The application process begins with identifying a funding source and extends to the proposal preparation, approval, and submission process. The external funding process below provides an overview of the steps with related tips and guidelines.

 

External Funding Process

The department is responsible for initiating and monitoring the routing form through the approval
process to ensure it reaches the DSP. The routing form is required for all sponsored research –proposals, contracts, subawards, awards, non-monetary agreements, etc. 

The fully approved routing form arrives in DSP. Proposal/award review does not begin until DSP receives the routing form and the completed proposal or contract/award.

The overall responsibility for proposal development rests with the PI. The PI works in conjunction with their Departmental Pre-Award Research Administrator to develop the budget and all necessary sections of the proposal, including all required proposal forms. This requires a close review of the general agency guidelines and funding announcement requirements by the PI and Departmental Administrator. Most proposals require working in an electronic submission system. DSP requires an approved routing form AND completed proposal to begin its review.

DSP reviews the application and contract/award documents. DSP provides the authorized institutional signature on behalf of the Vice President for Research. PI’s should NOT sign contracts on behalf of the University of Iowa.

Generally, the sponsor sends the award to DSP. However, if the sponsor sends the award notice to the PI/department, then it is the PI/departmental administrator’s responsibility to send the award to DSP. 

DSP in conjunction with the GAO will process the award and set up the master file key (MFK#). The PI/dept. will receive an email with a link to the award information. 

  • READ and follow the sponsor guidelines exactly.
  • Plan to complete your application at least 7 days in advance of the sponsor’s submission deadline.
  • Ensure budgets are calculated accurately, meet sponsor guidelines for allowable costs and
    limits, are an adequate and accurate reflection of proposed project needs, and include appropriate
    F&A costs. Attach an internal budget (Excel spreadsheet) to the routing form.
  • Confirm the final application is complete including all required forms. 
  • Route complete application to the Division of Sponsored Programs at least 5 business days before the deadline.

DSP Training and Resources
DSP Research Tracker: (tool for managing all departmental research from routing form stage through award)
Frequently Needed Information

List of Pre-Award Research Administrators (PARA)

Research Administration Dispatch (RAD) provides information about deadlines, compliance
issues, training and much more.

Reviewed October 2024