Grant Proposal Submission Guidelines

Revised 3/25/06

The College of Health Sciences encourages faculty to submit applications for research funding and is instituting the following guidelines to facilitate timely grant submission and to avoid difficulties and delays:

• Early in the proposal development process (or at least 2 weeks prior to submission), you should notify the Associate Dean for Research in writing (email will suffice) of your intent to submit a grant application. Minimally, this notification needs to include:  Tentative project title, funding source, and submission deadline.  Key  issues to discuss with the Associate Dean at this point might include:
• Submission timetable (to assure that the Dean or Associate Dean for Research are available to sign the Transmittal Form)
• Indirect Cost Waiver (if funding agency does not allow) (Must be approved in advance)
  Institutional contribution or cost-sharing requiring Dean's approval (Must be approved in advance)*
• Letter of support from the Dean or Associate Dean for Research
•  Approval issues involving institutional collaborations,  IRBs or IACUC, conflicts of interest, rDNA, radiation safety, etc
• Availability of equipment required to conduct proposed research
  
• At least 2 weeks prior to  submission deadline, you should arrange to contact our ODURF pre-award representative, Anna Artis-Rogers ( 683-4293 ext. 500; arartis@odu.edu  to  develop the budget and associated paperwork for submission. Please provide her with the following:
• Submission deadline (remember that February 1, June 1, and October 1 are NIH deadlines and that ODURF may have multiple proposals going in, so get your materials in early)
• Copy of the Program Announcement, RFA, or other funding announcement
  o Any available information regarding specific funding or budget requirements of the funding agency.
• Documentation of funding agency policies on allowable indirect costs (copies of policies;  written or email statements from agency)
• Information regarding collaborators at other institutions requiring subcontracts which may need to be negotiated and included in your proposal
• Information regarding your anticipated budget needs for the project (travel, equipment, consultation, graduate student research assistant stipends, etc)-She will have a worksheet for you to use
  
• Make certain that you review Anna's draft budget to make assure that it meets your needs and the funding agency guidelines. You must approve the budget that is submitted.
  
• At least 1 day prior to submission deadline, contact the Associate Dean's office to:
  o Obtain appropriate College approvals (Dean: proposals involving cost-sharing/in-kind or other College-level commitment; Associate Dean for Research: proposals not involving cost-sharing)
  • Prepare letters of support from Dean and/or Associate Dean for Research (Please provide unique support letter draft in electronic format (24 hour notice) for printing on Dean's stationary)
  • Assure that all supporting documents are included in Proposal Package for transmittal (IRB approvals or training certification; Chair or Dean letters justifying waiver of Indirect Costs, etc)
    
• Note: ODURF  requires submission of final proposal a minimum of one full day prior to deadline (eg., 4 pm Monday for Tuesday afternoon express mailing for a Wednesday deadline). Proposals not meeting that deadline will be processed, though at Investigator's risk, so get your application in early.

Proposal Submission Checklist:

To be submitted to College with your Application:

_____Two copies of signed application and cover sheets for COHS files

_____Copy of RFA and Special Budget Instructions from Funding Agency

_____Documentation of Agency Policy regarding Indirect Cost

_____Copies of detailed line-item budgets as prepared by ODURF for all project years

_____Subcontract approvals for investigators at other institutions

_____Recent (< 12 months) IRB training certificate**

_____Documentation of availability of space and equipment needed to conduct project

** If IRB approval is needed prior to submission. May be submitted later when approved grant is submitted to IRB for approval.