Proposal Submission Steps & Timelines

The submission of an application for external funding involves time sensitive teamwork and expertise. Following the LSI's 9-step proposal development and submission procedure is essential to ensure a high quality application. The steps and corresponding timelines have changed slightly because of new requirements for electronic submissions. The 9-steps for submitting a proposal through the LSI are as follows:

 Step 1. Notification of Intent: Contact LSI Director or Administrative Officer of intention to submit a proposal. This notification should include information on Funding Agency and Number/Title of specific grant competition. [45 days prior to submission deadline]

Step 2. Meet to Coordinate: Meet with LSI Administrative Officer and Grants Resource Officer to review the application requirements and discuss needed communication and data support services, human subjects, and any potential conflicts of interest. At the conclusion of this meeting, draft budget justification. If your project will have technology needs you will  need assistance in developing the tech part of your proposal.  This assistance is provided by the Peabody Technology Support Center. [35-40 days prior to submission deadline]

Step 3. Develop Basic Documents: PI submits to the Grants Resource Officer his/her project Abstract, refined budget justification, draft of project goals/activities table with timelines, and brief CVs and effort reports for current and pending projects for all key personnel. [30 days prior to submission deadline]

Step 4. Send Request Letters for Support/Participation: Communicate with any external co-PIs, consultants, and potential participating sites to request letters of commitment and name of contact person to develop subcontracts. [25-28 days prior to submission deadline]

Step 5. Draft Proposal Narrative: Submit draft of proposal narrative for review by the Grants Resource Officer. [20-25 days prior to submission deadline]

Step 6. Finalize Budget & Compliance Documents: Communicate with LSI Administrative Officer and Administrative Assistant to finalize budget and to complete compliance documents for internal approvals. [15 days prior to submission deadline; this is a critical step that effectively "freezes" the budget]

Step 7. Submit Final Narrative & Appendices: Entire application package is assembled and reviewed by LSI Grants Resource Officer and an Administrative Assistant. [10 days prior to submission deadline]

Step 8. Review Complete Application: PI reviews complete application package and approves for submission. Application is forwarded to dean’s office and Sponsored Research [7 BUSINESS days prior to submission deadline].

Step 9. Submit Proposal: Approved proposal is submitted electronically by PI with the assistance of LSI staff. [1-2 days prior to submission deadline]

Contacts for Proposal Development

Stephen N. Elliott, Director
404 Wyatt
steve.elliott@vanderbilt.edu
(615) 322-2520

Palmer Payne, Administrative Officer
410 P Wyatt
palmer.payne@vanderbilt.edu
(615) 343-4476

 

*Effective January 1, 2009