Pre-Award Process
PRE‑AWARD PROCESS
The pre‑award stage ensures that every proposal submitted on behalf of UTRGV is accurate, compliant, and positioned for success. The Office of Sponsored Programs (OSP) coordinates each step from the initial proposal request through final submission to external sponsors. This process supports faculty and researchers by ensuring proposals meet institutional, sponsor, and regulatory requirements.
KEY STEPS IN THE PRE‑AWARD PROCESS
Step 1: Initiating the Proposal in the Automated Research and Grants Organizer (ARGO) and Meeting Internal Deadlines
All sponsored funding requests must begin in ARGO, the university’s official proposal management system.
- Principal Investigators create a Sponsored Program Intake (SPI) record and enter all project details, including subrecipient contact information.
- The SPI should be initiated and submitted to OSP no later than 14 business days prior to the sponsor deadline to allow adequate time for review, budget development, and coordination.
Once the SPI is submitted, an OSP Coordinator is assigned to the project within 2 business days. The coordinator:
- Serves as the PI’s primary point of contact
- Guides the PI with their proposal through development and internal routing
- Ensures all sponsor and university requirements are met
Step 3: Providing Technical and Administrative Support
OSP provides comprehensive support throughout proposal preparation, including:
- Budget development and verification
- Interpretation of sponsor guidelines and special instructions
- Assistance with required documents, forms, and templates
- Clarification of university and sponsor policies
- Verification of Limited Submission status
Step 4: Reviewing Proposals for Compliance and Quality
Before submission, OSP conducts a detailed review to confirm:
- All required components are included
- Budget and narrative elements follow sponsor rules
- No omissions, inconsistencies, or compliance issues remain
Step 5: Managing Administrative Communication with Sponsors
OSP manages all official administrative communication with sponsoring agencies, including:
- Requests for clarification
- Submission of institutional documents
- Administrative updates or changes
Step 6: Securing Required Institutional Signatures
Documents requiring university authorization are routed through OSP for review and signature. This step ensures that institutional commitments are properly reviewed and approved before submission.
Step 7: Submitting Proposals on Behalf of UTRGV
OSP is the only office authorized to submit proposals to external sponsors on behalf of UTRGV. Once all reviews and signatures are complete, OSP submits the final proposal package through the sponsor’s required submission system or portal.
- Per OSP policy, all proposals are submitted to the sponsoring agency one business day before the official sponsor deadline.
- This internal deadline ensures adequate time for review, corrections, and technical checks before final submission.
- Failure to meet internal deadlines may result in a proposal not being submitted unless an exception is approved by senior research leadership.