Proposal Timeline

Starting January1, 2021, any faculty member who plans to submit an intramural or extramural grant either as the principal investigator (PI), Co-PI, Co-investigator (Co-I) or Collaborator needs to comply with the following timeline. PI, Co-PI or Collaborator is defined as lead investigator and/or project director.

Please contact Pao-Feng Tsai, PhD, RN, FAAN, Professor and Associate Dean for Research for further information.

This is for a 6-Month preparation timeframe, if your timeframe is shorter than 6 months, please negotiate a new timeline during the initial project meeting with Dr. Pao-Feng Tsai, Tara Ward, and Jessica Parker. 

Proposal Timeline and Required Tasks


6 Months
Faculty Member Will:
  • Submit an online grant submission application once faculty has identified a funding opportunity and a research/scholarship idea. The smartsheet application will notify Dr. Pao-Feng Tsai (AUSON ADR),Tara Ward(AUSON Grant Contact), Jessica Parker(Office of Sponsored Programs [OSP] Research Administrator)and Sue Elkins (Proposal Services & Faculty Support, optional) about the upcoming grant.

    Only one smartsheet application per team needs to be submitted. If you are Co-I on a collaborative project, stop here.
    If you are submitting for an intramural grant as a PI or Co-PI, skip to the last step (Finalize all documents and upload to the ADR research drive under the PI’s name). 
  • Work with Jessica Parker to make sure you have the correct e-submission credentials and logins. 
  • Set up a Box for team member to collaborate. Once the Box is created, please share with Dr. Tsai, Tara Ward, and Jessica Parker. Next, set up a sub-folder under proposal box named: Ready for Review. This sub-folder will be used when the team is ready for Dr. Tsai, Tara Ward, and Jessica Parker to Review.
  • Notify Tony Ventimiglia and ask for timeline needed 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.

    See 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
Notified by the smart-sheet application, Tara Ward will set up initial proposal meeting for project team to discuss project feasibility with ADR, Tara Ward and Jessica Parker.
  • Develop proposal deadlines for project team to submit components of proposal.
  • Assign tasks to responsible parties for obtaining letters of support, bio-sketches, and other relevant documents.

Faculty Member Will:
  • Contact potential partners and/or subcontractors to see if they have an interest in participating. Email contacts for any subcontractors to Jessica Parker so that 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 Will:
Write proposal narrative and supporting documents.
3 Months
Faculty Member Will:
  • Finalize documentation in agency format if applicable (e.g. ,any current and pending research support, conflict of interest, etc.) 
  • Complete training if there are compliance, conflict of interest, or responsible conduct of research training requirements.
  • Request letters of support and bio-sketches from team members.
2 Months
Faculty Member Will:

  • Upload the following documents to the Ready to Review subfolder in Box.
    A well-written draft of the project narrative.
    A draft project budget, budget justification, and abstract.
    Work with Tara Ward and Jessica Parker 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 Sue Elkins for review of narrative and other necessary documents if utilized. 
  • Make edits to the grant proposal and support documents as needed.


Research Administrator Will:
Contact subcontractors for any budgets that have not been submitted to AU and AU Sub-recipient commitment form.

6 Weeks
Faculty Member Will:
  • 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 Final budget & budget justification to the Ready to Review subfolder in Box.

Research Administrator Will:
Review proposal budget and justification, provide feedback to faculty member, and upload to the Ready to Review subfolder in Box when completed.

If utilized, Sue Elkins, editor, and/or external reviewer will:
Review project narrative (and any other documents PI wants reviewed) and send feedback to faculty member.
4 Weeks
Faculty Member Will:
  • Make adjustments to the budget and budget justification as recommended by Jessica Parker and/or Tara Ward. 
  • Finalize proposal narrative.
3 Weeks
Faculty Member Will:
Upload full proposal application (project narrative, abstract, bio-sketches, appendices, letters of support, budget, budget justification, other supporting documents) to the Ready to Review subfolder in Box. 

Research Administrator Will:
  • Review proposal package and provide feedback through track changes and comments and upload to Ready to Review subfolder in Box.
  • Begin to upload proposal in Agency System and will check for system errors.
2 Weeks
Faculty Member Will:
Finalize budget, budget justification, and upload to the ADR Research Share Drive under the PI’s name.

Research Administrator Will:
Route AU e-cover form through AU system for signatures.
10 Days
Faculty Member Will:
Finalize budget, budget justification, and upload to the ADR Research Share Drive under the PI’s name.

Research Administrator Will:
Conduct final review of submitted documents and submit on behalf of AU.

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