Proposal Submission
The process of submitting a sponsored program proposal at Stony Brook University (SBU) involves collaboration between the Principal Investigator (PI), departmental staff, and the Office of Sponsored Programs (OSP). The university submits proposals institutionally, ensuring compliance with sponsor and institutional guidelines, though in some cases, individual submissions may be allowed for specific programs.
Who May Submit a Proposal?
Proposals are submitted by OSP on behalf of SBU and The Research Foundation for The State University of New York (RFSUNY) for the individual who will serve as the Principal Investigator (PI) or Project Director (PD) with primary responsibility for the project.
To qualify for PI status, please review our institutional PI Eligibility Policy.
Proposal Submission Steps
Step 1. Notify your Department and OSP
Notify your Department Chair, departmental research administrator and your Pre-award Grants and Contracts Specialist in OSP about your intent to submit so that they can advise and appropriately prepare for your submission.
Step 2. Review the Funding Solicitation
Thoroughly review sponsor guidelines, including any cost-sharing requirements, indirect cost limitations, or other conditions that may impact the proposal. Decide as to whether you have enough time to develop a successful proposal AND complete the internal approval process.
Step 3. Develop the Proposal and Review SBU Proposal Submission Checklists
Use resources like the Office of Proposal Development's Resources Section. and the myResearch checklist to ensure that you have all necessary documents. Contact OSP for guidance on proposal preparation and review submission requirements. The myResearch checklist will help you identify the forms and directions required for internal review of your submission. Required forms or guidance documents can be found here.
Step 4. Internal Submission to OSP
OSP has a 5/2 day requirement for proposal submission. The completed administrative proposal is due to OSP five (5) business days before the sponsor deadline and the PI can take an additional two (2) days to finalize the scientific and/or programmatic components of the application.
All research proposals must be routed electronically via myResearch Grants submission process. (Note: certain internal proposals might not be subject to myResearch routing. See OSP FAQs or contact your OSP Specialist).
ADDITIONAL INTERNAL SUBMISSION GUIDELINES:
- Whenever available, you must include the sponsor guidelines with the myResearch submission.
Include facilities and administrative (F&A) costs for all proposal budgets unless the sponsor has a written policy that calls for a reduced or a zero rate, which the sponsor applies to all potential awardees. Attach a copy of the sponsor's policy to myResearch , or include the URL for the policy. For more information see our institutional guidance on F&A reduction.
If the sponsor requires mandatory cost sharing, and you require institutional support from the Office of the Vice President for Research, please contact the Office of Proposal Development at least two (2) weeks in advance of the proposal due date.
For proposals with subrecipients, include their signed budget pages, justifications, and relevant forms (e.g. Subrecipient Commitment Form) in the myResearch submission.
When The Research Foundation for The SUNY is a subrecipient under another institution's proposal, you should submit myResearch as noted above since your proposal is a submission to an external sponsor.
Step 5. Proposal Submission to External Sponsor
Once myResearch routing is complete and all approvals and signatures are secured, OSP will submit the proposal to the sponsor. For federal submissions, OSP is required to submit the proposal. For other sponsors it is possible that the PI may submit themselves but not without OSP's endorsement.
Check your email for a submission confirmation; it may come directly to you from the sponsor or from OSP. In some instances, the sponsor will request additional materials or information related to your proposal; please monitor your e-mail for further instructions and communicate with OSP.
Step 6. Award Notification
Notification of award decisions will be sent by the sponsor to either the PI or OSP. If funded, OSP will establish the award internally and transition it to the award management phase.
Institutional vs. Individual Submissions
In most cases, proposal submission is an institutional function, with the RFSUNY as the official applicant responsible for compliance and project administration. The PI, however, is responsible for the project’s scientific integrity and fiscal management.
Individual submissions are allowed only in specific cases, such as non-federal proposals or fellowship programs. PIs should review sponsor guidelines carefully to determine submission procedures and consult with OSP if unsure.
For proposals involving human subjects, animals, biohazards, or conflicts of interest, prior institutional review and approvals, if funded, are required.