A successful proposal application involves several individuals working closely together to ensure the proposal requirements and deadlines are met. While there may be some similarities in proposals, each proposal is unique with different requirements specific to the solicitation or sponsor. It is important to thoroughly review the proposal solicitation and meet all internal deadlines when developing your proposal application.
Internal Deadlines and Timeline
Internal deadlines are based on the planned submission date. This is often the sponsor submission deadline, but earlier dates can be requested. Please note that your grant manager may request additional time depending on the complexity of the proposal (external subawards, cost-sharing, etc.) and/or individual
| Internal Deadline
|
Action Item
|
Required Information and Documents
|
| T-15 Business Days | Intent to Submit Form | I2S form gather preliminary information about the submission (title, solicitation number, expected proposal components) |
| T-7 Business Days* | SPS Proposal Routing | Title (Final)
Budget and Budget Justification (Final) Abstract/Project Summary (Draft) |
| T-5 Business Days at 8AM | Final Proposal Review | All proposal documents must be final and uploaded to the submission portal |
*Recommended to allow time for internal approvals
Intent to Submit Form
The Intent to Submit (I2S) Form is required for all new research, competing renewals, clinical trial, and fellowship submissions. The I2S form gathers preliminary proposal information (listed below) and connects researchers with appropriate departmental and central contacts.
- Project Title
- FOA or Solicitation
- Sponsor Deadline
- Planned Submission Date
- Project Period
- Abstract Draft
- Subaward Information
- Possible Protocols (Human Subjects, Vertebrate Animal Research)
The information will help your grant manager prepare the SPS record and determine which sponsor documents will be required for your proposal.
Available Resouces
Drafting a Budget
When applying for grants/or contracts a well-planned and thought-out budget is important to ensure the success of a project. Below are some things to consider and should be communicated with your grant manager as soon as possible to ensure a successful proposal submission.
- What are my budget restrictions/limitations based on the FOA/NOA?
- What personnel are needed to complete the scope of the work?
- Will there be personnel outside of Duke?
- Will there be personnel outside of the MEMS dept?
- Will there be travel on the project? If so, what type of travel is it foreign /or domestic?
- Will I need supplies, facilities, publications, etc.?
- Will equipment be purchased? (Equipment is tangible property that has an estimated life of at least two years and costs $5,000 or more.)
- Will there be any participant support?
- Are there any cost-share requirements outside of NIH salary cap? If so, what funds will be used to meet the cost share commitment?
Available Resouces
My Research Home: Proposal deadlines and Intent to Submit
Ph.D. students Stipends, Tuition, and Fees
Shared Materials Instrumentation Facility (SMIF) Fees
Duke GAP 200.050 Plant & Equipment Capitalization
Duke GAP 200.140 Cost Sharing on Sponsored Projects
Late Application Waiver Request
Grant proposal submissions must be received in final form by the central pre-award offices at least five (5) business days in advance of the sponsor deadline (see guidance on calculating the five business day deadline). In rare, extenuating circumstances, when the five-business day deadline cannot be met, a late waiver may be requested subject to institutional review and approval. Additional instructions are available here.
