CGD Proposal Process

This process applies for ALL types of proposals: proposals for outside funds (external sponsors), NSF Special funds, and internal funds such as (but not limited to) PSIF and EdEC/Diversity awards, and unfunded collaborations (for example, when a lead requests a letter of collaboration). 

Whether you plan to lead a proposal yourself as PI, or have been asked by a university to collaborate, this process applies. 

Please see footnotes* for information specific to unfunded collaborations, including letters of collaboration.  

Purpose and goals of process

  • Ensure section heads know what proposals their staff wish to submit and ensure they align with NCAR/CGD priorities;
  • Enable the CGD leadership team to identify where there are competing proposals and agree on a course of action; and 
  • Expedite the CGD approvals through having the assurance that bids are already reviewed when they are entered into PandA.
  • Enable section heads to have an improved view on potential funding for their team in coming year(s).

Initial steps for the PI to take when interested in submitting a proposal for outside (external) funds:

Be aware of the details of the particular call for proposals, especially the deadlines, so that you can inform your supervisor, your section head, and the CGD Budget Analyst team as soon as possible.

1.) Submit the Revised Request to Submit a Proposal Form at least 4 weeks before the solicitation due date, which allows us to meet the NCAR 2-week deadline (see footnotes*). This includes all proposals and pre-proposals (such as NOIs, LOIs, etc.), whether funding will be requested or not. These steps also apply whether you will be leading the project or were asked to participate in the proposal by a non-NCAR lead institution.*

2.) Once you submit the form, Google will send a link with a copy of your responses. Share this copy with your supervisor and Section Head to inform them of your plans and to confirm that the proposed effort is well aligned with CGD's goals. 

3.) When your supervisor and Section Head approve, forward a copy of the form to cgd_awards@ucar.edu and your supervisor and Section Head. Include a note indicating that all agree the proposal is aligned with CGD goals & should be submitted.

4.) Once the BA Team (cgd_awards) receives this email, or if you are already aware of potential overlap with other submissions by CGD staff to the same funding opportunity, discuss overlap with other responses to the call. If the CGD BA Team is aware of others planning to respond to the same solicitation, the BA Team will notify the PIs, and ask that they initiate a conversation with all interested PIs and their supervisors to assess competition overlaps and consider coordination of effort. Section heads may be brought into this discussion as needed.

  • In terms of competing proposals, relevant heads and PIs will discuss with the aim to agree on one of the following actions:
    • Agree to combine the proposals;
    • Agree they should go in as collaborative proposals;
    • Agree they should go in and compete with each other with modifications where possible to highlight their complementarity;
    • Agree that one proposal is not to be submitted. It is expected that this outcome would not be very common. Reasons for this may be:
      • One proposal is so strategically aligned with key CGD priorities we want to give it the best possible chance and believe that having the other ones in may hinder this, or
      • One proposal is coming from an Early Career Scientist and we would like to strongly support them in this proposal and believe that having the other ones in may hinder this. And, in addition we can see no way to combine with others to have the same benefits.

Sending this email also re-confirms that you will be available during the entire proposal development process for questions and follow-up.

  • The BA team will check NCAR’s eligibility for the proposal and respond with the list of requirements and deadlines. 
  • The form data will feed a spreadsheet that the BA team will review. If the BA team identifies further / additional proposals going into the same call they will alert the PI that a meeting needs to take place as outlined in step 4 (i.e., a meeting with relevant PIs and their supervisors to agree on what should be submitted). The outcome should be reported to the BA team.

Next,

  • Ensure that you have received PandA training and are eligible to serve as a PI.
  • Work with the BA Team member assigned to your proposal. Aim to follow the guidance and deadlines. 
  • If deadlines can't be met, communicate that as early as possible to the BA Team.
  • Submit proposal to PandA: Once approved then submit - login here. The NCAR Criteria Form (within PandA) is required only if the proposal will request funding for NCAR.

The BA team will begin to work on the proposal documents, ensuring that PandA has the correct information and the budget is ready for submission and review. The BA team will also prepare other documents such as the budget justification, and review the PI’s documents to ensure compliance with the proposal (sponsor) call. The NCAR B&P (Budget & Planning Office) will concurrently review the pieces as they are submitted. Once the 3-day deadline has arrived, B&P and UCAR Contracts will review the entire proposal for compliance. It is possible that updates will be required from the PI.

For questions, contact cgd_awards@ucar.edu.

 

*Footnotes:

  • Please note that proposals require NCAR Criteria and draft budget due to NCAR B&P (Budget & Planning Office) ten business (2 weeks) days prior to the agency due date. Failure to meet the ten day NCAR Criteria deadline may require a late memo to the NCAR B&P office.

  • We are aware that sometimes PIs are approached by potential collaborators or funders with very little notice. As part of your regular communications with collaborators (external partners), please be sure to let them know that we need sufficient lead time for proposals that may come up in the future. This would be part of your relationship building with your partners. However, If you are unable to meet the 4 week deadline, please discuss this with your section head regardless.

  • Unfunded collaborations, including letters of collaboration, are due to NCAR Budget and Planning 3 days prior to the direct sponsor deadline. Project abstracts with NCAR’s role are required, and co-sponsorship budgets may be required. The NCAR Criteria are not required.

 

Please see also:

https://internal-ncar.ucar.edu/budget-and-planning/proposals/policies-and-procedures/proposal-deadlines