PROPOSAL CLEARANCE, ROUTING AND APPROVAL PROCESS

Clearance Process: The New Proposal Clearance Form, available on the Office of Sponsored Programs (OSP) website, must be completed and sent to the OSP (preferably electronically to Ann Smith) at least 14 days prior to the final proposal being routed, internally, at the University. The completed form must be accompanied by: a one-page or less abstract of the proposed project, describing its purpose, objectives and contribution to the mission and goals of Xavier University of Louisiana, and the web address where the Request for Proposal can be located. IF FACULTY MEMBERS NEED ASSISTANCE WITH ANY PART OF THIS PROCESS, PLEASE BE SURE TO CONTACT OSP STAFF WHO WILL BE HAPPY TO ASSIST YOU.

The OSP will electronically distribute clearance documents to the following individuals: Department Chair and Academic Dean; Associate Vice President for Academic Affairs; Senior Vice-President for Administration; Vice President for Fiscal Services; Vice-President for Institutional Advancement; Associate Vice-President for Technology Administration, Director Office of Planning and Institutional Research, and the Manager of Grants and Contracts Accounting. If these individuals have any concerns regarding the proposal, they will contact either the Principal Investigator (“PI” or “Grants Manager”) or the OSP within one week of receipt of this clearance form. In absence of any response, the PI should proceed with the full grant application.

Draft Budget: It is especially important that you submit a full, draft budget to OSP staff as early as possible, preferably with the clearance form, so they can assist you in resolving any budget issues. This will greatly facilitate the final proposal routing process. If the agency to which you are submitting your proposal does not provide a budget template, please go to the OSP website and download the Xavier budget template.

Proposal Completion: The Principal Investigator of the project is ultimately responsible for both the substantive and formal quality of the final grant proposal. OSP will provide assistance when requested and will review the final document as appropriate.

Proposal Routing: The “Final Proposal Routing Form” (available on the OSP website), should be signed by the Principal Investigator. Then, copies of the final proposal, including the budget, and the routing form, should be delivered to the PI’s Chair, Dean, and Associate Vice President for Academic Affairs. Following review and approval, the Routing Form should be signed by the Chair, then the Dean, and finally by the Associate Vice President for Academic Affairs. (If faculty members from departments/colleges other than the PI’s are budgeted to receive salary support from the project, their Chairs and Deans should also sign the Routing Form.) In addition, signatures should be obtained for any required certifications, such as from Human Subjects or Animal Care committees. (For required certifications, see any questions on the original Proposal Clearance Form to which a “yes” answer was given.) The new Proposal Clearance Form, with any changes, the signed Final Proposal Routing Form, and the original plus one copy of the full, final proposal (with cover page, for internal use), should be delivered to the OSP at least one week prior to the due date of the sponsoring agency.

Proposal Approval: Once the above-described process is completed, OSP staff will review the proposal and obtain the signature of Xavier’s Authorized Institutional Representative on all required documents. The Authorized Institutional Representative will only sign proposals that have been routed through and certified by the OSP. Once signed, the OSP will notify and return the original proposal to the PI who then will be responsible for mailing the proposal and the required number of copies to the granting agency. If the PI needs assistance with copying or mailing, please inform OSP staff.

Sponsoring Agency Notification: If the proposal is awarded, the PI should follow the Award Approval Process, described on the OSP website. If denied, the PI should notify OSP.

Please note, the Proposal Clearance Form, can be downloaded in PDF format or Word format on the OSP Forms Page.