ENGINEERING RESEARCH ADMINISTRATION SERVICES

ERAS Proposal Workflow for CAPLA Visit our website: ERAS Online

Faculty and other investigators should contact ERAS as soon as they are thinking of submitting a proposal. Our shared inbox address is eras@engr.arizona.edu. You may also contact the ERAS director, Carol Evans, directly at cevans54@email.arizona.edu. The best approach is to email the ERAS inbox and copy Carol.

Contacting ERAS as soon as you are contemplating a proposal has many advantages. The ERAS director will assign an ERAS administrator to work with you. We will read the solicitation you are replying to, determine the complexity of the submission, create a checklist for you if needed, and let you know if there are special requirements to take into consideration. If you later decide not to submit, it is not a problem.

Step 1: Inform ERAS of your proposal: Let ERAS know you are thinking about submitting a proposal. Provide salient information such as the sponsor, the deadline, and the solicitation number or website link.

Step 2: College approval to move forward: Approval from the Simon White, Assistant Dean for Finance and Administration (ADFA) is required to move forward with your proposal. ERAS will provide the information needed directly to your ADFA for his/her approval. Download the "Request to Submit CAPLA Proposal" file.

Step 3: Prepare and finalize routing documents: Once your ADFA has given the OK to move forward with your proposal, ERAS will prepare an “items needed” checklist, and work with you to prepare and finalize a budget, budget justification, project summary, and any other documents needed for internal routing.

Step 4: Internal Routing: See attached document entitled “Proposal Routing Protocol.”

Step 5: Prepare for proposal submission: In parallel to the routing process, the ERAS administrator will work closely with you to gather and/or prepare all necessary documents for the proposal submission. This includes preparation of all administrative and budgetary documents; securing authorized representative signatures on documents as needed; preparation of sponsor packages and forms; reviewing all technical documents for compliance with UA and sponsor instructions, rules and regulations; preparing proposal packages (such as grants.gov); and uploading documents into online sponsor portals when necessary.

Step 6: Proposal Submission: When the internal routing is completed and the proposal is ready to be submitted, the ERAS director or senior ERAS administrator will review the proposal for compliance prior to release to SPS for their review and submission, or direct submission by PI or ERAS (depending on the sponsor’s preferred method for receiving the proposal).

ERAS STANDARDS

Records organization and maintenance: ERAS maintains electronic copies of all correspondence and documentation related to proposals. Our electronic folders are organized by fiscal year and department. Each proposal is assigned a number that reflects the lead PI’s department, the fiscal year and a unique number. We maintain a “whiteboard” of proposal activity with information for tracking active proposals and post-proposal analysis. Each proposal is assigned a number that reflects the lead PI’s department, the fiscal year and a unique number. We use strict naming conventions for whiteboard entry, folders and files. ERAS follows the UA records retention policy for all proposal and award files.

Communication: ERAS strives to be responsive, respectful and transparent in all its communications. We expect the same from the investigators we work with. Allowing your ERAS administrator to be member of your proposal team is an honor, and we take it very seriously. We will always respect the lead investigator’s wishes for their preferred method of communication. When we point out compliance issues, we always reference the sponsor or university instruction or rule. ERAS will not submit (or send to SPS) a final proposal package without final approval by the lead PI and anyone else he/she wishes to have review the final package.

Relationship with SPS and the 3-day deadline policy: ERAS has an excellent relationship with the SPS Preaward office. We aim for sending them error-free routing documents and proposal packages. We are not perfect, but we have an excellent track record for attention to detail. We also make every attempt to comply with their 3-day deadline policy. We understand how challenging their policy can be for faculty, and will do everything we can to help faculty and ERAS succeed together at meeting SPS’ deadlines.

Training and internal communication: ERAS administrators attend national and regional research administration conferences on an annual basis. We also conduct internal training sessions, attend SPS training sessions, and participate in sponsor webinars on an ongoing basis. ERAS conducts two internal meetings a week: a one-hour meeting on Mondays to discuss the week ahead, lessons learned, policy and procedural changes (sponsor, UA, or ERAS), and on occasion invite special guests to provide us with a deeper understanding of research administration topics; and a one-hour meeting on Thursday to review the status all open proposals.

Faculty Training: ERAS typically conducts new faculty training once a year, and we now host an annual “meet-and-greet” for all faculty and staff with whom we work. Sometimes, this is the first opportunity faculty have to actually meet the ERAS team in person, given that most communication is now electronic.

Our mission is to provide researchers with the best support possible to facilitate their success. ERAS is always available for faculty questions and concerns.

ENGINEERING RESEARCH ADMINISTRATION SERVICES

CAPLA Proposal Routing Protocol

 

Internal routing of proposals prior to submission to the sponsor is required at the University of Arizona, unless the document(s) being routed are concept papers, white papers, letters of intent, or preliminary proposals that do not contain detailed budgetary information. The University cannot commit to a detailed budget without review and approval by Sponsored Projects Services (SPS).

All proposals led and submitted by CAPLA principal investigators (typically faculty) must be submitted through ERAS.

Once a routing document in UAccess Research (called a UAR document or PropDev document) has been prepared, these are the steps to routing the proposal:

  • ERAS Administrator emails ERAS Director referencing the PropDev number and requests review of the UAR document.
  • ERAS Director will add a note to the Attachments tab of the UAR doc upon completion of review and let the ERAS coordinator know review is completed.
  • ERAS Administrator then emails Assistant Dean for Finance & Administration referencing the PropDev number and requesting lead unit review and pre-approval of the UAR document.
  • Upon Assistant Dean pre-approval, ERAS Administrator emails the PI (and co-PIs, if any) referencing the PropDev number and requesting review and approval of the UAR document.
  • Upon PI (and co-PI) approval, ERAS Administrator emails School Director and Departmental Research Administrator (DRA) referencing the PropDev number and requesting departmental review and approval of the UAR document.
  • Upon School Director’s approval, ERAS Administrator emails Assistant Dean for Finance & Administration referencing the PropDev number and requesting dean approval of the UAR document.

Below is information on UAccess Research proposal approver roles for CAPLA:

1001: CAPLA Administration

Lead Unit Pre-Approvers: Simon White, Elizabeth Cordova Department Approvers: Simon White, Elizabeth Cordova

1003: Drachman Institute

Lead Unit Pre-Approvers: Simon White, Elizabeth Cordova

Department Approvers:  Barbara Bryson, Simon White, Elizabeth Cordova

1004: School of Architecture

Lead Unit Pre-Approver: Robert J. Miller, Simon White, Elizabeth Cordova Department Approvers: Robert J. Miller, Elizabeth Cordova

1005: School of Landscape Architecture

Lead Unit Pre-Approvers: Simon White, Elizabeth Cordova

Department Approvers: Lauri M Johnson, Laura Jensen, Elizabeth Cordova

2523: Planning Degree Program

Lead Unit Pre-Approvers: Simon White, Elizabeth Cordova

Department Approvers: Lauri M Johnson, Laura Jensen, Elizabeth Cordova