Preparing and Submitting a Proposal
Yale University requires that all sponsored project proposals be reviewed and approved by the Office of Sponsored Projects (OSP). Proposals are required to have OSP approval in the form of a signature (written or electronic) prior to submission to any sponsor. The signature of the authorized University official indicates the University’s endorsement of and commitment to the project.
The Office of Sponsored Projects’ Proposal Management teams’ responsibilities include, but is not limited to:
- Authorized official for all sponsored grant proposals
- Provide guidance and interpretation of RFA/RFP/BAAs, etc.
- Provide support for all submission issues regarding sponsored grant applications
- Provide PD user support
- Review, approve, and submit JIT
A minimum of five working days is necessary to allow for full administrative review prior to submission.
To help facilitate the proposal review process, OSP would like to remind faculty and departments that the following documents are required in order for OSP to review, approve and submit a proposal:
- A completed IRES PD record including Regulatory Form
- Final and complete grant application
- Cost Sharing Approval (if applicable)
- Subrecipient documentation (if applicable)
A completed IRES PD record with Regulatory Form and other relevant documents must accompany each (i.e. new, revised, renewal, supplementary, continuation) proposal routed to your OSP Team. Once all materials are received, OSP will review the entire final proposal package. Please remember that the IRES PD record must be routed and approved by the PI, departmental approver and all other applicable individuals whose approval is required, as this provides certification that the information contained in the proposal and on the Regulatory Form is accurate, complete and in compliance with Yale University and sponsor policies. OSP is not authorized to submit proposals to external sponsors without the agreed to approvals in the IRES PD route.
For those departments that do not use IRES PD, a completed Transmittal Summary (TranSum) form must be submitted to the appropriate gcat email box in order for OSP to create an electronic record. The TranSum will reflect information about the Principal Investigator, the project being submitted for external funding, budget, other personnel, subrecipients if applicable, compliances (to include all information that would be provided within the Regulatory Form), certifications and approvals.