Pre-Award Activities

Identify Funding Opportunity/Intent to Submit (ITS)

  • Identify funding opportunity
  • Engage with Departmental Research Development Officer,Office of Research Development and/or Foundation Relations and CGMT
  • Complete Intent to Submit (ITS) form
  • Direct faculty, including new faculty hires, requiring grant support to CGMT
  • Confirm receipt of ITS form
  • Communicate internal and sponsor deadlines requirements to PI

Proposal Development

  • Review and understand the Solicitation/Funding Opportunity Announcement (FOA)
  • Discuss proposal with GM, respond to inquiries in a timely manner (in order to meet internal deadlines)
  • Discuss CGMT responsibility for collecting, preparing or reviewing Biosketches, Other Support/Current and Pending documents
  • Complete all technical components of proposal. (NB: Technical aspects of the proposal are outside of the scope of the services provided by CGMT)
  • Discuss expectations regarding the level of support with CGMT

If Applicable:

  • Request proposal deadline waiver as needed
  • Request F&A waivers as needed
  • Only include cost sharing, if required by sponsor
  • Submit Letter of Intent (LOI) directly to sponsor, if required
  • Provide main point of contact for subcontractor, if sub-recipients are included in the budget
  • Approve any delegates for authority to respond on the PI’s behalf, and communicate their contact information to CGMT via email—cc the delegate for awareness [certain tasks cannot be delegated, i.e. systematic attestations (e.g. SPS, Closeout) and re-budgeting approvals]

If Applicable:

  • Provide departmental approval for proposal deadline waivers
  • Provide departmental approval for F&A waivers
  • Submit and obtain approval from Office of Research for F&A waivers
  • Identify funding source for required sponsor cost sharing
  • Review and understand the Solicitation/Funding Opportunity Announcement (FOA) including all relevant instructions/materials
  • Discuss proposal with PI, respond to inquiries in a timely manner (in order to meet internal deadlines)
  • Inform PI of timeline for proposal submission
  • Meet internal and sponsor deadlines
  • Apply sponsor F&A requirements
  • Assist PI with collecting and reviewing Biosketches, Other Support/Current and Pending documents
  • Complete the administrative sections of proposal
  • Review budget categories, providing guidance on reasonableness and allow ability based on university guidelines and sponsor terms and conditions

If Applicable:

  • Provide instructions on proposal deadline waivers as needed
  • Provide instructions on F&A waivers as needed
  • Apply sponsor required cost sharing requirements
  • Communicate with sub-recipient to request:

                                                 Budget and justification

                                                 Statement of Work

                                                 Commitment Letter

                                                 Any other sponsor documents

 

 

Consistent communication during the proposal development process is critical for all parties involved. Adherence to Duke and Sponsor guidelines is critical.

Create Budget

  • Provide categorical budget information required for CGMT to develop budget
  • Partner with CGMT to develop budget justification, i.e. providing input on staff project roles, consultants, and travel details
  • Approve final budget and budget justification

If Applicable:

  • Approve request for cost sharing form
  • Develop project budget with input received from the PI
  • Confirm/obtain salary, fringe benefit rates and F&A rates to be included in the project budget
  • Review budget categories ensuring compliance with sponsor terms and conditions
  • Complete the sponsor budget forms

If Applicable:

  • Complete request for cost sharing form; submit to department for signature
  • Review subcontractors’ budget forms for consistency with the instructions and sponsor guidelines

Review & Submit Proposal

  • For proposals not submitted by ORS, the PI will submit via the appropriate sponsor portal or e-mail
  • Assist CGMT with obtaining access to sponsor portals, if needed. (Do not share PI log-in and passwords due to Duke’s confidentiality policy)
  • Complete Proposal Attestation in myRESEARCHhome

If Applicable:

  • If proposal documents are not finalized, or if SPS record is not approved, more than 24 hours before the sponsor deadline, PI is solely responsible for formatting and uploading documents to sponsor
  • Provide CGMT a copy of all final documents submitted to the sponsor
  • Review budget to ensure alignment with departmental capabilities
  • Approve SPS records to allow submission based on internal and sponsor deadlines
  • Route SPS records and secure institutional signatures as needed
  • Assist the PI with formatting and uploading documents to the sponsor portal
  • Upload document via sponsor portal, if PI provides unique log in access
  • IF proposal documents are final and SPS record is approved 24 hours before the sponsor deadline, CGMT can help the PI with formatting and uploading documents. (contingent on access)
  • Maintain a copy of all final documents submitted to the sponsor

Pre-Award/Award Setup

  • Alert CGMT of any sponsor requests after submission, i.e. Just-In-Time (JIT), Other Support documents, budget or scope revisions
  • Update COI as needed
  • Complete Award Attestation in myRESEARCHhome
  • Initiate IRB/IACUC approvals
  • Communicate new faculty hires requiring grant support to CGMT
  • Assist in processing sponsors request, i.e. JIT, Other Support documents, budget or scope revisions
  • New award kick-off meetings to discuss sponsor requirements, Duke Process and report due dates

If Applicable:

  • Request Pre-Award WBSE(s), if needed