We only log them and treat them as a formal submission in if there is a firm detailed budget.  This also requires the internal routing process so that any institutional commitments (cost-share, course release, etc.) are approved.  If the sponsor asks only for an estimated cost and won’t hold the institution to this amount (or doesn’t ask for cost at all), we just keep a file copy until we see if a full formal proposal is requested.    

We are trying to develop a uniform procedure for handling preliminary proposals, and I am curious to see if other institutions have a process in place.  Do they go through your sponsored programs office, and do you log them officially as a proposal?  One of the difficulties is that the format can range from a simple letter of intent to almost a full proposal.  Sometimes they are required and other times are optional.  Does your treatment depend upon the level of involvement or what is required?  Any thoughts related to the issue would be appreciated as we try to determine how to best handle preliminary submissions.  I can be reached off list at xxxxxx@kent.edu as well.

Thanks, Lori

Lori A. Burchard

Director, Sponsored Programs

Kent State University

330-672-7946

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