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Recommended & Required Steps to Submitting a Proposal

Table 1: Recommended Steps for School of Nursing

The following table presents our recommendations for planning the work associated with developing a research proposal. These steps are not hard and fast rules, but suggestions to provide a rough timeline for the many tasks required to put together a NIH level research proposal. The key principles are:

  • Begin as early as possible
  • Take advantage of all the resources and expertise around you

When Action Comments
5 minutes after a research idea crosses your mind or as soon as you decide to resubmit a previous proposal Contact the Research Consultation Group and set up a meeting to discuss your idea and potential funding sources. Priscilla Kehoe coordinates the consultation group, which includes standing and ad hoc members of the staff and faculty. 
Ideally, 3 months before the proposal due date to sponsor Participate in a Specific Aims Party Priscilla Kehoe is the contact for these meetings.
3 months before the proposal due date Alert your Fund Manager to the possibility that you will be submitting a proposal and, if available, send him/her a copy of the funding announcement If you don't know who is your fund manager, ask Rokas Oginskis, Fund Manager Supervisor
2 - 3 months before the proposal due date If you plan any quantitative analysis: Meet with Statistic Consultation Group 

If you plan any qualitative analysis: Meet with your qualitative collaborator.

Karabi Nandy coordinates the statistics group. Let Priscilla Kehoe know when this is scheduled, so she can attend if appropriate.
2 - 3 months before the proposal due date Revise your specific aims (must be only one page). Review the revised aims with consultants (School of Nursing as well as co-investigators as appropriate).
8 - 10 weeks before the proposal due date Collect Biosketches for all key personnel and consultants. Reformat biosketches as necessary to suit your proposal.

Check that each article has a PMCID# or note that a number is not available.

You may need to write the "personal statement" for your key personnel and select the most relevant 15 publications from the CV with Co-I permission.

PMCID #s are public access numbers available through PubMed.

8 - 10 weeks before the proposal due date.
Identify performance sites (where the work will actually take place) and collect subcontract information, if necessary. Need all performance site DUNS  #s and alert Fund Manager. DUNS# are issued by the federal government to institutions and should be available through the administrators at your performance site. DUNS numbers are needed even if there will not be an actual subcontract with the site.
8 - 10 weeks before the proposal due date. Solicit letters of support Many of those asked for a letter of support will appreciate receiving a draft letter or example from you. 
8 weeks before the proposal due date. Draft the Approach section of the Research Strategy and send to key consultants for feed back   
8 weeks before the proposal due date. Review data collection, management, and analysis plans with statistical consultants. Review power analysis along with the specific aims. In many cases, it is useful to have a focused meeting with the statisticians.
6 - 7 weeks before the proposal due date Develop the budget and draft the budget justification
You should meet with your assigned Fund Manager at this point.
6 - 7 weeks before the proposal due date
Revise Approach based on comments from consultants and Co-Is
Draft Significance and Innovation sections
Don't forget to include a research timeline.
5 - 6 weeks before the proposal due date
Send Specific Aims and Research Strategy (Significance, Innovation, Approach) to co-investigators, consultants, and selected colleagues for comments and suggestions. Ask for comments within 7 - 10 days. Research group faculty are available to review and comment along with colleagues in the content area of your proposal. It is both polite and useful to give co investigators and consultants an opportunity to comment.
5 - 6 weeks before the proposal due date

While waiting for comments on your specific aims and research strategy, write the sections on human subjects, inclusion of women and minorities, and inclusion of children under 21 years.

Make sure you have worked with your fund manager to set submission dates for your proposal.

5 - 6 weeks before the proposal due date

Confirm that all letters of support, biosketches, and subcontracts are in hand or on their way.

Note that your Fund Manager needs budget and subcontract information at this point (see first two dates in Table 2 below).
5 - 6 weeks before the proposal due date Write the Facilities and Resources section. Use the boiler plate write-up from the SON web site with specifics for your research. You can adapt this material from a previously submitted grant. Ask your Fund Manager for an example and tailor it to your proposal.
5 weeks before the proposal due date Send the proposal draft to the Associate Dean for Research (Nyamathi) or Designee (Kehoe)  
2 - 4 weeks before the proposal due date
Revise the Research Strategy and prepare final draft  


Table 2: Required steps to Submit a Proposal 

The second table lays out what the Research Office must have from investigators and the latest possible date the documents should be received by the Fund Manager in order to submit the proposal.

N.B. The requirements of the University and the funding agencies restrict the Research Office's ability to be flexible about the dates in Table Two.  (Late materials are rejected by the University (OCGA) and by the NIH.)

Important notes:

As soon as you begin to develop a grant, please meet with your fund manager to go over the table below and convert the first column to specific calendar dates with which you both can agree.

This table lays out what the Research Office needs from investigators and the latest possible date the documents should be received by the Fund Manager. The requirements of the University and the funding agencies limit the Research Office's ability to be flexible about these dates.

Grant materials MUST adhere to the following requirements in order to be processed through the various electronic submission systems. This is what the Fund Managers need to receive from the PI:

  • Arial typeface, Font size 11 points or larger
  • No pagination
  • At least ½ inch margin
  • No header or footer
  • Each part/section in its own Word or PDF file

Latest Date Due (If you can submit items earlier - terrific!)

Grant Materials Comments (Each part must be in its own separate word/PDF file) This column is to be completed  by Research Office
 (5 weeks before sponsor due date)

- Budget and budget justification

- Proposal draft to Associate Dean for Research or Designee

 (Personnel Justification only needed for Modular budget) ___ Budget

___ Budget Just.

(5 weeks before sponsor due date)

Subcontract information

  • Subcontract info
    • name, e-mail, phone of site PI
    • financial / administrative contact info. for site
(Only needed if you plan to have subcontracts)  
(4 weeks before sponsor due date)
  • Grant title (81 characters or less, including spaces)
  • List of key personnel
  • eRA Commons username
  • Addresses and phone numbers of performance site locations (where work will be performed)
(No illegal characters in the title such as &, -, *, %, ?, #, :, + or - signs) ___ Title 

___ Key personnel 

___ eRA username 

___ Site info

(3 weeks before sponsor due date)
  • Cover letter
  • Letters of support
  • Biosketches (for all key personnel)
  • Facilities and Resources
  • EPASS, Conflict of Interest Disclosure(s), routed for signatures/submission
Note: biosketches must include a personal statement and limited to a list of 15 publications for each of the key personnel. Include PMCID #. Do not include % effort in research support. Limited to a total of 4 pages. ___ Cover letter

___ Letters (LOS)

___ Biosketches

___ Resources

___ Internal Forms

  • (8 business days before sponsor due date)
  • Specific aims (1 page limit)
  • Research Strategy:
  • 12 page limit for R01
  • 6 page for R03/R13/R21
    • Significance
    • Innovation
    • Approach
  • Protection of human subjects
  • Inclusion of women and minorities
  • Inclusion of children (note: persons under the age of 21 years)
  • References (PMCID # where applicable)
  • Appendices
  • Lay summary (2-3 sentences Project Narrative)
  • Targeted/Planned Enrollment Table
NOTE: only need an introduction to revised application page if you are re-submitting a grant

Each part MUST BE IN SEPARATE MS WORD FILE (abstract, introduction to revised application, specific aims, research Strategy, protection of research subjects, inclusion of women & minorities, inclusion of children, references)

 ___ Abstract

___ Intro to Revision

___ Specific Aims

___ Res. Strategy

___ Human subjects

___ Women & Minor.

___ Children

___ References

___ Appendices

___ Lay Summary

___ Enrollment Table

ENTIRE GRANT APPLICATION SUBMITTED TO OCGA     Date:                            Time:                                     

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