Proposal Submission Procedures
|Office of Research Administration||ORA Home | About Us|
Proposal Submission Procedures
The Office of Research Administration (ORA) is committed to the success of Mines faculty in developing and submitting proposals. ORA Proposal Analysts work in tandem with faculty during the proposal process to submit accurate proposals that align with school and federal guidelines, policies, and regulations. To that end, it is important that ORA is notified in a timely manner to ensure adequate time for proposal review and submission.
- Proposal Submission Procedures Document
Text only version(PDF)
- Types of Proposals and When to Nofify ORA
- Late Notifications
- What ORA Needs From You
- What ORA Provides For You
- Getting Started with Cayuse
At the time of notification, the information provided to your Proposal Analyst should include:
|Type of Proposal||Proposals that Include||When to Notify ORA|
Submission Examples: basic NSF, industry, foundations
Required documents, at a minimum:
Ancillary documents may include:
|Minimum One Week
5 Business Days
Non-Standard/More Complex Proposals
Requires minimum components of a Standard proposal outlined above and may involve:
|Minimum Two Weeks
10 Business Days
If notification was not received 24 hours prior to the sponsors deadline, the proposal will be returned to the faculty member for submission in a future competition.
For all other late notifications, the PI must receive Department Head approval before contacting ORA. If the Department Head is the PI or unavailable, late notice approval by the Dean will be required. If a PI reaches out to a Proposal Analyst first, they will be directed to their Department Head for approval. When contacting their Department Head, the PI will provide their draft proposal documents along with an explanation of why advanced notice was not provided.
Proposal Analysts are authorized and responsible to submit proposals for faculty. Faculty should not submit proposals without ORA approval.
|Deadlines for Submissions||
Completed proposals will be submitted by 5 PM MST on the day of the deadline. A proposal with a deadline of later than 5 PM will be submitted by the Proposal Analyst by 5 PM on the day it is due.
|Proposal Submission Procedures Document||Please read the PDF
Text only versionfrom the offices of Research & Technology Transfer and Administration & Operations regarding the importance of meeting proposal deadlines.
|Standard Proposal||Submit title, preliminary text, and budget to ORA at least one week before proposal deadline.|
|Subcontracts||Submit documentation for subcontracts to ORA at least two weeks before proposal deadline.|
|Cost Sharing or F&A Cost Exceptions||Submit budgets that include cost sharing or F&A cost exceptions to ORA at least two weeks before proposal deadline.|
|Partner Institutions||Submit documentation related to partner institutions to ORA at least two weeks before proposal deadline.|
|Complex and/or Non-standard Instructions||Submit aspects of a proposal that are subject to complex and/or non-standard instructions to ORA at least two weeks before proposal deadline.|
|What ORA Needs From You|
|Submission Details||Provide ORA with relevant information about your proposal, including the title, and whether it is being submitted through a center, involves cost-sharing, human subjects, or subcontracts, etc. See below for specific requirements and please review pertinent deadlines above.|
|Sponsor Name and Address; Contact Person||Please provide the name and address of the sponsor, and a contact person if applicable.|
|Proposal Solicitation and/or Instructions||Please provide a link to the proposal instructions.|
|Start and End Dates||Make sure you have the correct starting and ending dates on the budget.|
|Technical Proposal Documents||Please provide the technical proposal, including biosketches, technical documents, and current/pending support if required.|
|Budget||If required, please provide a budget in the standard CSM format. Budget templates (XLS) may be found on the ORA Forms & Templates page.|
|Indirect Cost Exceptions||If the sponsor mandates an indirect cost rate that is lower than CSM’s on-campus rate, you must request a budget exception from your Department Head. (If your budget is solely for student support, you do not have to request an exception.) Read the F&A Guidelines
Text only version(PDF).
|Cost Sharing Information||If your proposal involves cost-sharing, please provide ORA with details and complete a Cost Sharing Form (DOC) to be signed by your Department Head. Third-party cost sharing requires a letter from the provider signed by an institutional official. See Cost Sharing Guidelines
Text only version(PDF).
|Subcontract Documents||If applicable, ORA requires the following items of the subcontractor:
|Human Subjects||Please see the Human Subjects Research website and notify your proposal analyst in advance if you plan to use human subjects in your research.|
|What ORA Provides For You|
|Budget||ORA will thoroughly check your budget and make any corrections and recommendations for changes|
|Record and Document Creation||ORA will assign a proposal number to your proposal and create internal documents: a CSM cover page with places for you, your dept. head, center director (if applicable) and Co-PIs to sign; a Check-off Sheet with some questions to answer; other forms as needed.|
|Sponsor Documents||ORA will fill out any cover page or budget forms that the sponsor requires.|
|Signatures||ORA will obtain administrative signatures|
|Submission Package||ORA will check over the submission package to make sure that all the required documents are included|
|Proposal Submission||ORA will submit the proposal, whether electronically, via Cayuse, or by mail or by email.|
|Getting Started with Cayuse|
|Overview||Cayuse SP is designed to allow the electronic creation, tracking, and management of proposals and awards along with other aspects of research operations.|
|Login||Please see the System, Login and Browser Information section of the Training & Guidance Cayuse page|
|Quick Reference||Please see the Training & Guidance Cayuse page. The Quick Reference Guide contains information about the navigation and use of the sponsored projects system.|