Proposal Submission Procedures

ORA is committed to the success of Mines faculty in developing and submitting proposals; Proposal Analysts work in tandem with faculty to submit accurate proposals that align with school and federal guidelines, policies, and regulations. Proposal submission procedures are outlined below.

Types of Proposals and When to Notify ORA

Standard Proposals

Submission Examples: basic NSF, industry, foundations

Required documents, at a minimum:

  • Statement of Work
  • Budget
  • Budget Justification

Ancillary documents may include:

  • Biosketch/CV
  • Current/Pending documents
  • Data Management Plan
  • Signed Letter of Intent from ORA
Minimum One Week
5 Business Days

Non-Standard/More Complex Proposals

Submission Example:
Department of Energy

Requires minimum components of a Standard proposal outlined above and may involve:

  • Subcontractors, National Labs, and/or Consultants
  • Cost share – cash, in-kind or 3rd party
  • Reduced overhead waivers
  • Compliance documents – reps and certs, equipment quotes, conflict of interest, human subjects
Minimum Two Weeks
10 Business Days
Late Notification

If notification is received 24 hours or fewer prior to the sponsor’s deadline, the proposal will be returned to the faculty member for submission in a future competition.

For all other late notifications, the PI must receive Department Head approval before contacting ORA. If the Department Head is the PI or unavailable, late notice approval by the Dean will be required. If a PI reaches out to a Proposal Analyst first, they will be directed to their Department Head for approval. When contacting their Department Head, the PI will provide their draft proposal documents along with an explanation of why advanced notice was not provided.

1. The Department Head (or Dean) reviews the information to determine the technical readiness of the proposal along with the draft budget details.

2. If the proposal is not ready for submission, the Department Head (or Dean) will return it to the faculty member for submission in a future competition. If the Department Head (or Dean) determines that the proposal is close to complete and ready for submission, the proposal can be forwarded to ORA.

3. If ORA determines the late proposal can be submitted without jeopardizing the success of other submissions, ORA will work with the faculty to submit by the deadline.  Otherwise, it will be returned to the faculty member for submission in a future competition and the Department Head (or Dean) will be notified.


Proposal Analysts are authorized and responsible to submit proposals for faculty. Faculty should not submit proposals without ORA approval.

Completed proposals will be submitted by sponsor deadline, or by 5 PM MST on the due date. A proposal with a deadline of later than 5 PM will be submitted by the Proposal Analyst by 5 PM on the day it is due.

what about limited submissions?

Visit the VPRTTs website for a list of current limited submissions. If you’re interested in applying, email by 5pm on the deadline outlined on their site.

Support for Large Proposals

The Research & Technology Transfer’s Proposal Manager helps prepare center grant proposals, multi-PI and interdisciplinary proposals, training grants, capacity-building grants, and other complex grants. Email at at least 4 weeks prior to submission

Can someone provide edits?

The Research & Technology Transfer’s Proposal Manager edits proposals for persuasive language, length, grammar, and compliance. Send your draft at least 1 week prior to submission.