Submitting Pre-Proposals & Letters of Intent (LOI)

Cayuse SP records are not required for Letters of Intent (LOI), Whitepapers, Pre-Proposals.  Investigators are strongly advised to notify and work with their designated DRA as soon as they are aware of deadline dates associated with LOIs, etc.  

Pre-Proposals/LOIs in advance of full proposal

If the LOI/pre-proposal is only to inform sponsor of the intent submit a full proposal, and there will be no formal invitation extended to submit a full proposal, PIs/research teams should work with their DRA and follow the Recommended Proposal Timeline for the full proposal.

Pre-Proposals/LOIs to request invitation to submit

If PIs/research teams must be invited to submit a full proposal following an evaluation of their LOI, the turnaround time may not be known and may be very short.  As best practice, PIs/research teams should work with their DRA on their LOI submission and continue to work with the DRA on the following elements, even when it is not clear if there will be an invitation to submit a full proposal or if the due date of the full proposal is not known:

• Develop draft budget and budget justification
  • To ensure scope and costs are aligned
  • If required as part of LOI/pre-proposal, the budget information typically is fixed with respect to the full proposal (if invited)
• Begin developing/updating Key Personnel documents, as required by sponsor, including:
  • Biosketch
  • Other Support/Current and Pending
  • Create account in SciENcv, if needed
• If sponsor is military, contact Research Contracts Manager 
• Ensure that sponsor is set up in Cayuse SP
• Ensure that Villanova is set up in sponsor portal, if applicable
• Ensure that all Key Personnel are following compliance with:
  • CITI trainings
  • FCOI disclosure
  • IP Assignment
• Develop draft budget and budget justification
  • To ensure scope and costs are aligned
  • If required as part of LOI/pre-proposal, the budget information typically is fixed with respect to the full proposal (if invited)

If the due date is known, the DRA will initiate a Cayuse SP record, and provide a timeline for submission

When the Authorized Organization Representative (AOR) is required for the submission of an LOI/pre-proposal,  OG&C will provide signature as needed.  

As with any submission, Investigators should keep department chairs, dean/research dean, and college finance informed of all proposed plans, particularly with respect to space and facilities requirements, new personnel/hires needed, etc.  

If invited to submit, all proposals must still meet the eligibility requirements for DRA support regardless of the amount of notice the Investigator(s)/Research Team received.