Principal Investigators (PIs) and Research Administrators (RAs) will use the following process when developing a proposal.
Step 1: Notify your Research Administrator
Once you decide to apply for external funding, notify your Weinberg Research Administrator (RA). Work with that RA to develop a schedule that will allow time to meet the internal and sponsor deadlines.
The following internal deadlines apply to all submissions:
- 5 working days prior to sponsor’s submission deadline, the budget and administrative materials are due at the Office for Sponsored Research (OSR)
- 2 working days prior to sponsor’s submission deadline, the complete proposal is due at OSR
Access the complete policy on OSR’s internal deadlines.
Step 2: Read the Solicitation
PIs and RAs should carefully read the solicitation or funding announcement. There are many different kinds of sponsors and funding programs with their own sets of proposal requirements. It is extremely important to be aware of your particular proposal guidelines and communicate with your RA any issues early on in the proposal process.
Step 3: Plan the Project
Considerations during the planning stage:
- Identify key personnel and collaborators
- Initiate cost share process (if applicable)
- If there will be a subcontract in the proposal, the following documents, at minimum, will be required from the subcontractor: Budget, budget justification, statement of work, letter of intent endorsed by organizational official, Subrecipient Commitment Form
- For Limited Submissions, ensure the PI has been granted approval to submit on behalf of NU. If you are unsure, contact the Office of Research Development (ORD).
- When submitting a proposal to a foundation, notify the Office of Foundation Relations. Foundation Relations offers assistance with writing proposals and your Weinberg RA will assist with the budget and the administrative components of the proposal.
Step 4: Create the Proposal Package
- PI works with any collaborators to develop scientific content of proposed research
- RA works with PI to prepare budget and budget justification
- RA creates a new proposal in InfoEd PD. All proposals, regardless of submission vehicle, will be routed and approved in InfoEd. Proposal submission requirements are provided on the OSR website.
- RA updates and/or collects biosketches and current and pending support (if applicable)
- PI should prepare and submit Institutional Animal Care and Use Committee (IACUC) or Institutional Review Board (IRB) forms if applicable to the project. Depending on your sponsor, you may need to obtain approval or submit the IACUC and/or IRB protocol forms prior to your proposal submission. Other sponsors require approvals at the award stage.
Step 5: Administrative Approvals
- InfoEd PD routing is the electronic platform for securing the required NU approvals for the proposal. Refer to the Weinberg Dean's Office Review Checklist for InfoEd PD to ensure that all the required items are included.
- Conflict of Interest disclosures must be updated in FASIS. Contact the Northwestern Conflict of Interest Office with policy or procedure questions.
Step 6: Finalize Proposal Documents
Once documents are complete, the proposal in InfoEd PD should be submitted into Final Route.
At this stage the PI, RA, and OSR Grants Officer will work together to ensure that the proposal follows the guidelines set forth in the solicitation and adheres to Northwestern policies.
Step 7: Submit Proposal
Once reviewed, OSR will submit the proposal to the sponsor.
Certain foundation proposals will require you to work with your OSR Grants Officer to determine how the proposal will be submitted.Back to top