What Does OGCA Review?

Full Proposals vs. Pre-Proposals, Notices of Intent (NOI), Letters of Intent (LOI), White Papers, Concept Papers, etc.

A full proposal is either submitted in response to a funding opportunity announcement (FOA) or as an unsolicited submission. It formally commits University personnel time/effort, facilities, or other resources and therefore requires internal institutional approvals.

Sometimes sponsors initially require applicants to submit a "pre-proposal", "notice of intent", "letter of intent", "white paper", or "concept paper" in order to be eligible to apply for a program or be invited to submit a full proposal. For purposes of these outlined procedures, the term “pre-proposal” is used to describe all the terms noted above (list may not be all inclusive).

UAF approval guidelines for proposals depend wholly upon sponsor requirements and the commitments written into the proposal.

All full proposals (as referenced above) require OGCA final review and endorsement.

Pre-proposals (as referenced above) that meet either of the following criteria require OGCA review and endorsement:

  • A pre-proposal submitted to a sponsor in response to a limited submission funding opportunity announcement.

Note: Internal whitepapers prepared for UAF Limited Submission Committee review do not require OGCA review.

If a pre-proposal is not subject to either of the conditions listed above, it can be submitted directly to the sponsor without OGCA review. If you are unsure, please contact our office.

For pre-proposals submitted to a sponsor without OGCA review, the following statement should be included in the submission email:

"The information provided in this document is for discussion purposes only. It does not represent a firm quote and it does not commit UAF personnel, facilities, or funds. Final terms and conditions of this sponsored activity are subject to UAF review and authorization of a formal proposal or agreement."

Care must be taken to ensure that any activities prior to submission of a formally-approved proposal on behalf of UAF do not create any University commitments.

*Per UA Board of Regents policy and delegated via the UAF Chancellor, the designated AORs for UAF are the OGCA Executive Director and Associate Director.

Note on Banner FRAPROP Entry: All pre-proposals should be entered into Banner FRAPROP as the type "PP". If selected to be submitted as a full proposal, it can then be changed to the relevant proposal type (NC), using the same S number. If a pre-proposal does not require a budget, it should be left at a zero dollar amount until a full proposal is invited for submission. Banner entry does not require review by OGCA Pre-Award.

If you have questions or are unsure about these guidelines, please contact our office.

OGCA Pre-Award:

This list of other requests that OGCA Pre-Award reviews and approves includes, but is not limited to, the following:

  • Supplemental Funding Requests: Requests for additional funding to supplement the current project (Note: You must use the most current F&A rate for supplemental requests, except for requests to NSF, which use the parent award rate.)
  • Annual Continuations: Requests for the next year's funding (only when required by the sponsor)
  • Renewals: Requests to “renew” the sponsor’s support for the project’s continuation
  • Pre-Award Revisions: Any changes to the proposal or budget before the official award is accepted by UAF
  • Internal UAF minigrant proposals
  • Pilot project proposals, after they have been vetted by their committees and chosen to go forward

OGCA Post-Award

OGCA Post-Award reviews the following:

  • Notices of award, amendments, and/or modifications
  • Annual or final progress reports
  • Amendments or modifications to existing awards, unless the money coming to UAF is a new pot of money
  • No cost extensions, grant transfers, personnel changes, or changes to the scope of work
  • Post-award revisions to the proposal and/or proposal budget

OGCA Managment

OGCA Management reviews the following:

  • Memorandums of Understanding (MOUs), Memorandums of Agreement (MOAs), and other agreements related to sponsored projects
  • Industry-sponsored agreements
  • Master agreements, with related task orders
  • Special terms and conditions in either a proposal or award