Pre-Proposal Submission Instructions
Deadline: June 24, 2024, 11:59 PM

General Instructions:

• Multi-user functionality. It may be expedient for several people on the same proposal to access the system (i.e., submitter/PI, co-PIs, collaborators). To do this, one person should establish the proposal in the system (Steps 1-3 below) and give his user name and password to others involved. By doing this, the online system can serve as a platform for storing the current version of the proposal, facilitate review among principals, and reduce the need for e-mailing attachments. This capability may be particularly useful in the case of pre-proposals that include collaborators, since letters of support must be uploaded to the system.

Web Browser Information:

• Browsers made in the last 6 years should function well. Be sure Javascript is enabled.
• If you encounter a problem, try using a recent version of Internet Explorer or Firefox.
• If problems persist, request help from Technical Support at IMsystems@magnet.fsu.edu.

Using Online User Collaboration Grants Program:

1. Login. First-time users to the User Collaboration Grants Program online system must register. Submitters who have used this system previously should not re-register; click Forgot My Password for assistance.
2. To begin a submission, click Proposals in the upper left corner; then Create New Pre-proposal.
3. The next screen, Administrative Info, asks five quick questions. Once you click the "Create" button, you will have established a proposal that will be in your In Progress "basket". One question asks if the PI meets UCGP criteria for a beginning investigator: Is the PI less than 4 years from his/her date of hire as assistant scholar-scientist; assistant professor; or, at LANL, level 2 scientist or engineer? The answer to this question affects the scoring used to evaluate the proposal and pre-proposal. The questions for reviewers, administrative information and scoring system for pre-proposals and full proposals are shown here.
4. Your proposal(s) will stay in your In Progress basket until you are ready to submit it. You may logout and return to the system to work on your proposal at any time. There is no time limit for a session, but if there is no activity for 3 hours, you will be logged out automatically.
5. Once you have established a proposal, most new actions will occur by using the right-side navigation panel.
6. Review RPC. Required action. Here you will identify any member of the Research Program Committee who should be asked NOT to review the proposal OR who is listed as a PI, co-PI, or collaborator on the proposal.
7. Choose UPDs. Required action. Here you will identify one and only one User Program Director ( or MS&T or ASC head) which should be the director of the facility where the majority of work will be carried out and where future users will most benefit. The facility director will evaluate the proposal for facility impact, and who must be in Do NOT choose a UPD who is on the proposal. Please note that the same director will review both the pre-proposal and the full proposal. If a change in staffing of UPD positions becomes necessary at any step in the process, PIs will be notified by email and can request a change at that time.
8. Set PI Profile. Required action. Record administrative and contact information about the PI. Any current or prior User Collaboration Grants Program funding must also be reported. Specifically, be prepared to enter: User Collaboration Grants Program results (abbreviated summary), publications, grants, patents, theses, and facility enhancements.
9. Add Co-PI(s). Any and all co-PIs must be identified; the same information as for PIs is required. Any current or prior User Collaboration Grants Program funding must also be reported. Specifically, be prepared to enter: User Collaboration Grants Program results (abbreviated summary), publications, grants, patents, theses, and facility enhancements.
10. Add Collaborator(s). Any and all collaborators must be identified. Any current or prior User Collaboration Grants Program funding must also be reported. Important: Providing collaborator info in the content portion of the pre-proposal is not sufficient. Basic collaborator data must be entered on screen and each collaborator must submit a letter of support. Any member of the research group may submit the support letter (i.e. the collaborator himself; the submitter or PI on behalf of the collaborator, etc.) The support letter may be in either PDF or MS Word format. If using Word, be sure to add the .doc extension. Specifically, be prepared to enter: User Collaboration Grants Program results (abbreviated summary), publications, grants, patents, theses, and facility enhancements.
11. Download Forms:
    • UCGP-1 Budget Form. This form is similar to NSF form 1030. You may download it here or after login. It is in MS Word format, but you will need to upload it back to the system as a PDF file.
12. Upload Materials.
    • For pre-proposals you will upload (1) the proposal content and (2) separate UCGP-1 forms for the PI and each co-PI who is proposed to receive funding. All items to be uploaded must be in PDF format. Hint: If multiple User Collaboration Grants Program forms are to be submitted, the multi-user functionality (see above) of this online system may be helpful.
    • To submit a collaborator's letter of support, you must "Add Collaborator" name first. Then click the name and use the "Upload Support Letter" feature.
13. Review Materials. Once materials are uploaded, they may be downloaded for collaborative review; they may also be replaced as needed.
14. Submit Pre-Proposal. You may submit the proposal once all required items have been completed and/or uploaded. Once submitted, all materials remain available for review. You may also unsubmit the proposal until the electronic deadline: June 24, 2024, 11:59 PM.

Technical assistance: 850-644-6392; IMsystems@magnet.fsu.edu
Program inquiries: Lloyd Engel, ucgp@magnet.fsu.edu