NIH Grant Timeline TO-DO List
PI Name: Today's Date:
Grant Title: New? Resubmittal?
Funding agency: Noncompeting renewal?
RFA/RFP/PA #: RFA Open? Yes No
Enter DUE DATE Notes and/or Who will be
here GENERAL TASKS: responsible?
Complete this form and send to Susan Graham (firstname.lastname@example.org) to request
Before 12 weeks staff support
Write first draft of aims & methods
Schedule meeting with Vice Chair for Research (VCR) within 2 weeks
12 weeks before Schedule modeling party if appropriate (talk to Jennifer Snow to schedule).
Mentor, VCR, co-Is & external reviewer should be invited
11 weeks before Work with Laurie to make sure PI & staff are paid on department budget
for % FTE spent working on grant proposal
10 weeks before Start developing budget
Check with Laurie for administrative review of resources (space, staffing,
9 weeks before
Request letters of support, letters of agreement and biosketches
If $500,000 direct costs in any year, contact the IC program staff 6 weeks
8 weeks before BEFORE submitting the application, to obtain agreement the IC will accept
your application for consideration for award
Submit nearly final draft of research plan for review by VCR; Submit draft
of grant to external reviewers - request feedback in one week
Check with Lab Manager for adequacy of budget for lab costs
5 weeks before Finalize budget and personnel (pending VCR review)
Submit to human subjects/animal studies if not JIT
Finish collecting all biosketches; make sure biosketches have PMCID #s
for publications as appropriate
4 weeks before Provide appendix material to staff for formatting & upload
Finish collecting letters of support
Finish all forms
Finish almost-final draft and send out to Chair and senior faculty for
3 weeks before Fill out GC-1 online/ PI Approves online
Department Routing Begins with FINAL Budget
Submit to other departments/units for approval
• e-GC1 signed off by all departments & at OSP by:
2 weeks before •
Finish final draft
Write cover letter
1 week before Upload all PDF files & attach FINAL version to e-GC1; notify Kathryn
Hovick at OSP.
Due Date Due at Sponsor Agency
Enter DUE Notes and/or Who will be
DATE here General Tasks Done? responsible?
Biosketches Received & Formatted
Letters of Agreement
Letters of Support
Parts of Proposal
Introduction to Application
Bibliography & References Cited
Facilities & Other Resources
Background & Significance
Progress Report/Prelim Studies
Inclusion Enrollment Report
Progress Report Publication List
Protection of Human Subjects
Women & Minorities
Targetted Planned Enrollment
Includion of Children
Select Agent Research
Multiple PI Leadership Plan
Letters of Support
Resource Sharing Plans
Introduction to resubmission
Subcontract Budget Narrative
Additional module justification
Done? Item Required for OSP Review Notes
424 Form All required blanks must be filled in
424 Budget Pages Must be filled in with FINAL numbers
Must be filled in with FINAL numbers and attached as
Budget justification PDF to 424 budget page
Subcontract Letters of Signed letter of Agreement from every subcontract
Agreement must be included (if applicable)
Subcontract budget and
justification Final version must be attached to 424 (if applicable)
Signed letter of Agreement from every consultant
must be included - Do NOT use institutional
Consultant Letters of letterhead. Must include specific time and monetary
For OSP review, letters of support from "Other
Significant Contributors" (e.g., available as needed but
Letters of Support not being paid) should be included
Abstract Can be draft version
Research Plan Can be draft version
Can be draft version, but should be included for all key
personnel and consultants - Don't forget PMCID
Biosketches numbers for relevant pubs
Human Subjects Sections At least draft versions of all required sections
Multiple PI Leadership
Plan Required for OSP review if proposal has Dual-PIs
Targeted Planned Can be draft version but your participant numbers
Enrollment Table should be final by now
At least draft version of both parent and sub-contract
Resources Section (if applicable) resources
NEW GRANT PLANNING- GENERAL INFO NEEDED
Copy of the RFA/RFP or the URL
Summary of the Project
Mailing Address/Contact Information
URL for Forms
Letter of Intent Due Date
Grant Due Date Enter DUE DATE here
Department Review Due Date #VALUE!
(two working days prior to finalizing eGC-1)
OSP Due Date #VALUE!
(at least 10 working days prior to due date)
Subcontractor Due Date, if applicable #VALUE!
Budget Name (22 spaces max.)
Project Start and End Dates
Number of Years
Human Subjects? IRB Approval #s & dates
("Just in Time" or full application or approval needed?)
Is this a Clinical Trial? If yes, Phase III?
Yes No Phase III? Yes No
Proposal Type Research? Basic Applied OR Training Grant?
New Renewal Revised/Resubmit
On campus or off?
ON OFF CAMPUS
Permission to disclose project info? ____Yes ____ No
Indirect Rate/ Award Cap on Directs or Directs plus IDC?
Other Departments? / Schools?
Any COST SHARING proposed?
Stem cells, hazardous waste, etc?
Anything outside US? Export regulation, anything
transported outside, US? Etc.
If yes, identify countries
Any environmental impact?
Any animals involved?
Revised 2/27/2012 4
Dept. Contact Info
Dept/ School/ (CHECK IBS & Inflation rate % and # Years
Name Role Place are OK) months involved
VC Technicians at Distance Sites
Ed Outreach Staff
CONSULTANT/S (non-UW employees) COST
Biostatistician / other?
No. of hours
Fee per hour
Computer / Laptop > $2000
Other Special Equipment > $2000
(e.g. - high end software, DL tech
requests, camera, video, etc.)
Indirect cost rate
Revised 2/27/2012 5
SUPPLIES (Project Specific) COST
Furniture: desk, bookcase, chair, file
Printer / Fax
Books / Manuals
Data: computer tapes, Zip disks
Special: food, surveys, film, calendar
Local (check for updated rate) .55/mi
National: special (conference, training, etc.)
Videoconference Room Rentals
VC Line Charges
Specialized Web-Hosting Services
Printing (special:surveys, calendars, etc)
Conference room rentals
Rent $$ / sq ft.
Phone: ~$35/month + $10/mo LD
(Installation add $160/line)
Ethernet (~$35/mo.) $420/line
Revised 2/27/2012 6
Description and/or Notes NOTES
PI Name 0 From e-GC1
Budget Number & Date budget
Proposal Long Title 0 From e-GC1
Proposal Short Title From e-GC1
Dates requested in proposal From e-GC1
Dates of actual award
Location of proposal files
Location of Final Proposal PDF & If NGA has not been received, make sure to get a copy and file it by PI name here:
NGA K:\BNHS\BNHS PROPOSALS
Location of JIT files
RFA # From e-GC1
Funding Agency From e-GC1
Sponsor Award #
Subcontracts List subcontract sites, PI names, budget amounts listed in the NGA, if appropriate From e-GC1
Is there any cost sharing on this, and if so, has this been entered into the cost-sharing
Cost Sharing system? From e-GC1
Key Personnel per NGA (for 25%
rule and reporting)
Admin flag? Were administrative support or office supplies requested/approved for this award?
Indirect Costs Include rate at UW and rates at subcontract sites if appropriate From e-GC1
Use this for noting restrictions in NGA or other concerns that would be of note at start-
up (e.g., - subjects only in Y3, so IRB approval will not be submitted until a future date,
Human Subjects issues? etc.)
Use this space for noting sub-accounts to biostatistics, or other departments.
Any sub-accounts needed within Remember sub-accounts are now being required for any unit where funding exceeds
UW? $25,000/year Check comments on the e-GC1
Use this space for other info such as IDC waiver obtained for part or all of IDC; changes
Any other exceptional in personnel since grant proposal went in; delay in funding for any reason, cut in budget
circumstances? awarded, no expanded authority or permissions required to make changes, etc.
Proposal staff support (for
questions) Who worked on the proposal who could answer questions about it? Probably evident on e-GC1