Proposal Preparation and Development

The Office of Research and Technology Management has developed a suggested timeline for developing your research proposal at Case Western Reserve University. This is a suggested timeline with major milestones outlined, based on the various parties involved. 

Planning and communication are key throughout the process and when working with the Office of Pre-Award Services and Agreements (PASA), the central administrative office responsible for submitting sponsored project proposals.

Suggested Proposal Development Timeline

Time to Deadline Principal investigator (PI) Key partners (collaborators and key personnel) Research administrator (RA) Office of Pre-Award Services and Agreements (PASA)
6 months
  • Find a funding opportunity
  • Identify your team
  • Determine whether you need a subcontract or other external personnel
  • Develop research concept
  • Discuss and circulate
  • Review concept and science
  • Provide feedback to principal investigator (PI)
  • Review funding alerts and announcements for possible PI support
 
3-4 months
  • Develop science post-feedback
  • Discuss project with your research administrator
  • Review request for proposal (RFP) guidelines and compliance requirements
 
  • Discuss upcoming research project with PI and notify PASA
  • Consult with research administrator and investigator to develop a timeline that addresses proposal development, resources, protocols, required approvals and budget
 
2 months
  • Outline project description
  • Develop budget with research administrator
  • Solicit biosketches
  • Begin drafting supplemental documents
  • Review draft budget
  • Draft the project/research narrative
  • Provide feedback to PI
  • Secure Red Team Review members
  • Help PI develop budget, seek commitments, resources and required approvals
  • Consult with research administrator and investigator to develop a timeline that addresses proposal development, resources, protocols, required approvals and budget
 
4 weeks
  • Outline project description
  • Develop budget with research administrator
  • Solicit biosketches
  • Begin drafting supplemental documents
  • Review draft budget
  • Draft the project/research narrative
  • Provide feedback to PI
  • Secure Red Team Review members
  • Complete administrative part of proposal and enter into SpartaGrants
  • Consult with research administrator and investigator to develop a timeline that addresses proposal development, resources, protocols, required approvals and budget
 
2 weeks
  • Compile and review complete proposal PDF
  • Final revisions of project narrative
  • Complete all protocols and compliance requirements with RA assistance
  • Suggested Red Team Review
  • Help investigators complete all protocols and compliance requirements
  • Consult with research administrator and investigator to develop a timeline that addresses proposal development, resources, protocols, required approvals and budget
 
1 week    
  • Submit to SpartaGrants
  • Reviews proposal, certifies compliance requirements and provides institutional signature

View the PDF version of this timeline.

After the Funding Decision

The sponsor will then make a decision. There are a few different possible outcomes, depending on whether the project is funded or not funded. 

If the Proposal is Not Funded

  • Investigator reviews the Summary Statement
  • Investigator decides whether to resubmit proposal

If the Proposal is Funded

  • Award is made to the institution
  • PASA accepts the award and negotiates terms and conditions if appropriate
  • PASA sets up an account for expenditures
  • Investigator manages the research project

Quick Links

What’s Needed 

Proposal Elements

Make sure your proposal includes all of the required elements. Each funding opportunity announcement has specific sections, the names for which may vary by funder. Below is a general overview of what a researcher can expect to need to prepare for a proposal.

  • Abstract
  • Narrative (also called project relevance)
  • Specific aims
  • Research strategy (also called research plan, technical plan, or project description)
  • Budget and justification 
  • Biosketch
  • Facilities, resources and equipment 
  • Current and pending support
  • Resource sharing plan
  • Data management and sharing plan
  • Multiple PD/PI leadership plan
  • Consortium arrangements
  • Letters of support
  • Plan for enhancing diverse perspectives (PEDP)
  • Authentication of key biological and/or chemical resources
  • References
  • Regulatory requirements for proposals that include plans for inclusion of human subjects, vertebrate animals, clinical trials and/or recombinant DNA or other hazardous materials. Read more information below about regulatory considerations.

When you’re developing your proposal, you must consider the regulatory requirements. 

Who Can Help 

The Office of Pre-Award Services and Agreements (PASA) is responsible for proposal review and submission, as well as award review, negotiation, acceptance and set-up. PASA can provide guidance on proposal development. Additionally, PASA handles research-related agreements, from drafting and negotiating, through executing. This also includes ancillary agreements, such as data use and transfer agreements, biological material transfer agreements, material transfer agreements and other necessary agreements. 

Investigators should contact PASA when they are beginning to put together a research proposal, responding to a Request For Proposal or want to enter into discussions with a collaborator. PASA can help with proposal preparation and budget guidance as needed. 

Dedicated PASA staff will support each school. Researchers will work with their designated PASA personnel, depending on their management center. Contact resadm@case.edu for general questions.