Pre-proposal considerations

The following are general considerations to discuss with your Office of Sponsored Projects (OSP) team during the early stages of proposal development. While not an exhaustive list, early engagement with the OSP helps ensure the solicitation and proposal receive a thorough review and that potential issues are identified well before the submission deadline.

Review the proposal and submission guidelines

Make sure solicitation is active. Ensure that everyone involved in the grant development process has access to the solicitation, the Cayuse SP manual, as well as other sponsor submission and application instructions and frequently asked questions (i.e., Grants.gov instructions) if applicable. Identify any ambiguities in the solicitation and discuss with the sponsor’s program officer(s). The OSP will also review the solicitation, other sponsor guidelines, and monitor the proposal as it is developed to ensure its consistency and accuracy before the proposal is submitted to the sponsor. It is important to maintain a current draft of the proposal in Cayuse SP.

Tip: A meeting between the investigator(s), the project team, and the OSP can be very helpful during the early stages. A meeting is imperative for major funding opportunities.

Notify the OSP of intention to submit a proposal

Principal Investigators (PIs)/Project Directors (PDs) planning a proposal should contact the OSP as soon as possible. Oftentimes, initiating a proposal via Cayuse SP will be the first indication to the OSP that a PI/PD intends to apply to a solicitation.

OSP adheres strictly to the proposal submission timelines.  Any proposal packages submitted after these internal deadlines are at risk of not obtaining AOR approval before the sponsor’s deadline.

Limited submission process

Limited submission funding opportunities require an internal review process because sponsors restrict the number of proposals an institution may submit. This page outlines NAU’s limited submission process, including timelines, proposal requirements, review criteria, and notification procedures to help investigators prepare competitive submissions and meet internal deadlines.

Proposal submission timelines

Meeting proposal submission timelines is essential to ensuring a complete, accurate, and compliant proposal. Review the proposal submission timelines, learn what materials should be submitted at each stage of the process, and understand how early coordination with the Office of Sponsored Projects (OSP) supports timely review and successful submission.

Principal Investigator eligibiity

When Principal Investigators (PIs) and Project Directors (PDs) seek and secure extramural funding for project proposals, the PI/PD assumes primary responsibility for the project for the entire life of the award. Because PIs/PDs hold this significant responsibility, the university must ensure that individuals serving in this capacity have the appropriate knowledge, experience, and other competencies. Review the University Policy on PI eligibility and PI responsibilities and qualifications.

Subcontractor vs. vendor determination

Determining whether an external collaborator should be classified as a subcontractor or a vendor is an important step in proposal development. Understanding the differences between these relationships helps ensure the appropriate requirements, documentation, budgeting, and compliance measures are applied before a proposal is submitted.

Gift vs. grant guidelines

Understanding whether non-government funding should be treated as a gift or a sponsored grant is an important part of the proposal development process. The university gift vs. grant policy explains the differences between charitable support and exchange transactions, outlines the criteria used to distinguish them, and clarifies the roles of the NAU Foundation and the Office of Sponsored Projects in submitting and administering these awards.

Tribal consultation for research related to Native American tribes

View NAU’s policy on Tribal consultation, including when consultation is required, the responsibilities of researchers and project teams, and guidance for engaging with Tribal Nations.

NSF sexual harassment reporting process

Learn about the National Science Foundation (NSF) sexual harassment reporting requirements and NAU’s process for complying with sponsor expectations. This guidance outlines institutional responsibilities and reporting procedures for covered individuals on NSF-funded awards.