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A proposal development plan is essential for ensuring all components of a grant application are completed accurately and submitted on time. Coordinating tasks such as proposal checklists, budget preparation, internal reviews and approvals reduces last-minute issues and increases the likelihood of a successful submission.   

The Departmental Research Administration (DRA) structure and the Pre-Award Grant and Contract Administrators (GCA) work hand-in-hand with principal investigators to create a timeline for proposal development following sponsor guidelines and the university policies and procedures.

At the proposal development stage of the grant lifecycle, it is important to identify all potential external collaborators and determine their eligibility to participate in the proposal development process. Once collaborators are identified, commitment documentation and institutional concurrence for their involvement on the proposed project is required for all submissions.

There are many factors that determine the type of collaborative relationship with UMB which include organization or entity status, eligibility and compliance screening and the proposed scope of work and role on the project.

A fundamental assessment for collaborators is determining if they will act as a subawardee or contractor. Once a collaborator is identified the Subrecipient versus Contractor Determination is conducted as early as possible in the proposal development process and is required for all submissions involving collaborators. Each of these collaborative relationships require proposal documentation and organization concurrence before they can be included in an outgoing proposal.

Subawardee (subrecipient)

• Subrecipient Monitoring
• Federal Demonstration Partnership:
• Federal Regulations:

Contractors (i.e. Consultants)

• Contractor/Consultant Template

Internal Collaborators

• Searchable Database of Research Expertise and Scholarship at UMass Boston
  • Collaborate - Profiles and Research Expertise Database
  • Healey Library Guide:
• UMass Boston Core Facilities

Routing a grant application through Kuali Research Proposal Development (Kuali-PD) ensures that all required approvals and compliance checks are completed before submission. This system streamlines the review process by facilitating electronic approvals, budget verification, and documentation tracking, reducing errors and ensuring institutional concurrence.

Once there is an intention to submit a proposal or application to a sponsor, investigators should work with their DRA and GCA to initiate a Kuali-PD record. Once the application is ready it should be submitted into the workflow for institutional review and approval following the proposal deadline policy. The workflow steps generally include department and unit level reviews and approvals from chairs, deans, center or institute directors along with compliance reviews and certifications on behalf of the key personnel on the project team. ORSP provides the final approval and coordinates the final submission to the sponsor.

• Kuali

Understanding sponsor guidelines during the proposal development process is crucial to ensuring that the application meets all eligibility, formatting, and compliance requirements. Adhering to these guidelines increases the likelihood of a successful submission and prevents delays or application not getting reviewed due to unresponsiveness or noncompliance.

• Sponsor Resources
• NIH
• NIH
• NIH
• NIH
• NSF
• Grants.gov