Proposal Submission Resources
All applications to funding agencies –including small, private grants -must be routed through the Office of Research and Sponsored Projects (ORSP). ORSP is the only office authorized by UTEP to sign grant and contract proposals for sponsored projects and accept awards on behalf of the University.

Our office is committed to submitting proposals in a timely manner that are compliant with all agency requirements. In order to achieve this goal, our office must have sufficient time to review the proposal and allow time for corrections.

This only happens if the proposal is submitted successfully –by the deadline, with all proposal requirements met and no technical issues problems that prevent us from meeting the deadline.

The Research Administrators in the Office of Research and Sponsored Projects (ORSP) are available to assist with the submission of your proposal. To ensure we are aware of your submission, please submit your Notice of Intent (NOI) to apply as early as possible at All sponsored projects must go through our office for review internally before submission.

We will guide you throughout the process of submission and provide you with technical and submission support. Be sure to review all guidelines and checklists thoroughly and ask questions early. Be cognizant of submission requirements by reviewing and current formatting requirements by reviewing our reference materials early and often.

The sooner you meet with us, the more support we can provide you. We look forward to working with you!

To make the most of the services we have available, we request that you follow our best practices in submitting a proposal through ORSP:

Processing Timeline

Due to ORSP

  • Submit your NOI at
  • Your assigned RA will provide you with a checklist and meet with you to answer questions and prepare your budget
  • Read the guidelines and checklist, ask often and early!
  • PI provides contact information for any subcontractors
  • Inform your RA of any human subjects or vertebrate animals that may be used in your project
3 weeks (15 business days) in advance
  • The RA will prepare all institutional information and coordinate any institutional requirements
  • The PI provides a draft abstract for internal approvals (50-100 words)
  • The RA will release the internal approval form (transmittal) based on a draft or final budget
  • The PI will sign the transmittal electronically and provide a draft proposal to the Chair and Dean for submission approval through the transmittal site
2 weeks (10 business days) in advance
  • The RA will have the final budget, including any mandatory cost share commitments
  • The RA will finalize all institutional and standard application forms
1 week (5 business days) in advance
  • The PI will provide all final documents to allow time for corrections, excluding the research strategy/project description
  • The RA will review documents for completeness and ensure compliance with all agency requirements
2 business days in advance
  • The PI will provide the final research strategy/project description by 8 am on the deadline date
  • The RA will conduct a final review and submit as early as possible before the deadline time
1 business day in advance

In the cases where proposals are due outside normal business hours (8 a.m. - 5 p.m.), 5 p.m. of the day of the deadline should be considered the official submission deadline.

We understand that circumstances can occur that will affect your ability to meet the processing timeline. Every effort will be made to submit your proposal, but unfortunately, when multiple changes or delays are experienced at the last minute, it increases the risk or errors because there is no time to conduct a thorough review of the final proposal package before submission.

This timeline allows you to be confident that you submitted the most complete, high quality proposal possible. Our primary interest is that your proposal receives a positive review, and eventual funding!

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