Below you will find some best practices to ensure a successful submission of a research proposal.
Key takeaways
- Effective communication between Primary Investigator (PI) and Research Administrator (RA) is essential. It is highly recommended that the PI and RA have a brief meeting ~ four weeks in advance of the deadline to discuss the application. The PI should schedule this meeting. Zoom or in-person, depending on preference. The purpose of the meeting is to review all deadlines, guidelines, requirements, etc.
- FINAL budget & support documents are due to the RA five days prior to submission deadline.
- FINAL science documents (e.g., Aims, Research Plan) are due to RA by 9 a.m. three days prior to deadline.
- While every effort will always be made, submissions cannot be guaranteed if deadlines are not met.
- Financial and in-kind support from the college, i.e. “cost sharing,” requires Dean’s approval. Request via the Letter of Support Form.
- RA’s can assist with the request for CV’s of research collaborators, but they cannot edit the CV’s.
- Indirect cost rate (IDC) below the UF standard of (F&A Rates (IDC) – UF Research) requires approval from PHHP’s Associate Dean of Research.
Questions or requests for exemption should be addressed to PHHP’s Associate Dean of Research, Dr. Dave Fuller.
Complex proposals
Proposals with multiple sub-contracts or complex financial arrangements will need more time than described here. For such grants, a PI-RA meeting is mandatory early in the process to establish the timeline.
Late notice of grant opportunities
Sometimes a grant opportunity is released only weeks prior to the submission deadline. If this happens, a meeting with the RA and PI must happen to create a plan for preparing the application on short notice.
Timelines and role responsibilities
Below you will find an overview of the tasks and timeframes for a successful research proposal submission.
4—6 weeks prior to submission deadline
Principal Investigator (PI) Task
- Complete the Research Proposal Request
- Schedule a meeting with RA if needed (highly recommended for new faculty).
- All research collaborators should be identified at this time.
- Notify your department chair about your planned grant submission.
Research Administrator (RA) Task
- Review grant mechanism details including eligibility and pre-approval requirements.
- Route necessary approvals and questions for PI eligibility.
- Create budget a template in Excel.
- Notify PI if any UF training requirements need to be completed.
- Request CV’s of collaborators if requested to do so by the PI.
4 weeks prior to submission deadline
PI Task
- Meet with RA to review application if needed.
- Establish subcontract budget details if needed; Share contacts for subcontracts with RA.
- Review IDC rate of proposal; determine if a request for approval of reduced rate is needed.
RA Task
- Meet with PI if requested.
- Create a list of required documents for submission.
- Create the Excel budget template and share it with PI for review.
- Establish minimum required cost share for the announcement (if any).
- Contact subcontracts.
- If necessary, request approval for a reduced IDC rate.
3 weeks prior to submission deadline
PI Task
- Finalize cost share requirements.
- Request letters of support (e.g., collaborators, center directors, UF resources such as HyperGator, etc.). Cost share commitments require a signed letter from the appropriate individual (VP, Dean, Chair, Center Director, etc.). For Dean’s office letters, complete the Letter of Support Form.
RA Task
- Draft Cost Share Budget (if needed); confirm commitments for cost share costs as letters are approved and drafted.
- Respond to faculty edits on budget and proposal requirements.
- Communicate questions to DSP and internal offices as needed.
2 weeks prior to submission deadline
PI Task
Provide a draft of the Excel budget sheet and a budget justification to your Dept. Chair. Your Chair needs to have an opportunity to do a careful review of the budget if they wish to.
5 business days prior to submission deadline
PI Task
- Submit final budget and support documents to RA by 9:00 a.m. sharp. Documents include:
- Budget and Budget Justification (FINAL)
- Biosketches, Facilities and Resources, and Equipment attachments (FINAL)
- Letters of support (e.g., cost-share, collaborators, etc.) (FINAL)
RA Task
- Review all submitted documents for compliance with the sponsor.
- If a subcontract is in place: A) review subcontract to ensure compliance; B) request revisions, if necessary; C) revise UF package and budget to include subcontract budgets and documents.
- Upload finalized documents.
- Communicate any concerns after review to faculty for resolution/correction.
4 business days prior to submission deadline
PI Task
- Address any concerns from RA review of previous documents.
RA Task
- Review/upload scientific documents.
- Review/upload corrected documents.
- Review grant requirements to ensure all documents are included.
- Review/upload subaward documents and budgets (FINAL AND SIGNED)
3 business days prior to submission deadline
PI Task
- Final science documents (e.g., Aims, Research Plan, etc.) MUST be submitted by 9 a.m. sharp to the RA. The routing and signature process takes time.
- Fix errors.
- Assist with obtaining necessary approvals if necessary.
RA Task
- Upload finalized documents to UFirst/Sponsor portal.
- Route proposal for Chair and University review and submission.
- Route any additional required reviews (Cost share, institutional support, cross-college commitments, ad hoc approvals).
2 business days prior to submission deadline
PI Task
- Address questions and concerns from University Review
- Revise documents as necessary.
- Allow DSP to submit any time after 9 a.m. on this day.
RA Task
- RAs review and respond to DSP questions and concerns.
- Route additional approvals through the College and University as required by DSP.
- Revise any documents and proposal package to meet required changes.
While every effort will always be made, submissions cannot be guaranteed if deadlines are not met.
Ready to get started?
Click the button below to complete the Research Proposal Request form.