Proposal Submission
I wrote a grant. What’s next?
All proposals that require UIC resources, such as faculty time, students, equipment or facilities, must be reviewed and approved by the university before submission to the sponsor.
The university submits most proposals on behalf of the principal investigator.
Some proposals require approval from other departments or units (such as CCTS or Cancer Center) before submission.
The AHS Office of Research coordinates all aspects of the proposal preparation process. It works with the UIC Office of Sponsored Programs to ensure that the proposal is submitted to the sponsor accurately and on time.
Here is what you should do and when you should do it: Heading link
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6-8 weeks before the sponsor deadline
- Email AHS_Research@uic.edu to schedule an initial meeting
- Provide the request for proposals, notice of funding opportunity, etc.
- Provide the names/departments of any collaborators or key personnel at UIC and their anticipated roles
- Provide the names/departments of any collaborators or key personnel outside of UIC and their anticipated roles
- The grants & contracts associate who you typically work with, if applicable
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4-6 weeks before the sponsor deadline
- Meet with your designated grants & contracts associate to create the budget and submission timeline
- Have a detailed draft of your budget justification
- Have a good idea of what other documents you will need (e.g., biosketches, letters of support) and whether you will need help wrangling them
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14-21 business days before the sponsor deadline
- Your grants & contracts associate will initiate the Proposal Application Form (ePAF) and electronically route it for needed approvals. The ePAF must be accompanied by:
- Sponsor guidelines/announcement
- Budget
- Budget justification
- Abstract/project summary
- All letters that require AHS signature and approval (e.g., cost-sharing)
- All forms that need AHS approval/signature (e.g., F&A waiver requests)
- Sponsor’s documentation regarding Indirect Cost Rate (when not using full rate), salary cap, or other requirements
- If applicable, your grants & contracts associate will initiate the electronic proposal submission process (e.g., NIH ASSIST), prepare a checklist of documents that the PI must upload and begin preparing and uploading any other documents.
- Your grants & contracts associate will initiate the Proposal Application Form (ePAF) and electronically route it for needed approvals. The ePAF must be accompanied by:
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7 business days before the sponsor deadline
- Meet with your designated grants & contracts associate to review the final packet.
- Your grants & contracts associate will notify the UIC Office of Sponsored Programs that the application is ready for final review and submission.
More information Heading link
If you are a co-investigator or co-principal investigator on a planned proposal and the principal investigator (or contact PI) is from a different institution, find out their internal institutional deadline, the total (direct and indirect) costs allowed for your component and a list of additional administrative documents needed as soon as you can. Treat their internal deadline as your sponsor deadline.If you are a co-investigator on a planned grant proposal and the principal investigator iis from another UIC college or unit, email AHS_Research@uic.edu with questions.
While most AHS investigators know about grant opportunities months in advance, sometimes exciting opportunities are announced only a few weeks before the sponsor’s deadline. In this situation, please email AHS_Research@uic.edu so we can coordinate the support you need.