Getting Started & Tools

Here are some basic tips, tools, and guidance to get you started when preparing a proposal:

Prepare Early

• Find out who can help – start with your School and College Grant Resources, then if needed, request OPAS proposal development support via the Request Quote for UMass Amherst Proposal Preparation Services (UMPPS) form.
• Ask for help early – six to eight weeks out for a standard proposal, more for complex proposals. Last minute requests should be avoided whenever possible. 
• Read sponsor guidelines

Understand your team's roles and responsibilities

• Roles & Responsibilities in Research
• Keep in mind that research administrators are experts in their areas. They are there to help with the administrative details and requirements that you may not be aware of.
• Agree on a timeline for completing proposal components with your team.
• Communicate any needed changes to the timeline as soon as possible.  

• Set up dedicated email and electronic file folders 
• Be mindful of file naming requirements and controlling document versions 
• Use templates or create your own based on instructions provided 
• Get familiar with Kuali and work with your department or school/college research administration staff to create a  Kuali Proposal Development record in the system.
• Use a whiteboard, calendar, and/or electronic to do list (such as in Outlook or Teams) to track multiple proposals
• Background documents such as biographical sketches, current and pending, equipment and facilities, etc. can be prepared in advance. Note: The university allows science documents (generally the project description or scope of work, summary or abstract, and bibliography or references cited documents) to be reasonably good and reviewable drafts at routing.

Scope and Budget Preparation

• Discuss project scope and budget right at the beginning.
• Review the Fact Sheet for information on fringe and indirect cost rates.
• Finalize the budget at least a week before submission to OPAS review.
• Keep last-minute additions and changes to a minimum, as these can delay routing.
• The budget and budget justification must be final at routing.

Subaward documents

• Line up partners four weeks or more prior to the due date.
• Let the proposal development administrator coordinate receiving documentation from any subrecipients; put them in touch with counterparts at partner institutions.
• Approved subrecipient documents are required at routing.

Science and Background documents

• Background documents such as biographical sketches, current and pending, equipment and facilities, etc. can be prepared in advance.
• The university allows science documents (generally the project description or scope of work, summary or abstract, and bibliography or references cited documents) to be reasonably good and reviewable drafts at routing.

Sponsor Forms and Portal

• Check out sponsor-specific resources.
• The proposal development administrator can usually help with completing forms, attaching or uploading documents, and entering institutional information. They may need you to share access to the sponsor application portal to help.
• The OPAS reviewer will always need access in order to review the application.

Administrative Review and Submission

• Understand the Sponsored Project Proposal Submission Requirements and Procedures (Five Day Submission Procedure)
• The OPAS reviewers’ job is to help you submit a successful proposal that the sponsor will evaluate based on the science without the distraction of any administrative errors. Some errors can cause a proposal to be returned without review.
• Stay calm and stay in touch. Your prompt feedback is often required during the five-day review period.
• Every proposal is an opportunity to learn, even when not awarded. Best of luck!