Proposal Routing
1. The Proposal Routing Form
2. Budget Preparation and Review
Every proposal submitted by the research foundation on behalf of the university must be approved by university and research foundation officials to ensure compatibility with the university’s mission and basic research and education policies. The approval process is initiated with the Proposal Routing Form, which contains significant information regarding the proposal. This form, accompanied by a budget and narrative, is circulated for approval.
1. The Proposal Routing Form
The sponsored research development department utilizes a multi-page checklist/authorization form entitled “SDSU Routing Form.” Prior to sending out a proposal, the PI, working with the development specialist, must ensure that all required signatures have been obtained from the chair or director of the PI’s department/school, the dean of the PI’s college, SDSU Research Foundation and the graduate and research affairs office. Also if the proposal meets specific criteria, it must also be reviewed and approved by the vice president for business and financial affairs (Submission Guidelines link ). Additionally, certain restrictions or special approvals may be needed depending on the characteristics of the proposal. If additional approvals or notifications are required to comply with federal, state and internal research foundation regulations, the SR development specialist will assist the PI in obtaining these approvals.
Routing should be initiated as early in the process as possible, preferably as soon as a draft budget and abstract of the proposed project is available. Signatures may be obtained jointly by the PI and the development specialist.
The routing form is available on the research foundation’s website at “Proposal Routing Form.” (Word Format 236KB) The PI will complete the routing form, paying particular attention to the checklist where aspects of the proposal that require follow-up on compliance or notification are centrally identified.
Note: The co-PI’s name is listed on the routing form and the routing form requires the co-investigator’s signature. If affiliated with a different department than that of the PI, signatures of the appropriate chair and, if from another college, the relevant dean must be obtained.
If a PI submits a proposal to a sponsor without the required review and approvals described above, the proposal will need to be processed through proper channels and approved before an award is accepted.
Additionally, certain restrictions or special approvals may be needed depending on the characteristics of the proposal. If additional approvals or notifications are required to comply with federal, state and internal research foundation regulations, the SRD development specialist will assist the PI in obtaining these approvals. (See Role of SDSU Administration for examples of additional approvals).
2. Budget Preparation and Review
Budgets for proposal applications must comply with sponsor requirements. The budget is usually prepared by the PI and the SR development specialist. The SR development specialist will ensure that the budget is accurate and in compliance. All budgets must be reviewed for fiscal appropriateness and accuracy prior to acceptance of an award.
The majority of agreements received by SDSU Research Foundation are cost-reimbursable; however, periodically a sponsor will agree to pay SDSU Research Foundation a set fee for satisfactory completion of contracted services or submission of deliverables. The determination of the fee should be negotiated based on the best estimate by the PI of the costs necessary to perform the services being contracted. The budget should include recovery of the full facilities and administrative costs (F&A) applicable to the type of award based on SDSU Research Foundation’s federally negotiated F&A rates. Any requests for a waiver or reduction of the full rate must be approved in writing by the PI’s dean and the director of sponsored research development.
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