Most proposals aren't a problem -- it's the "out-of-nowhere" proposals or
the unexpected problems found in reviewing proposals that cause stress. I
regularly scout for proposals via "walking the halls," and casting e-mail
requests for upcoming submissions (it's like fly fishing, some lures work
better than others). Upcoming proposals, deadlines, number of required
copies, etc. are entered on our office specialist's on-line calendar, which
is open to all of us in the office.

When the P.I. and I talk about his/her proposal, we also review the
guidelines and discuss any potential complications (subcontracts, etc.),
what will be needed for my review (close-to-final draft of text, final
budget), the Associate Povost's approval (Chair, Dean signatures), and
mailing (# of copies, express mail, etc.). In most cases, I review and/or
edit the draft proposal and the final budget with the P.I. several days
before the deadline.

At some time while he/she is visiting, I invite our office specialist in
and based on HER schedule and my boss's availability the three of us
SCHEDULE (on the specialist's calendar) a date and time to receive the
proposal. Our requirements are pretty liberal and depend on how complicated
other proposals submissions are for the same day.

If he/she cannot meet this schedule, we will still review the final
document and secure authorized signatures, and provide him/her with a copy
purchase order, mailing label, and mailing box. This actually happens very
rarely -- faculty know and appreciate that we are working in "real time" --
but perhaps the strongest incentive is the simple fact that we cannot send
express mail from Flagstaff after 5:15 p.m.!!!

Winnie Ennenga
Wilma G. (Winnie) Ennenga
Grant and Contract Administrator
Office of Grant and Contract Services
Northern Arizona University

Tele. (520) 523-8319
FAX   (520) 523-1075
E-Mail: xxxxxx@nau.edu