Austin College’s internal procedures use the Intent To Submit Form to collect information about proposals for external funding and to document compliance with college and sponsor policies and federal regulations. Before a proposal can be submitted, we must complete an Intent To Submit Form.
When is an Intent to Submit Form required?
An Intent to Submit Form is required for all grant proposals* that meet any of the following conditions:
- application process requires a signature from an “Authorized Organizational Representative”
- grant will be paid to and administered by Austin College
- proposal commits Austin College employee time (other than faculty time that is within the terms of their contract)
- proposal commits use of Austin College equipment or space (other than faculty offices)
- proposal commits, explicitly or implicitly, Austin College funds (other than faculty leave salary)
- proposal commits Austin College to a future action (such as offering a new course developed with grant funds or a project that requires extensive IT services)
*This includes preliminary proposals, letters of inquiry, and letters of intent.
What attachments must you include?
The Intent to Submit Form must be accompanied by:
- the estimated budget and budget justification
- the appropriate Conflicting Financial Interest Disclosure form:
- for PHS entities (NIH, CDC, etc.)
- for other sponsors
- the most recent draft of the project description (or a memo explaining the project and the PI/PD’s role)
- any supporting email (for example, email from HR confirming a staff salary or hourly rate)
- any certifications or assurances required by the sponsor (for example, NIH assurances)
- all application forms that require an official signature (if any)
- a copy of the official cover page (if any)
The proposal draft need not be highly polished; simply include enough information to ensure that reviewers of the Intent to Submit Form can understand what you plan to do.
Who must sign the Intent to Submit Form?
The Intent to Submit Form always must be signed by:
- All faculty and staff named in the proposal. Please use more than one form if necessary.
- The supervisor, department chair, and dean for each faculty or staff member named in the proposal
- Business Office representative
- The Vice President of Academic Affairs
- The Director of Corporate and Foundation Relations
The Principal Investigator or Project Director (PI/PD) is responsible for filling out the Intent to Submit Form and securing required signatures.
If the PI/PD is department chair (or supervisor) or is the spouse/partner of the department chair (or supervisor), or if the department chair (or supervisor) is unavailable, the appropriate senior College administrator signs in lieu of the department chair (or supervisor).
Additional signatures are required in the case of certain personnel, equipment and facilities, and research issues, to document that you have discussed these matters with appropriate Austin College personnel. These requirements pertain to all grants, not just those funded with federal funds. These signatures can be provided by email if necessary, but the Director of Corporate and Foundation Relations has the right to require original signatures. If you obtain an email signature, please ask the sender to cc the Director of Corporate and Foundation Relations.
Austin College cost-share: Some grants require matching funds from Austin College, and at other times an Austin College contribution might strengthen your proposal. Discuss cost-sharing requirements with Director of Corporate, Foundation, and Government Relations.
Course release time: Discuss all course releases with your department chair. Once you have the approval of your chair, the next step is to consult with the Dean of Sciences and Vice President of Academic Affairs. Working together, they’ll all assess the impact of a course release on department and college curriculum. Ultimately, the Vice President of Academic Affairs must approve course releases.
New PhD-level position: Discuss any proposed new grant-funded PhD-level positions with the Vice President of Academic Affairs, who must approve. If the position is approved, contact Human Resources to verify salary and benefit details.
New staff position: Contact Human Resources to verify salary and benefit details for proposed grant funded positions (other than students).
Unusual student arrangements (housing, wages, program): Discuss any non-standard grant-funded student arrangements with CREATE office and Director of Corporate and Foundation Relations.
Equipment and facilities: If you plan to purchase equipment (including computers and media equipment) you must address concerns about location, installation, storage, maintenance, service contracts, etc. Discuss proposed equipment with your department chair, and the appropriate administrator or Dean. You may also need to discuss with a person responsible for that type of equipment (e.g. Digital Technologist, Executive Director of IT). Estimate annual maintenance costs and provide the College budget numbers (and authorizing signatures) for the accounts that will be charged, both during the grant period and after it expires.
Central technology, computers, servers, software: Discuss computer-related needs, including computer purchases, access to servers, and data management plans, with Executive Director of IT and staff.
Human subjects: Many sponsors withhold awards for projects that involve human subjects unless the project has been approved by the Institutional Review Board. Austin College does not require you to obtain IRB approval before you submit your grant proposal, but you must notify the IRB Chair that you intend to submit a protocol, and you must submit the protocol to the IRB within 60 days of submitting the proposal so that approval will be in place when you are funded. Only the IRB can determine whether a proposal is exempt from review. If your protocol has already been approved, you don’t need the Chair’s signature; simply supply the date on your approval letter.
Animal research: Many sponsors withhold awards for projects that involve vertebrate animals unless the project has been approved by the IACUC, and some will not allow you to submit the grant proposal unless you already have applied. Austin College does not require you to obtain IACUC approval before you submit your grant proposal, but you must discuss your project with the IACUC Chair so that you have adequate time to submit a protocol and get it approved before the grant begins. If you already have an existing IACUC protocol number, you don’t need the Chair’s signature.
rDNA or Biohazards: Discuss the use of recombinant DNA or biohazardous material with the Research Compliance Manager.
Radioactive materials: Discuss the use of radioactive materials with the Research Compliance Manager.
Responsible Conduct of Research: If you are applying for a grant from the National Science Foundation (NSF), you must sign the intent to submit form to indicate that you agree to train any student participants in the responsible conduct of research.
Export Controls: If your project involves foreign travel, international shipments, work with overseas collaborators, or other issues note this on the grant proposal Intent to Submit form.