Proposal Timeline
Proposal Timeline and Required Tasks
6 Months
Faculty Member Responsibility:
- Submit an online grant submission application (Smartsheet) once the faculty member has identified a funding opportunity and a research/scholarship idea. The Smartsheet application will notify ADR and Research Administrator (RA) about the upcoming grant. Only one application per team needs to be submitted. Research Administrators include AUSON accountant and grant support staff, and Office of Sponsored Program (OSP) staff.
- If you are (1) a Co-I on a collaborative project or (2) submitting for an intramural grant application, complete the Smartsheet application and stop here.
- Notify Tony Ventimiglia if you would like Hanover Research to review. Hanover Research is a full-service grant development resource that is available to AU faculty.
- Information regarding Hanover’s core capabilities and project timelines.
Additional information about Hanover Research. - Submit the Panel form to Center for Clinical and Translational Science (CCTS) if using assistance from CCTS for NIH grants.
5 Months
- Set up an initial proposal meeting for project team to discuss timeline and feasibility with ADR and RA.
- Review call for proposal and requirements with faculty.
- Develop proposal timeline.
- Assign tasks to responsible parties for obtaining relevant documents.
- Make sure correct e-submission credentials and logins are in place.
- Make sure Working Box is created and available to all parties. Create the box folder with the following format "year-agency". This folder will be used when the application is ready for the ADR and RA to review.
- Double check if Hanover or CCTS Panel review are needed.
- Research Administrator Responsibility:
Faculty Member Responsibility:
- Contact potential partners and/or subcontractors to see if they have an interest in participating. Email contacts for any subcontractors to RA so that he/she can contact them to get the needed paperwork.
- Meet with all confirmed proposal team members to outline project, discuss budget, and develop project timeline.
- Request letters of support and bio-sketches from team members.
4 Months
Faculty Member Responsibility:
- Write proposal narrative and supporting documents.
Research Administrator Responsibility:
- Provide guidance for and assist in developing proposal components.
3 Months
Faculty Member Responsibility:
- Finalize support documentation in agency format if applicable (e.g. , any current and pending research support, conflict of interest, IRB etc.)
- Complete training if there are compliance, conflict of interest, or responsible conduct of research training requirements.
- Obtain letters of support and bio-sketches from team members.
Research Administrator Responsibility:
- Continue to provide guidance for and assist in developing proposal components.
2 Months
Faculty Member Responsibility:
- Upload the following documents to the Working Box Folder for initial review by the ADR and RA:A well-written draft of the project narrative.
A draft project budget, budget justification, and abstract.
Work with Tara Ward, PSFS and OSP staff to draft the budget and start the budget justification. - Review the completion of all supporting documents (bio-sketches, letters of support, subcontract information, compliance information, etc.)
- Optional: Schedule time with Hanover research or CCTS Panel for review of narrative and other necessary documents if utilized.
- Make edits to the grant proposal and support documents as needed.
Research Administrator Responsibility:
- Contact subcontractors for any budgets that have not been submitted to AU and AU Sub-recipient commitment form.
- Continue to provide guidance for developing proposal components.
6 Weeks
4 Weeks
3 Weeks
2 Weeks
10 Days
Faculty Member Responsibility:
Research Administrator Responsibility:
- Finalize Grant Proposal (including abstract, approach, management plan, data management plan, and logic model if applicable.)
- Receive all support letters, cost share/match commitment letters, subcontractor documentation.
- Finalize CVs or bio-sketches.
- Upload the budget & budget justification to the Working Box Folder.
Research Administrator Responsibility:
- Review proposal budget and justification, provide feedback to faculty member, and upload to the Working Box Folder when completed.
- If utilized, PSFS staff, editor, and/or external reviewer will: Review project narrative (and any other documents PI wants reviewed) and send feedback to faculty member.
Faculty Member Responsibility:
- Make adjustments to the budget and budget justification as recommended by Research Administrators.
- Finalize proposal narrative.
Faculty Member Responsibility:
Research Administrator Responsibility:
- Upload full proposal application (project narrative, abstract, bio-sketches, appendices, letters of support, budget, budget justification, other supporting documents) to the subfolder of the Working Box Folder.
Research Administrator Responsibility:
- Review proposal package and provide feedback through track changes and comments and upload to subfolder in Working Box Folder.
- Begin to upload proposal in Agency System and check for system errors.
Faculty Member Responsibility:
Research Administrator Responsibility:
- Finalize budget, budget justification, and upload to the Working Box Folder.
Research Administrator Responsibility:
- Route AU e-cover form through AU system for signatures.
Faculty Member Responsibility:
Research Administrator Responsibility:
- Finalize full proposal application (project narrative, abstract, bio-sketches, appendices, letters of support, budget, budget justification, other supporting documents), create a final doc folder within Working Box folder, and upload all final docs to the subfolder.
Research Administrator Responsibility:
- Conduct final review of final documents and submit on behalf of AU.