PreAward Grant Submission Process

1
Pre-Award Grant Submission Process

• Rhonda ODonovan
• Lynn Snow

October 12, 2004
2
First steps for submitting

• PI gets an idea
• PI talks to mentor about idea
• PI begins to assemble research team
• AS SOON AS PI knows where and for what cycle PI
  wants to send grant, PI tells Rhonda the plan and
  gets a timeline.
• PI works with research team to develop research
  idea
• PI talks to potential program officers early
  andmaybe not often, but enough.
• PI gets copies of similar grants to serve as
  guides

3
(No Transcript)
4
What to do next

• Timeline Milestones will include
• All grant applications (VA, NIH, Foundations,
  etc) must be approved by the VA RD Committee
  before it is sent to the funding agency.
• Due date is the 15th of each month and the
  application will be reviewed the fourth Thursday
  of the next month.
• Submit VACS form to Pam Maseda via e-mail at
  allemang_at_bcm.tmc.edu
• VACS form available at http//www.bcm.edu/research
  /VA_Research_and_Development/Forms.htm

5
What to do next

• Timeline Milestones will include
• Meet with Rhonda, Dianna Densmore, Diane Urbauer
  and Alex to prepare a budget before application
  is due to the HSR Subcommittee
• If appropriate, schedule w/ Nelda Wray (Tracy
  Barrerra) to present the analysis plan to the DAS
  RE committee on a Thurs at 12
• Submit science, budget and budget justification
  to HSR Subcommittee. Your team should have read
  and commented on at least one, ideally 2 or 3
  drafts first!
• NIH Two months before the grant due date
• VA Six weeks before the grant due date
• Schedule a formal budget committee meeting after
  the HSR Subcommittee review to have budget
  approved.

6
Wrapping it up

• Rhonda must submit final budget and budget
  justification for approval to BCM or VA 10
  business days before the grant mail-out date.
• PI must submit final science and appendices to
  Rhonda 5 business days before the grant mail-out
  date.

7
Comments

• Rhonda will keep you on track and make sure all
  required forms etc are included, BUT you should
  ALSO download the instructions for the type of
  grant you are submitting and be familiar with
  them
• Just because your budget committee meeting isnt
  until late in the process doesnt mean you should
  wait to work on it
• Work on your study timeline (Gantt chart) early
  in the process, it will help you do methods,
  program
• Its easiest for everyone if you come up with
  your grant title early in the process

8
Comments

• My rule I can only control myself (sometimes).
  Therefore I try to get everything I need from
  someone else as soon in the process as I can.
• Get subcontracts started ASAP (Rhonda needs scope
  of work for the co-investigator to get started)
• Biosketches Human Subjects Training
  Certificates from all your co-Is and consultants
• Letters of support as appropriate
• Estimates on cost of things you dont know much
  about (e.g., new-fangled equipment)

9
Comments

• Dont forget
• Abstract
• Human Subjects Protection Section (if its
  complicated it might help to go through the IRB
  process so you work out kinks before submission)
• Description of Consortium/Contract Agreements

10
The End