Proposal Support

Services

Our Proposal Managers assist researchers in the College of Engineering with all proposal support (preaward) functions. Please submit a Request for Service or email us at coe.preawards@oregonstate.edu. We are your first stop for answers to all research-related questions!

Submit a Request for Service

For assistance with any of the following items, please fill out a Request for Services or send us an email. To make sure every request gets the full attention it deserves, please follow our deadline policies whenever possible. 

Here are some of the services we provide:

• Budget and budget justification preparation
• Cost share requirements and documentation
• Review and inform regarding OSU and sponsor requirements
• Develop a grant submission timeline
• Initiate Cayuse SP proposal for internal approvals
• Support entries in sponsor submission websites such as Research.gov, FastLane, SF 424 forms (or Cayuse 424), and others
• Act as a liaison between PI and:
  ·   Office of Sponsored Research and Award Administration (OSRAA)
  ·   External/Internal Collaborators
  ·   Subawardees
  ·   Business and Engineering Business Center (BEBC)
  ·   Postaward / Grant Accountants

Submission Timeline

To make sure every request gets the full attention it deserves, please follow our deadline policies whenever possible (click here for our grant submission timeline):

Three weeks or more from sponsor deadline is optimal notice, especially for complex projects.

Nine business days before sponsor deadline is the minimum requested notice for full support from Engineering Research Administration. Requests made eight or fewer business days before sponsor deadline may not receive the full level of support due to staff commitments on other proposals.

One full week before sponsor deadline, we strongly encourage PIs to route proposals through Cayuse SP to allow time for departmental approvals and any corrections that may arise in the review process.

Three business days before sponsor deadline is the amount of time it takes OSRAA to review a proposal.  This is the time to have all supporting documents in place or sent to your Proposal Manager for review, and focus on polishing the technical narrative.

Last-minute requests for service are difficult and highly prone to errors. If you have an unexpected funding opportunity, please contact us right away to discuss how we can help.

Tips

1) Collaborative proposals and subawards involve many moving pieces. Please get us involved early so we can help!

2) If OSU will be a subaward rather than the lead, you must adhere to the lead organization's deadline. For example, if the proposal is due to the funding agency on September 15 and the lead organization needs it by September 1, then you should contact our team by August 15 at the latest.

3) Offices are closed on University holidays. Please keep this in mind when requesting assistance.

GA Budgeting Guidelines

Graduate students play an important role in the college. Faculty should consult the Coalition of Graduate Employees and Oregon State University Collective Bargaining Agreement for current contract requirements.  Additional resources for graduate employees can be found at CGE Contract Resources.  Here is a summary of requirements:

1. All graduate assistant appointments should extend from 16 September to 15 June (one academic year).  Term-to-term appointments must be a rare exception used only to address unforeseen, short-term needs of the unit.
2. Hourly student-worker academic year appointments for graduate-level activities will generally not be approved, effective Fall 2017.  Units are referred to the Employment Guidelines linked below for specifics.
3. Units are directed to the CGE contract, Article 11, Section 3, Workload Fraction (FTE) to determine the average weekly workload for the appointment FTE level.  Minimum 0.38 FTE appointment is required as of Fall 2022, and increases to 0.40 FTE as of Fall 2023.
4. Units are encouraged to reappoint students for the following academic year during spring term of the current academic year whenever such reappointments are anticipated.
5. Students must register for a minimum of three credits during summer to be eligible for GA salary, tuition remission, health insurance fee subsidies, and the quarterly fee remission.  However, COE suggests faculty budget for 5 credits in summer to avoid FICA taxes for less-than-half-time students.

Guidance on converting hourly GA appointments is available from the Budget Office. Please contact COE.Preawards@oregonstate.edu for more information.