Proposal Preparation

Submitting a full proposal requires a series of orchestrated steps. But what seems a daunting task with its many forms and must-have approvals can be quite manageable if you follow these steps.

Milestones & Deadlines Guide

The grants team’s goal is to make the funding proposal submission process as seamless as possible for faculty who seek to act as a Principal Investigator (PI), co-PI, senior personnel, or fellow through internal (e.g., SC&I, RU Research Council) or external (e.g., federal agency, foundation) funding. By adhering to the submission schedule, below, and working proactively with the Research Project Coordinator (RPC), Editor-Writer, Business Specialist, and Research & Sponsored Programs (RSP) Grants Specialist, an accurate, thorough, and compliant proposal can be accomplished—on deadline.

Days Before Sponsor’s Deadline Anticipated Actions

45+
  • The PI submits a Planning Funding Application (PFA) via the SC&I Research Portal based on their close read of the sponsor’s request for proposal. 
  • The RPC schedules a kickoff meeting to plan the proposal submission with the PI (e.g., review Request for Proposal [RFP]; budget development; supporting documents; writing the narrative; and deadlines).
  • Requests and submissions to the grants team will be responded to during regular business hours. 

15
  • The PI provides a complete budget and budget justification to the RPC—with assistance from the Business Specialist—along with an abstract or a statement of work.
  • The grants team reviews the submission and promptly offers feedback so these and other supporting documents can be fine-tuned and are ready for the next deadline.

5
  • This day marks the PI’s final deadline, by noon, to submit all supporting documentation required from the sponsor, which may include bio sketches; current & pending support (CPS); collaborators & other affiliations (COA); data management plan; facilities;  equipment and other resources; references cited; summary; and subawardee documents.
  • The detailed project description—sometimes referred to as the narrative (or “the science”), and typically a lengthy document, is complete and final. 
  • With all documentation now completed, the RSP Specialist reviews and may request edits and changes before the submission to the funder.

0
  • The sponsor’s deadline is Rutgers’ deadline.