Submit a proposal - Preaward Services

Proposal endorsement process

School/Department approvals

Faculty

Faculty are responsible for obtaining the approval and signature on the Proposal Endorsement Form (PEF) from your Department Chair and Dean. By the time you present the PEF for approval by your Department Chair and Dean they should be well aware of your intentions to submit the proposal. The Office of Research and Sponsored Programs is unable to route a PEF for institutional approvals if the PEF has not been signed by your Department Chair and Dean. Note that email approvals will suffice if they are not available to sign in person (contact your Project Administrator to ensure email approvals are appropriately obtained).

Staff

Staff are responsible for obtaining the approval and signature on the PEF from your appropriate administrator and divisional Vice President. By the time you present the PEF for approval by your appropriate administrator and divisional Vice President they should well aware of your intentions to submit the proposal. The Office of Research and Sponsored Programs is unable to route a PEF for institutional approvals if the PEF has not been signed by your appropriate administrator and divisional Vice President. Note that email approvals will suffice if they are not available to sign in person (contact your Project Administrator to ensure email approvals are appropriately obtained).

Institutional approvals

Institutional approvals are obtained by OFRSP. Institutional approval includes those provided by

  • Information Technology
  • Capital Planning (Facilities)
  • Environmental Health & Safety
  • Procurement
  • Risk Management
  • Human Resources
  • Faculty Affairs
  • Office of Faculty Research & Sponsored Programs

These approvals are obtained by email. You should refer to the PEF questionnaire to determine if you should contact these departments earlier in your proposal development process to address any issues that might delay the approval of your proposal. Your Project Administrator can provide guidance and consult with these departments on your behalf.

  • Chief Financial Officer or designee
  • President or designee

The President has designated the Provost and the Chief Financial Officer has designated the Director of the Office of Research and Sponsored Programs to approve and sign all PEFs before your proposal is submitted. The Provost’s signature is the final signature approving all proposals. The OFRSP’s director’s signature indicates all departments have approved the proposal and the PEF and supporting documents comply with sponsor regulations and California State University and Sonoma State University policies.

Timeframe

OFRSP is committed to processing your PEF in a timely manner. However, it is important that the PEF package be complete, approved by your Department Chair and Dean, and cleared of any issues pertaining to campus departments who are part of the institutional approval process.

Our general guideline is that complete a complete PEF (as described above) can be successfully routed in five (5) business days; in emergency circumstances, we will attempt to route your PEF in two (2) business days (excessive abuse of the 5 day guideline is discouraged).

This timeframe is specifically related to your proposal endorsement. Any other services provided by OFRSP (especially those dependent on SSU departments and/or external organizations) cannot be guaranteed to be completed in this time frame.

Please be considerate of your colleagues and begin early in your proposal development process to ensure all considerations requiring internal approval and/or external input are obtained in a timely manner.

Submitting your proposal

You and your Project Administrator should establish the method for submitting your proposal as early as possible. Generally, the Office of Faculty Research and Sponsored Program must submit proposals through federal agency portals (e.g. NSF’s Fastlane, Grants.gov).

Other agencies may allow direct submission of your proposal from you. Your submission may be by mail, email or another form of electronic submission.

You will be notified once the Provost has endorsed your proposal. You and your Project Administrator should ensure the proposal endorsed by the Provost is consistent with the proposal you submit to the sponsoring agency. Significant differences may delay OFRSP’s release of your endorsed proposal.

Proposal Revisions

If a proposal requires revision after it has been approved and endorsed by the Provost the Office of Faculty Research and Sponsored Programs will determine if additional approvals are required.