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.
Quick Links
- Finding Funding Opportunities
- ORTM's Commonly Requested Information
- Principal Investigator (PI) / Project Director (PD) Policy
- CWRU Facility and Resource Profiles
- Faculty Disclosure and Reporting Guidance
Suggested Proposal Development Timeline
It takes a team effort to prepare and submit a high-quality funding proposal. Typically, the principal investigator (PI) is responsible for coordinating, creating and ensuring the accuracy of proposal content. PIs work closely with co-investigators, collaborators and key personnel (Co-Is). Department/school research administrators (RA) are responsible for ensuring proposal components, budgets, and permissions are in place, and for submitting the proposal for institutional review. PASA then reviews and submits the application to the funder. Communication among team members is key to successful proposal development.
6 months to funding deadline
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3 months to funding deadline
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| Co-I |
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2 months to funding deadline
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| PI |
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| Co-I |
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| RA |
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1 month to funding deadline
| Team | Tasks |
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| PI |
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| Co-I |
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| RA |
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2 weeks to funding deadline
| Team | Tasks |
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| PI |
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1 week to funding deadline
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RA |
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PASA |
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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
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.
- If you anticipate transferring data specimens or materials, or you’re required to have a data management and sharing plan, explore the resources at case.edu/researchdata.
- If guidance is needed for including vertebrate animals in your proposal, contact the Institutional Animal Care and User Committee (IACUC).
- If you need guidances for human-subjects research, contact the CWRU Institutional Review Board (IRB) Office.
- For guidance on recombinant DNA research, contact the Institutional Biosafety Committee (IBC).
- If your research requires a technology control plan, contact Export Control.
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.