Research and Creative Activities Funding

Downloadable PDF: Faculty Proposal Submission Roadmap

Getting Started with the Grant Application Process

Roles and Responsibilities

Step 1: Identify the Opportunity

• Who is the funder? Government, foundation, internal, or other entity
• What type of support? Grant, fellowship, stipend, residency

Note: This determines review requirements and timelines.

Step 2: Confirm Project Plan & Deadlines

The Project Manager (PM) and PI will align on key deadlines:

• Internal submission deadlines
• Final submission deadline to the sponsor

Note: Standard proposals must be submitted to OCGA 5–7 business days before the sponsor deadline.

Step 3: Department & Budget Coordination

• If not already, MSO/CAO and Fiscal Analyst are notified
• Budget preparer is identified
• Confirm faculty salary, course buyout, and indirect cost allowability per campus budget policies
• Confirm GSR needs and salary/expenses
• Budget justifications are drafted

Step 4: Scope, Deliverables, and Partners

• Clarify required deliverables for the proposed work.
• Determine whether IRB or Export Control review is required.
• Identify any additional required materials.
• Identify contractors, consultants, and/or subawards.
• Determine partner requirements, including:
  • Budgets
  • Letters of support
  • Required forms or documentation

Note: The PI is responsible for working with subawardees, consultants, or contractors to gather their materials. 

Step 5: Proposal Management & Kuali

The Project Manager will coordinate with OCGA and the PI to:

• Submit the proposal in Kuali
• Address any feedback or required revisions

Once OCGA grants final approval, the Project Manager will collaborate with the PI to:

• Prepare the complete submission package
• Submit it to the sponsor according to their instructions

Key Takeaways

• Notify your department MSO/CAO early
• Use the Dean’s Office as a support
• Think about how the operations will function in your project (Expenses, Timeline, Support)

Contact

Monica Alvarado
Dean’s Office | Program Manager, Research and Creative Activities
Email: moa002@ucsd.edu

Your department Chief Administrative Officer (CAO) and Fiscal Manager will provide proposal assistance, primarily focusing on budget development and administrative logistics. The School of Arts and Humanities Dean’s Office can work closely with the PI and designated staff to investigate options and provide proposal feedback. We each work in partnership with the Office of Contract and Grant Administration (OCGA) to provide support for the development of large, complex, multidisciplinary research proposals.

OCGA is responsible for contract and grant management for UC San Diego and their role includes:

1. Review, endorsement and submission of proposals
2. Negotiation and acceptance of contract and grant agreements
3. Interpretation of guidelines
4. Promotion of compliance with sponsor and University policies

Recommended Submission Schedule

60 Days Before Deadline

Provide to your CAO and Fiscal Manager:

• Agency name
• Link to funding opportunity, special announcements or forms
• Title of proposal
• Identify start date, number of years and due date of proposal
• Budget; identify target annual budget amount and provide list of personnel working on grant, materials and supplies, equipment (vendor quotes are usually not required), travel, other expenses (including publication costs, animal costs, campus services)
• Indirect Cost (IDC) statement, as OCGA will often request this
  • Review federally negotiated IDC rates.
  • If IDC is not allowed, provide documentation from sponsor
• If proposal includes subcontracts, provide contact information for each site

45 Days Before Deadline

Provide to your CAO and Fiscal Manager, with the option to include the Dean’s Office staff:

• A rough draft of the proposal (including references, bibliographies, biosketches, as required by funding agency)
• Budget justification
• Letters of collaboration (if applicable)
• Review draft proposal

30 Days Before Deadline

Submit draft documents to CAO and Fiscal Manager for compilation into application package and submission to OCGA for review:

• Draft application review includes finalized budget, budget justification, administrative documents (e.g., facilities, equipment, biosketches, resource sharing plan, etc.) and draft science
• Your department colleagues will upload documents into application package for OCGA review and inform you of any changes, corrections or suggestions
• Complete PI certification in Kuali record COI certification in Kuali COI

14 Days Before Deadline

Review entire proposal for submission. Provide final version of required documents to Research Administrator.

5 Business Days Before Deadline

Final proposal is due to OCGA by 8 a.m. Final documents are due to your department administrative staff by noon on the business day prior to the agency's published deadline.

Day of Deadline

Confirm proposal has been submitted. Review submitted application online if applicable.

After Submission

Inform your department CAO and Fiscal Manager as soon as an award or a declination of a proposal has been received.

Additional items to consider:

• UC San Diego standard business hours are 8 a.m. - 4:30 p.m.
• Submit as early as possible to avoid last minute system issues or delays, particularly during peak submission periods.
• Stay by a phone or email until submission is confirmed in case any unexpected issues arise.