Proposal Checklist

The following items should be considered in the preparation and review of proposals. The checklist will help to expedite review of proposals within the University of Hawai‘i (UH), avoid delays in rewriting and revising proposals, and facilitate planning for initiation of the proposed project.

1. General Considerations

  • Are the correct forms being used?
  • Are the proper institutional identification numbers, applicant name, and address being used? Note: The organization name should always be the institution’s legal name of “University of Hawai‘i” no matter which campus the lead unit is affiliated with. (See UH Institutional Profile.)
  • Does the proposal conform to the sponsor’s page and font size limitations?
  • Does the proposal include all necessary attachments (e.g., biographical sketches or certifications and assurances to be completed by ORS)?
  • Is the Research and Training Revolving Fund (RTRF) allocation accurately reflected in the myGRANT proposal development record (PD)?
  • Is effort properly reflected in the myGRANT PD? Note: The unit effort should always be entered as 100%, even if individual effort is entered as 0%.
  • Has the myGRANT proposal development record been properly completed and routed through the myGRANT system for internal approval by all units involved in the proposal?

2. Budget

  • Does the total in the budget attachment match the requested proposal amount in myGRANT?
  • Are budget periods accurately reflected, and start and end dates consistent with the proposed period of performance?
  • Are all budget subtotals and totals accurate and consistent (e.g., no calculation or rounding errors)?
  • Are all costs allowable, reasonable and allocable to the project?
  • Are costs that are normally recovered through the Facilities & Administrative (F&A) rate (aka indirect cost rate), such as administrative and clerical staff, office supplies, postage, and telephone costs explicitly budgeted and justified in the proposal budget?
  • Is overload compensation / extra service pay explicitly budgeted? (See AP 12.407.)
  • Does the budget conform to sponsor limitations (e.g., salary caps, prohibitions on the purchase of equipment, etc.)?
  • Are the proper fringe and F&A rates being used? (See Rates page.)
  • If there is committed cost sharing, is the cost sharing amount accurately reflected in the myGRANT budget tab, the budget attachment and the proposal? (See Cost Sharing page.)

3. External Collaborators

  • If other institutions are participating in the proposal, have appropriate approvals from the participating institutions been obtained (e.g., subrecipient commitment letters)?
  • Is the role of each institution clearly stated in the proposal to avoid misunderstandings and potential disputes?

4. Cost Sharing

  • Have cost sharing commitments been endorsed by the appropriate UH official?
  • Have third party commitment letters been obtained, if applicable?

5. Space, Funding and Risk Considerations

  • Have requirements for space or specialized facilities (e.g., secure facilities) been brought to the attention of the unit’s chair, dean or director, and arrangements been made to accommodate the proposed project?
  • Other than for cost sharing, have any requirements for the commitment of institutional funds been brought to the attention of the unit’s chair, dean or director,and sources of funding committed to the proposed project?
  • Have proper precautions been taken to mitigate risks or potential risks of the proposed project?

6. Research Compliance Considerations

  • If the project involves the use of human subjects, have provisions been made for application and review by the UH Human Studies Program?
  • If the project involves the use of vertebrate animals and/or their by-products, have provisions been made for application and review by the UH Animal Welfare Program?
  • If the project involves use of any of the following, have provisions been made for application and review by the UH Biosafety Program?
    • Biological materials
    • Pathogenic and nonpathogenic microorganisms
    • Plants or plant materials
    • Animals (including arthropods)
    • Recombinant DNA or synthetic nucleic acids
    • Human or animal and parts (cells, tissues, organs, body fluids, etc.) biologically derived toxins
    • Environmental samples for biological, engineered nanomaterials or prions
    • Other transmissible spongiform encephalopathies
  • If the proposed project involves compressed gas diving or radioactive material, has the UH Environmental Health & Safety Office been consulted?
  • If the project involves the use of export-controlled technology, have provisions been made to secure the necessary licenses?
  • If the project involves classified or proprietary research, has the UH Facility Security Officer been consulted?
  • Have all personnel with responsibility for the design, conduct or reporting of the proposed project submitted a Conflict of Interest disclosure in the UH rCOI system? (See the COI Disclosure page.)

7. Other Considerations

  • If the project is a limited submission, have appropriate approvals been obtained? (See Regular & Limited Submissions information.)
  • If the proposed project involves the use of pre-existing intellectual property, such as inventions, copyright works, patent pending inventions, or proprietary materials, has the UH Office of Technology Transfer been consulted to ensure proper protections or permissions are put in place if needed?
  • If the sponsor or prime sponsor for your proposal is the National Science Foundation and your proposal includes off-campus or off-site research, have you included in your proposal a Plan for Conducting Off-Campus or Off-Site Research in a Safe and Inclusive Working Environment? (See required form.)
  • If you are submitting a proposal for Small Business Innovation Research (SBIR) or Small Business Technology Transfer (STTR), have all required guidelines been complied with?