Reviewing and Submitting a Proposal

All proposals for external research funding by Main Campus faculty must be reviewed by the Grants and Contracts team of the Office of Research Services (ORS) prior to submission. To ensure comprehensive and high quality reviews, all proposal documents must be submitted in a timely fashion.

In particular faculty should comply with the following deadlines:

·       FIVE DAY RULE: all administrative components, including budgets, must be submitted at least five business days prior to the sponsor’s submission deadline; and

·       THREE DAY RULE: all technical/scientific components must be submitted at least three business days prior to the sponsor’s submission deadline.

Proposals that do not comply with these deadlines will be reviewed to the extent possible, but quality assurance and compliance with university and sponsor requirements cannot be guaranteed.

1. Proposal Review Cycle

2. Proposal Submission

Once the faculty member or Principal Investigator (PI) has identified a sponsor and has developed a proposal and budget, he or she must route the proposal through GU PASS  to obtain the relevant University signatories (department chair, grants administrator, senior business manager, and relevant school dean) for review and clearance. 

Proposal Deadlines:  

·       FIVE DAY RULE: all administrative components, including budgets, must be submitted at least five business days prior to the sponsor’s submission deadline; and

·       THREE DAY RULE: all technical/scientific components must be submitted at least three business days prior to the sponsor’s submission deadline.


GU PASS routes an electronic transmittal package for PI review and assurance, Chair approval and review and approval by ORS.  Visit FAQ for GU Pass. To facilitate the navigation on GU Pass we have created the this GU Pass Job Aid.

3. Roles and Responsibilities

RoleResponsibility
Principal Investigator• Conceives idea, writes proposal
• Responsible for technical and financial quality and accuracy of their grant and contract applications. 
• Requests and receives approval, as appropriate, from compliance committees (IRB, IACUC, biosafety, radiation safety, export control). 
• If applicable, requests cost share approval, and IDC reduction/waiver 
• Responsible for submitting and routing proposal packages in GU PASS for institutional review and approval
Department Chair• Responsible for ensuring that applications meet the objectives of the department, are realistic in terms of their budgets and reflect high professional standards.
• Determine that there would be sufficient facilities and equipment to support the project.
• Approves the proposal, including any promised cost share, as it routes through GU Pass
Cluster Research Administrators (CRA)Cluster Research Administrators (CRA)
• Four Cluster Research Administrators, reporting directly to the Vice Provost for Research, provide concierge services to faculty with respect to all aspects of the research experience. The CRAs create a bridge between researchers on the one hand, and administrative staff with specific technical expertise, on the other, including those in ORS, SPFO, the IRB, OTC, and more.
Office of Research Services (ORS)• Review all funding opportunity announcements (e.g., RFA, PA, RFP) and other solicitation mechanisms to ensure applications are complete and respond fully to sponsor requests
• Work with Principal Investigators on all sponsored research applications and proposals for timely and effective submission, including competing and non-competing applications
• Ensures that Sponsor applications have been properly completed
• Confirm that the budget includes all allowable costs, the proper cost of living escalations, fringe benefit and indirect cost rates, and correct arithmetic
• Verify that proper compliance review has been performed (human and animal subjects; conflict of interest, export controls, biosafety and radiation safety)
• Ensures that representations and certifications have been completed
• Assure that all applications comply with University and sponsor policies
• ORS will monitor the application as it moves through grants.gov and or other portal error checking and certifications.  
• ORS will work with the applicant to correct any errors and/or warnings until the application package has been successfully submitted.

NOTE: NIH and other federal sponsors adhere strictly to submission deadlines.  An application is not considered submitted until it is certified error-free. The response time from grants.gov and other portals can vary greatly depending on submission volume and NIH system status. Thus, it is imperative that applications be submitted well ahead of the submission deadline and that principal investigators make themselves available to ORS to correct application errors or warnings. 

When the final review is complete, the Office of Research Services (ORS)  will approve the proposal in GU Pass and electronically submit on behalf of the University when required by the sponsor. The Office of Research Services (ORS) is available to advise and assist in this process. Please contact the Team of Senior Grants and Contracts Administrators or email us at: researchadmin@georgetown.edu

4. Guidelines for Preparing and Submitting a Proposal

All proposals for external research funding by Main Campus faculty must be reviewed by the Grants and Contracts team of the Office of Research Services (ORS) prior to submission. To ensure comprehensive and high quality reviews, all proposal documents must be submitted in a timely fashion.

In particular faculty should comply with the following deadlines:

·       FIVE DAY RULE: all administrative components, including budgets, must be submitted at least five business days prior to the sponsor’s submission deadline; and

·       THREE DAY RULE: all technical/scientific components must be submitted at least three business days prior to the sponsor’s submission deadline.

Proposals that do not comply with these deadlines will be reviewed to the extent possible, but quality assurance and compliance with university and sponsor requirements cannot be guaranteed. 

For additional information about Preparing a Proposal please visit here.