Frequently Asked Questions

How do I request support for a proposal? 

Submit a request via the Proposal Commencement Tool. All proposals must go through the tool to receive support. Please do not email proposal coordinators directly to initiate proposal support. 

When do I fill out the NCSA Proposal Commencement Tool?

You are encouraged to submit as early as possible, once you are fairly sure you intend to submit and have basic details like a solicitation link, a budget range, and a project duration. You do not need to have to have all the details sorted in order to submit via the tool. 
(Note: we are in the process of updating the submission form to clarify this answer.)

The PDO requests that you submit your request at least 4 weeks prior to the funder deadline / 5 weeks for large or complex proposals.

When do I need to submit proposal materials to the PDO? 

The PDO follows campus policies for determining deadlines for proposal documents. For a full process timeline, see this graphic. 

Final non-technical documents, budgets, and budget justifications are due to the PDO 7 business days prior to the funder deadline; the final narrative is due to the PDO 2 business days before the funder deadline. 

Does the PDO provide templates & boilerplate language for proposal documents? 

Yes, we are in the process of building out resources to help you create documents, including facilities statements. A full list of existing resources can be found on this wiki page.

What proposal documents does the PDO assist with?

The PDO will develop the budget and budget justification. We also review biographical sketches, current and pending support, and other supplementary documentation. We offer writing support and merit reviews for proposal narratives with enough lead time. 

Does my proposal have to go through the PDO? 

Researchers should not submit proposals directly to the campus central office (SPA), but should work with a relevant unit on campus who can provide proposal development support. 

We encourage NCSA staff to submit proposals through our office, and offer support to all affiliated faculty and researchers. 

What counts as a large or complex proposal? 

Large, complex proposals include projects with estimated budgets over $1 million dollars, as well as proposals with a significant number of subawards or collaborators with their own budgets, large research teams at levels of Senior Personnel or higher, proposal requiring cost share approvals, and other factors that increase the amount of required documentation. If you aren't sure if your project needs additional lead time, contact the PDO directly. 

If my research is being done under contract, do I have to go through the PDO? 

No, but you should work with the Business Office. They can provide support and guidance on negotiating contracts. 

When should I contact the Proposal Development Office (PDO) vs. the Business Office (BO)?

Generally, you contact the PDO for questions that arise prior to receiving an award (i.e., preaward), and contact the BO once you've received the award (i.e., postaward). For details on who to contact for specific services, please refer to this worksheet. 

How do I know if I am eligible to be a Principal Investigator (PI) on a project? 

The Campus Administrative Manual provides information on Eligibility to Serve as Principal Investigator.
The PDO also maintains a list of researchers who have been approved to serve as PIs on NCSA projects. If you think you need to be added to this list, please reach out to us. 

Does my proposal have to go through SPA? 

Yes, and the proposal must go through PDO or another unit-based office before being sent to SPA. Be sure to build in time for both unit and SPA review and processing. For more information on SPA policies regarding deadlines, see their website.

Does my pre-proposal/LOI need to go through SPA? 

Only if an authorized signature if required. BUT you should still submit the project to the Commencement Tool, so the PDO can provide support for any needed budgets or other documents, or to provide guidance. 

How do I get approval to submit to a Limited Submissions funding opportunity? 

The Limited Submissions process is managed by the OCVRI, who will provide guidance on any notification requirements. These typically involve submitting notice via a form or email. If you want to submit to a limited submission, please contact the PDO ahead of time so we can provide guidance.

What is our federally negotiated F&A rate? 

Information about our F&A rate, as well as fringe and tuition remission can be found here. Please work with the PDO to ensure that correct rates are applied to your budget, and contact your assigned proposal coordinator with questions. 

Where do I find more information about campus policies related to proposals? 

More information on the University of Illinois Urbana-Champaign's Sponsored Programs policies is available at their website.

More Proposal Development Resources

Not finding what you need in the questions above? Check out our Proposal Development Resources for more information. 

Or reach out to the PDO directly for more support.