deadline, your PM assembles the complete application in CLICK or the sponsor portal.
- They verify that all components are present, forms validate, and the budget matches institutionally approved figures.
Institutional submission
- RASC or the appropriate central office submits the proposal on your behalf once all approvals are in place.
- Timing is managed to ensure on‑time sponsor receipt while accounting for possible sponsor system delays.
If deadlines are missed
- Proposals arriving after the 5‑day and 2‑day internal deadlines are not submitted.
- Late notifications and incomplete packages may prevent submission depending on workload and other proposals already in progress.
Summary of Internal Submission Deadlines
UB’s Proposal Deadline Policy applies to all submissions:
- Complete a Notice of Intent (NOI) at least 10 business days before the sponsor deadline.
- All administrative items (budget, forms, subaward documents, etc.) are due 5 business days before the sponsor deadline.
- The final science/research narrative is due 2 business days before the sponsor deadline.
- Proposals that do not meet these internal deadlines will not be submitted.
Comprehensive Support for You
The Research Administration Support Center (RASC) model provides a unified, streamlined approach for delivering comprehensive support across the full research project lifecycle. Designed to offer consistent services and reduce administrative burden, RASC enhances the research environment by connecting faculty and staff with specialized expertise from proposal development through award closeout. RASC operates as a centralized yet locally engaged support model with a clear separation of roles between two functional areas, Sponsor-Facing and PI-Facing.
Other Proposal Support Services
Explore other resources that support developing a winning proposal.
Training Grants
Institutional training and career development grants provide funds for research training experiences for trainees at the undergraduate, graduate, postdoc and/or junior faculty levels. These grants are key to the successful recruitment and advancement of top-notch trainees at UB.
Find funding and support services to bring your ideas to life and develop a winning proposal. Utilize our robust support system for finding internal and external funding opportunities.
ORA supports researchers pursuing external research funding, providing comprehensive administrative and technical support to researchers throughout the proposal process.