Proposer Workflow

Creating a proposal

Clicking on the 'Grant Deadlines' link on the sidebar takes you to a list of all the current grants offered and their start and end dates for applying. Clicking on one of the grant links brings you to a page containing information about the grant such as purpose, eligibility and deadlines. Clicking the 'Submit' link on the bottom of the page brings you to the proposal form to fill out.

Each grant contains attributes that are specific to that grant and some attributes may be required or optional. By default, the 'Primary Proposer' is the logged in user, but this can be changed by clicking on the '[x]' next to name and entering another person's name or x500 into the text field. Other people can be associated with the proposal by typing their name or x500 into the 'Additional Proposers' text field.

All proposals require you upload a document containing your detailed proposal. Additional attachments can be uploaded as well, but they are not required.

It is also required that you select a 'primary department' and, if applicable, a 'secondary department'. Certain grants such as the Equipment Grant require you to specify a 'technical support cla person' but this is optional on most grants. When the form is completed, clicking submit redirects you to the 'my proposals' page containing a list of all proposals associated with you.

Editing a proposal

As long as the proposal is in a 'pending' state, you can changed the proposal data you entered. If the proposal is 'funded' or 'denied', you can no longer edit the proposal contents unless you are an administrator or super user. The proposal attachment may not be re-uploaded, but it can be downloaded. You may still upload additional documents.

Proposal review process

When a proposal has been submitted, the proposal is saved and its status is marked as 'pending' (highlighted yellow on the 'my proposals' page). An email notification is sent to all people associated with the proposal including committee members and chair of the department.

After the proposal has been reviewed and approved, its status will change to 'approved' (highlighted green on the 'my proposals' page) and an email notification will be sent to all people associated with the proposer.

If the proposal has been denied, its status will change to 'denied' (highlighted red on the 'my proposals' page) and an email notification will be sent to all people associated with the proposer.

Reimbursement process

After the proposal has been approved, it can be reimbursed by filling out a reimbursement form. Click on the dollar sign icon to go to the reimbursement form. Enter a short description of what the money was used for, the amount, a message to the administrators which will be included in the email notification and an optional attachment. You can also specify the progress of the project in this form.

Clicking 'submit' saves the reimbursement and notifies the associated proposers and administrators. It will be marked as 'pending' (highlighted yellow in the 'my proposals' page) and can be viewed by clicking on the link under the 'description' heading on the 'my proposals' page.

If a reimbursement has been 'approved' (highlighted green on the 'my proposals' page), an email notification will be sent to the associated proposers. If a reimbursement has been 'denied' (highlighted red on the 'my proposals' page), an email notification will be sent to the associated proposers. You can track the amount of money remaining under the 'amount left' heading on the 'my proposals' page.

Project completion

When the project is near completion, a final report can be uploaded summarizing the acheivments of the project. Clicking on the upload icon on the 'my proposals' page brings you to the form to upload your final report.

You can only upload a final report once and it is downloadable in the 'view' page of the proposal by clicking the link on the project 'title' or 'ID'.