CALS Research Division

Steps in Proposal Submission

Now that your proposal is written, there are a few steps to the submission process. All proposals for extramural support must be routed via the Wisconsin Proposal Electronic Routing (WISPER) system. Before you submit your proposal, you must exhibit that your proposal is in compliance with UW-Madison, State, and Federal regulations. Please contact your department or the appropriate compliance office to answer your compliance questions. Also, RSP has useful guidelines on the Submission Process.

Submission Format

When preparing applications for submission, please pay very close attention to details within the solicitation. Many agencies/sponsors are defining specifically the required margin limitations, type style, type size, line spacing, number of pages, header/footer requirements, etc. We call this to your attention because applications are being rejected by agencies/sponsors without review and without opportunity for revision/resubmission for these exact reasons.

Review and Approval

Proposals must be reviewed and approved by:

• The Department Chairperson
• The Dean or Director (or designated College/School Research Administrator)
• RSP (i.e. Transmitting Officer)

Before your proposal is submitted to RSP, the following reviews and approvals are required:

• If the PI is an academic staff member, follow the guidelines for Limited PI status for Academic Staff or Permanent PI status for Academic Staff. Also, please review the PI status page.
• If the proposal involves the resources of more than one department, school, or college (including university cost sharing), the appropriate officials of each unit must review the proposal (using request an approval in WISPER).
• If a waiver of indirect cost rates is desired, a letter requesting the waiver and justification for the waiver should be attached to the record in WISPER and a request for an approval must be sent to your Dean, Director, or College/School Research Administrator (use request an approval in WISPER).

Campus Deadlines

Allow a sufficient amount of time for on-campus processing of your proposal. Your proposal should reach the Dean's or Director's office in final form no later than seven (7) working days before any sponsor deadline. Requests for Proposal (RFP) or Requests for Quotation (RFQ) documents may require addition review time. "Walking a proposal through channels" should occur only in the most exceptional circumstances.

Lead Times

You must comply with the CALS Lead Time policy to ensure the timely submission of your proposal.

Modifying the Budget on Pending Proposals

If your proposal budget needs to be revised and resubmitted to the sponsor, a request for an approval must be sent to your Dean, Director, or College/School Research Administrator (use request an approval in WISPER).

Negotions with Sponsors and Funding Agencies

RSP is the designated signatory and negotiating agent for the UW-Madison.