Instructions for Submitting Proposals

Phase I

The first phase of the application process involves the creation of a written proposal submitted via Easy Chair. Note that all submitters will need to create an account prior to submission. A submitter is defined as the one entering the proposal into EasyChair. Only one submitter is needed per application. The submitter can be the contact PI, a team member or a departmental grants manager. If the submitter is not an author s/he should enter his/her credentials as an author and add a qualifier after the field for last name (e.g., Last Name: Smith Delegate or Jones Research Admin). Specific steps for creating a proposal are described below.

This is an accordion element with a series of buttons that open and close related content panels.

Step 1: Create a WISPER record for your proposal submission.

In general, the WISPER record will be completed in the same way that grant and contracts are typically completed. However, there some differences and special instructions listed below. 

    1. Special Instructions 
      1. General Tab
        1. Administering Department – Use your home department
        2. Document Type – Select FixPricCon
        3. Proposal Type –
          • Select New if this is first time submission.
          • Select Resubmission if this is a revised proposal from a previous round. Be sure to include the related reward record from the previous submission.
          • Select Continuation if this is the renewal of an ongoing project. Be sure to include the related reward record from the originally funded project.
        4. Sponsor – Select American Family Mutual Insurance
        5. Primary Sponsor –  Leave blank
        6. Submission Method – Select Email
        7. Submission Instructions – Type “Please review and send to signing official (SO) for signature. Proposals will be submitted via Easy Chair by the PI (or a delegate). Please provide a signature page that we can include as verification of SO approval for the final submission.” 
        8. The rest of this tab should be completed like any other grant or contract submission.
      2. Approvals Tab
        1. Initiate all required budget approvals for a grant/contract submission. This varies based on department and division, but often include:
          1. Home Department
          2. Other Involved Departments
          3. All relevant Division Approvals

 

Step 2: Complete the Components of the Application

Complete Applications will include:

  1. A Summary Page including Title, WISPER record number (MSN#), Author(s) and Abstract. The abstract should be written in non-technical language and limited to 250 words. If proposals are awarded funding, abstracts submitted will be shared in press releases and on the DSI website.
  2. A Statement of Work limited to 2 pages. All figures and graphs must be included within the page limit. Citations and references can be included in a separate document (see below). The Statement of work should include the following:
    • A Description of Project
      • What are the problem(s) you are trying to solve?
      • How is the problem relevant to one or more of the Topics of Interest to American Family?
      • What are the innovative features, the potential impact and the significance of the research
      • How will the project be transformative for the field? Why is this research important?
    • A List of Deliverables: These should be tangible deliverables. Examples include: code, reports (multiple or final), models, etc. Each deliverable should be noted as standard or proprietary based on the definitions found here.
  3. A Detailed Budget limited to 1 page. The budget should indicate the individual staff to be supported and other categories of funding that will be needed. Note that UW negotiated fringe and indirect cost rates should be included within the budget limits. We are using a MTDC budget model.
  4. A Budget Justification limited to 2 pages. This document should describe the role that all personnel will play in the project. Salary may be requested for faculty, scientists, post docs and graduate students. Supplies and equipment are also allowable expenses if justification for use in the project is provided.
  5. Optional Documents
    • References or Citations (2 page limit)

Step 3: Compile all Application Components into a Single PDF File and Route to SO for signature page

All documents created in Step 2 should be compiled into a single PDF file for submission. Documents should be in the order presented in Step 2. The final PDF file should then be attached to the WISPER record and routed for signatures from signing officials. Completed proposals with signature page added to the PDF should be submitted via Easy Chair.

Phase II

After initial review, a subset of submitted proposals will be selected to move to the second phase. Projects that reach this phase will be asked to complete a Computing and Data Management Plan.