POLICIES & PROCEDURES
SP Endorsement - 97-01
Formal Proposals, Letters of Intent, Draft Proposals,
Concept Papers (With/Out Budgets)
Policy effective July 1996, reviewed February 1999

The University is often required to submit letters of intent, concept papers and draft proposals prior to submitting a final written proposal to a funding agency. Since these preliminary papers usually do not require a budget, Sponsored Programs has not previously reviewed and endorsed these documents. Recently, it has come to our attention that some funding agencies have restricted the number of draft or pre-proposals that can be submitted by an institution in response to a funding announcement.

The following policy regarding Sponsored Programs endorsement will be effective immediately:

1. All letters of intent, concept papers, informal (draft) proposals, and formal proposals, with or without budgets, will require the endorsement of  Sponsored Programs.
2. If a request for proposals, or program announcement, limits the number of submissions from an institution, the following procedures must be followed:
   1. The faculty member must provide Sponsored Programs with a copy of the program guidelines along with an abstract of the document to be submitted.
   2. If it appears that the number of submissions will exceed the limit specified by the sponsor, Sponsored Programs will form a committee of Deans, or their representatives, to review the proposed submissions in order to determine which should be transmitted to the agency.

This policy will assure that Sponsored Programs is aware of potential commitments and that the University is in compliance with sponsor requirements.

Please disseminate this memo to all of your faculty. If there are any questions, please call Sponsored Programs.

Send comments to Camille Coley or Penny Ashwanden

Updated July 2006 by Dianne Parkerson; July 2008 - update of names