Proposal Review - The UNM Way

Office of Sponsored Projects Proposal Team

The Office of Sponsored Projects (OSP) Proposal Team uses an appointment customer service model to provide personalized, dedicated proposal reviews, and to ensure accurate and timely submissions. All proposals on behalf of the University of New Mexico Main and Branch campuses receive a review prior to sponsor-imposed deadlines that ensures compliance with 2 CFR 200 Uniform Guidance, Federal Acquisition Regulations, University policy, and sponsor proposal instructions.

As a Core Office, OSP is committed to ensuring timely and accurate reviews of proposal components, while reducing administrative burden on Principal Investigators. Proposal reviews of all types do not require in-person visits, instead the reviews are conducted remotely and engagement over the course of the review happens virtually. This is partly made possible through the use of Cayuse Research Suite, the current management system for sponsored projects. Additionally, the majority of sponsors have adopted either a portal for submitting proposals or have an electronic submission process.

The OSP Proposal Team conducts full reviews of solicited opportunities. Please note that all funded opportunities do require the following components at minimum: a scope of work, budget worksheet, budget justification, and solicitation.

In addition to ensuring compliance, OSP Sponsored Projects Specialists (SPS), work closely with Principal Investigators and research administrators. Specialists assist with proposal submission, and help navigate the proposal submission process for each sponsor.  OSP manages UNM’s accounts and roles for sponsor portals for pre- and post-award management. When responding to solicited opportunities, proper access to the sponsor’s electronic portal must be obtained. Visit the Sponsor Electronic Portals page on OSP’s website for specific sponsor portal accounts. 

Proposal Review Types

The following are explanations of the different types of reviews and the expectations of the SPS and the PI or proxy:

Scheduled Comprehensive Proposal Review and Submission Appointments (Comprehensive Reviews) are advised to be scheduled as early as possible in the proposal planning and development stage, prior to the official sponsor-imposed deadline. Comprehensive Reviews are conducted by an SPS who will complete the review to ensure compliance with all applicable policies and submit the final proposal before the appointment has ended.   In order to ensure all communication is completed during the scheduled review time, OSP does require the PI or proxy to be available and responsive to communication (via phone, email, or MS Teams) from the SPS to resolve any findings of the review and for final approval prior to submission of the proposal.

  • Comprehensive Review Appointments are based on a first-come first-serve basis, and are scheduled by using the OSP Appointment Self-Scheduler.
  • It is the expectation of OSP that upon conclusion of the Comprehensive Review, the reviewed and approved proposal will be submitted.
  • For a list of actions completed during a Scheduled Comprehensive Proposal Review and Submission Appointment, please see the Proposal Review Matrix below.

 Appointment Time

 Sponsor Type/ Proposal Type

 4 hours

 Federal Sponsor/ Full Proposal

 2 hours

 Non-federal Sponsor/Full Proposal

Pre-Proposal or Whitepaper reviews are scheduled with SPSs as a two-hour review and submission action, as they typically do not take more than this allotted time to complete. In most cases a budget and budget justification are not required by the sponsor, but if they are required components, reviews can take the entire two-hour appointment time to complete.

  • Pre-Proposal or Whitepaper Reviews Appointments are based on a first-come first-serve basis, and are scheduled by using the OSP Appointment Self-Scheduler.
  • It is the expectation of OSP that upon conclusion of the Pre-Proposal or Whitepaper Review, the reviewed and approved proposal will be submitted.

Full proposals that require a same day submission in which a Scheduled Comprehensive Proposal Review and Submission Appointment are not possible due to the last-minute proposal request by a sponsor, or other insufficient time limitation, may be submitted to OSP through Cayuse SP for an Essential Component Review where the scope and duration of the OSP review is limited.

  • You must contact OSPAppointment@unm.edu immediately to coordinate an Essential Component Review.
  • OSP Proposal Specialists strive to meet or exceed the deadline on the due date.
  • Upon conclusion of Essential Component Reviews, approved proposals will be submitted, however we will need the cooperation of the PI to provide the proposal as early as possible on the day it is assigned.
  • PLEASE NOTE: Proposals receiving an Essential Component Review, the PI is solely responsible for all proposal materials outside of the OSP essentially reviewed items. Please see the Proposal Review Matrix for an at-a-glance comparison.

A sponsor may request an action taken on a proposal that has previously been submitted, but not yet awarded, and SPSs must complete this action. Proposal modifications (Pre-award – Post-proposal submission, also known as Just-In-Time Requests) are completed by the initial proposal reviewer. Proposal Modification reviews are assigned as a review with a submission action.

  • The PI should email the SPS who submitted the initial proposal as soon as possible to ensure a timely response is submitted, or forward the email request to OSPAppointment@unm.edu for additional guidance.

UNM Office of Sponsored Projects Proposal Review Matrix

 

Essential Component Review

Scheduled Comprehensive Proposal Review and Submission Appointment

Review PI certification of Cayuse record and departmental routing approvals are complete

Review Principal Investigator eligibility or eligibility exception request form

Review solicitation for proposal deadline, institutional eligibility, submission method and limitations on number of proposals, ensure the proposal has been pre-authorized via Limited Competition

Review solicitation for budgetary restrictions and cost share requirements

Review Principal Investigator and key personnel have met 1% minimum effort

Review capital equipment and fabricated equipment meet the definitions per UNM Policy 7710

Review participant support costs meet the definition per UG 2 CFR 200.75

Review budget for applicable indirect cost rates and review approval on reduced indirect cost rate or exception request

Review for inclusion of voluntary cost share in the budget and budget justification

Review of HSC F&A split form and budget (as applicable), if form is provided

Review annual FCOI disclosure list and PHS (as applicable) disclosure list to ensure disclosures have been completed

Review IRB, IACUC, export control and other regulatory compliance is documented

Review subawards meet the definition per UF 2 CFR 200.93 and 200.331

Review subaward letter of commitment and cost share commitment as applicable. Assess cost sharing requirements, budget, approvals and other applicable guidelines.

Acknowledge Reps & Certs on behalf of the Regents of the University of New Mexico as applicable

Review for system errors and warnings in Cayuse 424, Fastlane, NSPIRES, etc. as applicable

Submit Proposal Materials according to applicable guidelines or submission instructions

Reserved time with review specialist to review entire proposal and requirements during scheduled appointment time

 

Review solicitation, specific program publications and supplemental proposal preparation guidance to verify the proposed project is eligible for favorable sponsor review and funding consideration

 

Review internal budget calculations and check for correct fringe, insurance and tuition rates

 

Review budget justification to confirm it matches the budget, and meets other applicable guidelines

 

Confirm proposal budget and budget justification match internal budget and justification

 

Review project summary if applicable for correct formatting, page count, other applicable guidelines

 

Review project narrative for correct formatting, page count, other applicable guidelines

 

Review biosketch/CV for correct formatting, page count and other applicable guidelines

 

Review current & pending support for correct formatting, page count and other applicable guidelines

 

Review facilities and equipment for correct formatting, page count and other applicable guidelines

 

Review data management plan for correct formatting, page count and other applicable guidelines

 

Review postdoc mentoring plan for correct formatting, page count and other applicable guidelines

 

Review letters of collaboration/support according to applicable guidelines

 

Review other supplementary documents according to applicable guidelines

 

Review for additional documents requested from sponsoring agency and applicable guidelines

 

Review subaward statement of work, budget and budget justification