Proposal Development Presentation
Proposal Submission Form
Please notify the Pre-Award team as soon as you are considering submitting a proposal. As shown in the graphic above- many proposals take 4-6 weeks to develop.
Pod 3 Investigators (or assistants) should submit notifications here: Notice of Intent.
Within one business day, a Pod 3 manager will confirm receipt of your notification form, assign your School Research Administrator (SRA), and inform OSP of your pending proposal submission. OSP will confirm the assignment of the Sponsored Projects Administrator (SPA) who will undertake the final review of the proposal before submission.
Next Steps:
Your assigned SRA will review the details you provided in the Proposal Submission Form, and contact you to collect additional information about your proposal. Sponsor requirements and timelines can vary- but in general, most proposals will follow the steps outline below:
- The Pod SRA will create a myResearch proposal and provide a link/title for the submitting faculty member. The SRA will also provide details about necessary internal (GW) and external/sponsor requirements.
- All proposals must include the following documents before routing:
- Final Internal Budget in current GW format
- Final Budget Justification
- Proposal-specific Conflict of Interest Form
- Initialed by each "Key Person"
- Funding Opportunity Announcement or invitation to submit
- Compliance Questions answered- Internal and Sponsor's
- Scope of Work or Abstract (may be in draft form)
- The following documents, if applicable, will be required before routing:
- Complete Subaward Documentation
- Biosketches for all Key Personnel- in sponsor required format
- PHS Human Subjects and Clinical Trials Study Record
- Documentation of Indirect Costs or Cost Share
- Multi-School Routing Ancillary Review- approved by collaborating schools
- PDF of proposal- if external portal is used (draft of technical narrative is ok)
- Cover Letter for AOR signature or other required document.
- Routing:
- Routing should be complete 5 business days before the submission deadline. The proposal will be reviewed by the Pod 3 SPA/Reviewer, the Department Chair, Financial Director, and the Associate Dean of Research, and possibly other personnel (as required by the PI's home department or school). Be sure to allow adequate time for routing; 4-6 hours is typically recommended. The faculty member should be aware of the status of the proposal, and work with the assigned SRA to ensure that all reviewers are able to review the proposal and address any concerns or question.
4. Review and finalization of the proposal.
After routing, the Assigned SPA at OSP has 5 business days to review the proposal. They will will provide Review Comments to the SRA via email. The faculty member will receive a copy of this email for awareness. The faculty member should consult with the SRA to ensure that all comments and questions have been addressed. To avoid duplication of effort or lost information, the faculty member should avoid making changes directly to the proposal based on this feedback unless directed to do so by the SRA.
Many faculty opt to take a few more days while the proposal is routed and reviewed to finalize the technical narrative portions of this package. This may include edits to the final Statement of Work, Research Plan or other proposal documents. In order to ensure a thorough review and problem-free submission, faculty are urged to finalize all documents 2 business days before submission.
5. Final Steps: "OK to submit"
After all SPA and SRA comments have been addressed to ensure compliance with sponsor policies and GW policies, and the PI has confirmed that the proposal is complete and ready to submit, the SPA will forward this proposal to the Authorized Organizational Official for final submission. The faculty member and SRA should be available to ensure that any final comments or questions are addressed. If the submission results in errors, the faculty member must be available to address any outstanding issues to ensure a successful submission.
6. Submission Confirmation
If a system-to-system electronic submission (eg: grants.gov) your SPA will confirm when the submission has been completed.
If a sponsor portal, your SPA will confirm when the proposal has been reviewed and is "ok to submit."
If an AOR signature is required on the final package, the SPA will send a copy of the final package, with AOR signature, to the PI and SRA. The faculty member is then responsible for submitting to the sponsor.
Internal Budget Templates
Internal Budget Template SMHS/SON
Budget Justification Template - SMHS/SON
Budget Justification Template - SEAS
Budget Justification Template Including Subaward - SEAS
The budget justification is a categorical description of the proposed costs. It should address each of major cost categories (salaries, fringe benefits, equipment, travel, materials and supplies, other direct costs and indirect costs), as well as any additional categories required by the sponsor. Be sure to use the most current templates to ensure current rates are described. Your SRA will provide additional guidance as needed.
Subawards
Whether GWU is the Pass-through entity (Prime awardee), or the Subrecipient, be sure to account for time for both institutions to follow their administrative processes. Four to six weeks notice is optimal.
When GWU is the Subawardee
What’s needed:
An email from the Pass-through entity (prime awardee) inviting GW to participate as a subaward. Ideally, that email should the following detailsL
- Prime Funding Opportunity Announcement (FOA)
- Proposal title
- List of documents needed
- Date needed
Note: GWU is an FDP participating organization. To reduce administrative burden, GWU will not provide duplicate information to subaward commitment forms for FDP organizations. We will provide an AOR signed cover letter and a copy of our Administrative Data Sheet. Consult with your SRA for more information.
When GW is the Pass-through entity (prime awardee)
- The following documents should be provided by the subaward organization at a minimum of seven days before the application due date. Your SRA will provide guidance on the specific requirements of your proposal, and will assist with contacting the subawards to requset this information:
- Sub-recipient Commitment Form (*only if sub is not an FDP member )
- Statement of Work (SOW)
- Subaward Budget (if NIH, use NIH format)
- Subaward Budget Justification
- Other proposal-specific documents which may include:
- Senior/key personnel biosketch(es)
- Senior/key personnel contact information
- Facilities and Resources document
- Equipment Document
See also: OSP Guidance on Subrecipients
Biosketches
NIH and NSF use their own specific biosketch format, which is updated periodically. Faculty are encouraged to use SciENcv which automatically updates your biosketch to the most current format for these two sponsors.
If you choose to develop your own biosketch in Word or PDF, be sure to check the Sponsor’s Website to ensure that you’re using the most current format.
See Also: OSP webpage on NSF-Approved formats