Engineering Research Administration Services (ERAS)

Submit a Proposal Assistance Request (PAR)

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Proposal Submission Policy

Please submit your Proposal Assistance Request (PAR) early. All proposals must be fully approved and finalized three business days before the sponsor's deadline by 8:00 a.m. This timeline ensures our Engineering Research Administration Services (ERAS) team has enough time to complete all university requirements, internal routing and electronic packaging.

When you submit a PAR, ERAS reviews it based on the timeline, proposal complexity, and staff availability. While late or highly complex requests may occasionally be declined due to strict institutional deadlines, our primary goal is to partner with you. Submitting early guarantees dedicated support to ensure your proposal is compliant, competitive and successful!

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ERAS Mission Statement

The Engineering Research Administration Services (ERAS) team partners with College of Engineering researchers to develop and submit competitive proposals. We provide expert support in reviewing sponsor guidelines, preparing budgets, coordinating submissions, and fostering collaboration, advancing innovative research that addresses real-world challenges in support of the mission of the College.

When should I contact ERAS?

As soon as you're considering submitting a white paper, preliminary proposal, full proposal, or entering into any type of agreement, please reach out to ERAS as early as possible via PAR or email. We're happy to assist with any pre-award or contract-related questions or connect you with the appropriate resources to support your needs.

ERAS is available during regular business hours, Monday through Friday 7:30am-4:30pm. The ERAS team can be reached via email at ERAS@engr.arizona.edu and Microsoft Teams, or you can stop by the office during business hours. We are located in the Civil Engineering building (third floor, room 303).

Meet The ERAS Team

Vincent Borleske, MPA

Director

I grew up and raised a family in Wisconsin while working for the State of Wisconsin Department of Administration and the University of Wisconsin-Madison. After working for university central administration, I moved to the College of Agricultural & Life Sciences at UW-Madison leading the research division. I began working at the University of Arizona in the College of Engineering in 2018. I enjoy working with faculty on their research proposals and solving administrative challenges related to sponsored projects. I have represented the University of Arizona nationally on the National Council of University Research Administrators (NCURA) national board of directors and has served on numerous conference planning committees and served as Co-chair of the national Financial Research Administration Conference (FRA) in 2024.

Jessica Helbling, MBA

Senior Research Administrator

I have been an ERAS team member for almost a decade, and I love the fact that I learn something new every day. When not confined to my office, you will either find me 1) participating in some sort of physical activity, 2) spending time with my Ralph dog, 3) working hard on the family ranch in NM, or 4) traveling the world. Anyone who knows me knows I absolutely love Swiss chocolate, coffee, country music, and anything related to Snoopy!

Jason Von Fange

Grant and Contract Administrator II

I am an Arizona native and have lived in Phoenix and Tucson my entire life. I enjoy working with our faculty to assist with their proposal submissions so that they can focus their time on the details of the work they provide to the community, the nation, and the world at large. My family and I are proud of the work that I do.

Ashley Bellah

Grant and Contract Administrator II

Hello all! I am Ashley Bellah, and it is nice to virtually meet you! What I enjoy about my work is reading the scopes of work and learning more about the projects we submit; they are all fascinating to me! Something fun about me is that I am proficient in over ten dance disciplines, and love to cook, but dislike doing the dishes after!

Victoria Fears

Grant and Contract Administrator I

I was born and raised in New York but have called Tucson home for just over a year. I enjoy being part of the ERAS team because I find it rewarding to support faculty throughout the proposal submission process, and I love learning about the impactful research happening in the College of Engineering. Outside of work, I enjoy reading, spending time in nature and hanging out with my two cats, Peach and Gizmo.

Beto Rocha

Grant and Contract Administrator II

Born and raised in Texas, other than family, there is nothing I love more than BBQ and live music. But my unwavering commitment to serve as a bridge between investigators and funding agencies in the proposal submission process, allowing researchers to focus on crafting innovative and creative solutions, is a close second.

Miranda Sheeley

Grant and Contract Administrator III

My focus is on proposal preparation and subaward facilitation. When I'm not partaking in grant duties, you can catch me reading up on astrology, teaching yoga, or spending time with loved ones.

Preaward Support

The ERAS team provides broad pre-award support to College of Engineering researchers. Our services include reviewing sponsor guidelines, building proposal timelines, preparing budgets, completing required documents, and coordinating submissions. We also assist with preliminary proposals, contract negotiations, and post-submission requests to ensure accurate and timely communication with sponsors. The list below highlights key services we offer, though they are not exhaustive. Click on the links below to read more.

Letters of Intent / White Papers / Preliminary Proposals

Letters of Intent, white papers, and preliminary proposals should be reviewed by ERAS to determine if institutional endorsement or routing is required based on sponsor guidelines. Some may need AOR submission, detailed budgets, or other approvals. Please send the solicitation to ERAS (ERAS@engr.arizona.edu) early so we can help assess pre-proposal requirements.

Rough-Order-of-Magnitude (ROM) Budgets

As with other preliminary proposals, sponsors may occasionally request a rough order of magnitude (ROM) budget for discussion purposes. Please contact ERAS (ERAS@engr.arizona.edu) for assistance with preparing a ROM. Note: ROM budgets are considered provisional unless formally routed and approved through SPS. Researchers are strongly advised not to share budget details with sponsors without prior review by ERAS and/or SPS.

Internal Funding

Internal funding programs are funded by UA administrations, colleges, or departments while external, sometimes called extramural, funding comes from a federal, state, or local agency, Foundation, or another non-UA source. Although internal proposals do not require routing through UAR/Kuali Research, most require a detailed budget and budget administrator approval. Please submit a PAR to ERAS early so we can assist with reviewing budget and submission requirements.

External Funding

External funding is financial support provided by organizations outside the University, such as federal agencies, foundations, or industry partners, to support research and related activities. ERAS helps College of Engineering researchers navigate the external funding process by reviewing sponsor guidelines, preparing budgets, completing required documents, and coordinating proposal submissions with SPS to ensure accuracy and timely submission.

Limited Submissions

Limited submissions are funding opportunities where the funder has limited the number of applications from an organization. University of Arizona's (UA) Research Development Services (RDS) is the designated facilitator of UA limited submissions to federal and foundation opportunities. Selected proposals will need to follow UA proposal submission procedures. If you're considering a limited submission opportunity or have received a limited submission ticket, please contact ERAS (ERAS@engr.arizona.edu) early so we can support timely and successful proposal submission.

Please see https://research.arizona.edu/development/limited-submissions for more information.

Just-in-Time (JIT) and Other Post-Submission Requests

A Just-in-Time (JIT) request is a post-submission, pre-award request (e.g., NIH) for additional documentation such as updated budgets, biosketches, or other compliance materials (e.g., IRB or IACUC approvals). It signals that a proposal is under consideration for funding but is not yet awarded. Sponsors may also request updated Current and Pending Support (CPOS), budget clarifications, or other supporting documents. ERAS will coordinate responses between the PI, SPS, and the sponsor. If you are contacted by a sponsor for additional information, please notify ERAS (ERAS@engr.arizona.edu) before responding.

Non-Funded Agreements

Non-funded agreements are formal contracts that govern research-related activities without the exchange of funding. These agreements outline the terms and conditions for collaboration, data sharing, confidentiality, or use of research materials between institutions or organizations. Common types include:

Confidentiality Agreements (CDAs/NDAs): Protect sensitive information shared during discussions.
Material Transfer Agreements (MTAs): Govern the transfer of tangible research materials.
Data Use Agreements (DUAs): Set terms for sharing research data.
Memoranda of Understanding (MOUs): Define the framework for collaboration without committing funds.

Even without funding, these agreements are legally binding and often require institutional review to ensure compliance with university policies, intellectual property rights, and federal regulations. ERAS helps facilitate review by the Office of Research Contracts (ORC) and the sponsoring agency. For help with any research-related agreement, please contact ERAS (ERAS@engr.arizona.edu).

Outgoing Subaward Services

ERAS supports the initiation of new outgoing subrecipient requests on sponsored projects by coordinating with the principal investigator, the Office of Research Contracts (ORC), and the subrecipient organization to ensure all requirements are met.

Postaward Support

The College of Engineering has two dedicated business centers supporting administration, operations, and grant and contract post award management and employee services.

SPS Postaward Team 1

Sponsored Projects Services (SPS)'s Postaward Team 1 is the assigned postaward team supporting the College of Engineering and work closely with EBC-North and South and principal investigators on post-award matters. SPS Postaward services include:

Establish sponsored awards and accounts in UAccess Research and UAccess Financials
Complete invoicing and financial reporting requirements
Cash management
Guidance on expenditure allowability
Prior approvals, project changes, and sponsor notifications
Award closeout
Effort reporting and documenting cost sharing/matching funds
Sponsored equipment compliance and reporting
Coordinate external audits and internal reviews

Engineering Research Administration Services (ERAS)

Submit a Proposal Assistance Request (PAR)

Proposal Submission Policy

ERAS Mission Statement

Preaward Support

Postaward Support

Research Development

When should I contact ERAS?

Meet The ERAS Team

Vincent Borleske, MPA

Jessica Helbling, MBA

Jason Von Fange

Ashley Bellah

Victoria Fears

Beto Rocha

Miranda Sheeley

Preaward Support

Postaward Support

Research Development

Kriss Pope

Administrative Support:

Helpful Links

National Science Foundation (NSF)

SciENcv

National Institutes of Health

ORCID

Kuali/UAccess Research

Register Accounts for Other Common Agencies

Required Trainings for Proposal Submissions

ERAS Resources