Procedures for Submitting Grants, Fellowships, Subcontracts, and Progress Reports

As soon as PI plans to submit a grant, fellowship, subcontract, or progress report, please contact the Department’s Grants Management Officer (Theresa Champion), but no later than 1 month before the due date.  If a student is the PI, he/she must have approval from their faculty advisor.  Please follow the procedures below.

A. When contacting the Grant Specialist, please provide the following information:

1. Agency (sponsor);
2. Due date of grant;
3. Program announcement or guidelines; webpage is fine. 
4. If student, please let her know the faculty advisor too. 

B. After the Grant Specialist has an opportunity to review the program announcement or guidelines, the PI will be contacted for a meeting on the budget and grant requirements.  Generally, the Grant Specialist will need the following information for the budget: 

1. Number of years requested in the grant.
2. The PI and investigators on the grant whether they are receiving compensation or not and percent efforts.  The Grant Specialist will contact UNC Department for investigators salaries.  A list of other types of personnel required by the grant, for example, graduate students, postdoctoral fellows, research assistants, consultants, etc. 
3. Equipment (over $5,000), if any.  Please describe in detail. 
4. Subcontractor.  If subcontractor, we need their budget.   We will also need signed paperwork 2 weeks prior to grant submission.   See item C.10 below for requirements. 
5. Supplies; please be as detailed as possible. 
6. Travel costs; describe trips to be taken.
7. Participant costs; describe number of participants and payment requested for each.
8. Animal Cost; animals, plus per diem. 

C. Other items needed for all grants and due 2 weeks before the grant is due are:  

1. Cover Page that includes a Title and Dates of grant.
2. Abstract (program description on an NIH grant).
3. IRB or IACUC if approved at time of application.  If not, indication on which will be applied for.   
4. Budget justification (if not completed above).
5. Resource/Facilities page (depending on sponsor).
6. Equipment already available to the grant (depending on sponsor).
7. NIH biosketch or CV (depending on sponsor). All Key Personnel need an NIH biosketch.  
8. Other Support documentation (depending on Sponsor).
9. Letters of Support from subcontractors or consultants on project.
10. Subcontractor paperwork that includes:
1. face page if NIH grant.
2. budget and budget justification. 
3. checklist page.
4. Letter of intention to enter into a consortium agreement (the Grant Specialist can provide an example).
11. Draft of Research Plan.
12. There may be other items depending on the Sponsor and program guidelines.

Other information: The Grant Specialist will create an Internal Processing form (eIPF) and send documents to OSR in paper form or electronically.  If the grant application is not electronically submitted by OSR, everything except the pages that need to be signed by OSR can be in DRAFT form.  If the application is being submitted by grants.gov or Fastlane, OSR asks that we send all other completed information (except the Research Plan) to OSR at least 2 weeks prior to deadline for approval of the budget.  The Research Plan must be in final form 5 days prior to the due date.  The Grant Specialist will handle getting the revised research plan to OSR.   

Additionally, if the PI would like to be more involved with the submission process, please see the Grant Specialist for instructions.

Exceptions: In general, exceptions to contacting the Grant Specialist 1 month before the deadline will not be made. Requests for exceptions must be approved by the Director or Research Services (Todd Thiele).

If you fail to meet the deadline: If you fail to meet the 1 month or 5-day final research plan deadline, the Grant Specialist will assist with items related to the grant’s budget, time permitting. The PI will be responsible for all other aspects of the grant submission. Please see the Grant Specialist for instructions.