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1. Determining Required Signatures
   • Review the Notice of Funding Opportunity (NOFO) to determine if the letter requires a signature from the VPRI, Provost, or President.
   • If the letter only requires a Dean or Chair’s signature, the PI must coordinate with their department to draft, finalize, and obtain the necessary signatures.
      
2. Initiating the Request
   • The PI must email researchdev@utep.edu as early as possible—at least 4 weeks before the deadline.
   • A Proposal Development Specialist will be assigned to assist you.
      
3. Drafting the Letter
   • The PI is responsible for drafting the initial letter. A draft template is available upon request from Research Development.
   • The PI must obtain written confirmation of any roles, resources, or contributions described in the letter from all responsible parties and provide this documentation to the assigned Proposal Development Specialist.
   • The assigned Proposal Development Specialist will review, refine, and strengthen the draft with the PI.
      
4. Approval and Signature Process
   • Once the letter is finalized, the assigned Proposal Development Specialist will initiate the approval process, starting with the Associate Vice President (AVP) for Research.
   • After AVP approval, the letter will be routed for signatures from the VPRI, Provost, and/or President, as required.
      

Responsibilities

Understanding the difference between these letters is crucial for compliance with funding requirements.

Letter of Commitment

A "Letter of Commitment" demonstrates an organization's active involvement and specifies its contributions to the project. It typically includes:

• A brief description of previous collaborations with the PI.
• The partner’s role in the proposed project.
• Specific contributions (e.g., salary, effort, course release, facilities and equipment, administrative support, space allocation).

Important: A signature indicates agreement with all stated commitments. Leadership must verify feasibility before signing.

Written confirmation must be obtained, and may include emails, signed letters, internal memoranda, or other written documentation from the responsible individual or unit confirming the roles, resources, or commitments described. The confirmation must clearly reflect the appropriate authority's agreement and be provided to the assigned Proposal Development Specialist prior to submission.

Letter of Collaboration

A “Letter of Collaboration” is used for non-team contributors providing limited support. Do not include institutional commitment in collaboration letters.

• Optional and typically non-binding.
• Limited to confirming access to specific resources.
• Should not include commitments or endorsements.

Letter of Support

A "Letter of Support" provides a general endorsement of the project, emphasizing its significance and alignment with organizational goals. It often includes:

• The author’s connection to the applicant or the community.
• How the project addresses a need or solves a problem.
• The PI’s qualifications to execute the project successfully.

Understanding Lead and Subrecipient Letter Requirements

The type of letter required is determined by an institution’s role in the project. When an institution is part of the formal project team, whether as the lead or a subrecipient, a Letter of Commitment is typically required to document its role and contributions.

In contrast, entities that are not part of the formal team but provide limited support (e.g., access to data, facilities, or expertise) may provide a Letter of Collaboration or Access, which is generally brief and non-binding.

For instance, some funding opportunities require Letters of Commitment from all participating team member institutions, both lead and subrecipient, while limiting Letters of Collaboration to non-team entities providing specific resources.

The required letter type depends on the institution’s role and whether it is making a formal commitment.

Delegation of Authority

At Ä¢¹½ÊÓƵ, the authority to sign documents that commit the University is governed by formal Delegation of Authority policies.

The level of signature should align with the scope and impact of the commitment:

Delays often occur when signatory authority is unclear or not confirmed inadvance.
To avoid disruption during submission, confirm both the appropriate signatory and any authorized alternate early in the process.

Key Differences

What should I do if my proposal requires cost share?

Your first point of contact should be the assigned Research Administrator, who can help determine what qualifies as cost share. If institutional commitments are needed, Research Development can submit a request to the AVP. However, these requests are more likely to be approved if you have already secured in-kind support from your Chair and/or Dean. Institutional commitments beyond the college level are rare and typically reserved for large institutional or center proposals where such commitments are a prerequisite for funding.

What is the process for getting a letter of support approved?

Once you have a strong draft of the letter, a Proposal Development Specialist will review it and present it to the Associate Vice President (AVP) for Research. The AVP will ensure the letter meets all requirements before it is sent for signature. This collaborative process helps maintain the quality and effectiveness of the letter.

Who has the authority to sign letters requiring a "Dean or higher" signature?

The PIs' respective Dean, the Provost, or the President has the authority to sign those letters; therefore, the Provost.

Who is responsible for obtaining a Dean or Chair’s signature on a Letter of Support?

If the letter requires a Dean or Chair’s signature, it is the PI’s responsibility to draft, finalize, and obtain a signature. Proposal Development can guide formatting and content, but the PI is responsible for securing the necessary approvals.

What types of written confirmation are acceptable?

Written confirmation may include emails, signed letters, internal memoranda, or other written documentation from the responsible individual or unit confirming the roles, resources, or commitments described. The confirmation must clearly reflect agreement from the appropriate authority and be provided to the assigned Proposal Development Specialist prior to submission.

What should I know about Letters of Support for NSF proposals?

For National Science Foundation (NSF) proposals, letters of collaboration are often required instead of traditional letters of support or commitment. These letters must follow NSF’s specific formatting and content guidelines. To ensure compliance, carefully review the Notice of Funding Opportunity (NOFO) and adhere to the outlined requirements. If you need assistance, Research Development can guide you through formatting and submission.

Who signs if my Dean is unavailable?

Work with Research Development and OSP to identify an appropriate authorized designee. Do not assume substitutions, confirm in advance.

What counts as an institutional commitment?

Any mention of resources (e.g., funding, personnel time, space, equipment, or administrative support) is considered a commitment and requires appropriate review and approval.

When do I need a Letter of Commitment vs. Collaboration?

• Commitment → Institution is part of the project team
• Collaboration → Contributor providing limited, non-binding support

Do subrecipients need letters?

Yes. Subrecipient institutions that are formal team members must provide a Letter of Commitment.