Proposal Submission
AHS Grants and Contracts Team
The AHS Research Office is committed to helping investigators submit their proposals in a timely and efficient manner. Grants and contracts associates (GCA) work with investigators from budget development to award notification, then hand things off to your department.
- Contact us if you are planning to submit a proposal, submit a Letter of Intent, or processing a contract.
- Contact us if you are getting ready for a forecasted opportunity or need budget advice for any other long-term plans.
- Contact us about “No-Money Agreements” like Data Use Agreements and Material Transfer Agreements.
Start the submission process here
Here is what you should do and when you should do it:
Before you begin
- Review the funding announcement and verify your eligibility
- Schedule a review of your Aims (suggested)
- Identify collaborators
at least 7-10 weeks before the deadline
- Provide information including a PDF of the funding announcement, Submission deadline (IF the PI is from another institution also include their internal deadline), and the number of internal and external collaborators
- Watch for notification that your proposal has been assigned to a grants & contracts associate along with an invitation to schedule a meeting
6 weeks before the deadline
- Who will you be working with? Think about co-investigators and other significant contributors, research staff, trainees and how much of their time will be spent on the project.
- Will you have research participants? Have you determined your sample size? How many people will you be enrolling each year? Are you aware of university policies and procedures for paying research participants? Make sure you have considered recruitment costs.
- What materials or supplies will you need? Do you need any equipment costing over $5,000?
- Will you be traveling for your research or attending conferences?
- Other costs?
4-6 weeks before the deadline
- Discuss roles, responsibilities, and communications preferences
- Review project checklist and submission timeline
- Begin developing budget
- Identify other information needed
2-3 weeks before the deadline
- Your grants & contracts associate will initiate the Proposal Application Form (ePAF)
- You will review and approve the final budget and provide other documents in information including:
- Title
- Abstract/project summary
- Sponsor guidelines/announcement
- Budget justification
- You will review and approve the final budget and provide other documents in information including:
- Your grants & contracts associate will initiate the electronic proposal submission process (e.g., NIH ASSIST) and prepare a checklist of documents that you must upload
- Complete the body of the proposal and begin uploading the appropriate documents
1 week before the deadline
- Schedule a meeting with your grants & contracts associate to review the final packet.
- Your grants & contracts associate will notify the UIC Office of Sponsored Programs (OSP) that the application is ready for final review and submission. Proposals should be submitted to OSP five business days before the sponsor deadline.
- Be available to answer questions until the proposal is officially submitted to the sponsor.
- Your proposal cannot be submitted without a full institutional review.
After submission
Once the proposal has been submitted, celebrate and let us know the outcome
Post-Submission Actions and Just-in-Time Requests
- Share any correspondence from the sponsor with your grants & contracts associate right away.
- Your grants & contracts associate will work with you to prepare any required materials and submit them to OSP for institutional review and endorsement.
AHS Office of Research
1919 W. Taylor St.,
755 AHSB,
(MC 528),
Chicago,
Illinois
60612
Email: AHS_Research@uic.edu