Pre-Award

This section holds information and resources for Proposal planning and submission

Below are the steps for submitting a grant proposal with the help of ECE staff. We expect three weeks notice minimum before the submission deadline and more is helpful. Always submit the proposal intake form first. All questions can be directed to ecepreaward@umn.edu which is monitored by the ECE Finance Team. Our SPA coordinator is LJ Turgeon (singh320@umn.edu). Feel free to reach out to LJ at anytime as well.

Quick Links:

*Note: The timelines below are with reference to the SPA deadline which can be calculated here

If UMN is a sub-awardee, the "Sponsor's Deadline " used to calculate the SPA deadline will be the date by which the Prime Institute needs all the proposal documents from UMN.

1. Inform the ECE Finance Team by filling out the Proposal Intake Form . (3-4 weeks in advance if it's a non-standard proposal such as DARPA !! Or if there are subawards) Please note: In case multiple departments are involved, the lead PI's department would co-ordinate the proposal submission.

3-4 weeks before SPA deadline

2. Connect your pre-award coordinator with the sub-awardee / industry partner / external collaborator (if any)

3-4 weeks before SPA deadline

3. Create a Budget.

The intake form asks some rudimentary budget quesitons. If you fill them out you will receive a link to your budget spreadsheet for this project and the folder in which all documents for this project will reside from ecepreaward@umn.edu. If you do not include budget information, the spreadsheet will have only rudimentary information filled in. It is up to you which route to go. The budget spreadsheet is very easy to use. The highlighted fields are normally the only fields you need to edit. You are encouraged to communicate using comments (ctrl + alt + m) in the spreadsheet by starting with an @ecepreaward. This sends an email directing staff to the immediate concern.

2-3 weeks before SPA deadline

4. Create a Budget Justification.

Like a budget, the budget justification is a requirement for every grant proposal. It is the responsibility of the PI to fill out the justification. The ECE Pre-Award team will provide a link to your incomplete budget justification in the initial email and housed in the shared google folder. Complete as soon as possible and send comments as needed for assistance.

2-3 weeks before SPA deadline

5. Update Biographical Info.

Bio-sketches and Current & Pending are almost always required. Use SciENcv at https://www.ncbi.nlm.nih.gov/sciencv/. This is mandated and makes the process much easier for all. Send to ecepreaward@umn.edu when complete or drop in shared folder.

2-3 weeks before SPA deadline

6. Finalize and Certify the Proposal in MN-GEMS. Work with ECE Staff to make sure budget entry and other requirements are finished in MN-GEMS. Make sure to certify in MN-GEMS. That must be done before routed to CSE and SPA for approval.

5 business day before SPA deadline

7. MN-GEMS Follow Through

ECE Staff will route for review which sends to CSE and to SPA.
All communication with SPA should happen using the email feature in MN-GEMS or it is difficult for SPA reps to track which proposal is being referred to and it also keeps a history.
Staff will general monitor and take care of routing as the specialist or others ask for follow-up information.
Utilize the history tab to see activity on the award.

8. SPA submits to the sponsor

SPA will then conduct a standard administrative review, and will notify the PI and the department if changes are needed before submitting to the Sponsor. Generally SPA handles submission except in special cases where only the PI can submit.

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