Proposal Submission

As part of the Office of Research and Technology Management, the Office of Research Administration requires all funding proposals be submitted at least three business days ahead of the sponsor’s stated deadline. 

In addition, Case Western Reserve University requires all research proposals and Letters of Intent (LOIs) for sponsored projects be reviewed and approved for submission by the Office of Pre-Award Services and Agreements (PASA).

The Sponsored Projects Submission Deadline Policy is designed to provide sufficient time for thoughtful consideration and review to ensure each proposal and LOI complies with university and sponsor policies and procedures prior to submission. 

PASA is the office with delegated authority to submit research proposals for sponsored projects to external funding agencies on behalf of CWRU. Proposals and LOIs may not be submitted directly to the funding source without the prior approval of these offices. 

This policy relates to all Case Western Reserve University faculty, staff, and trainees who are submitting Sponsored Projects for external funding. 

Limited exceptions to the Sponsored Projects Submission Deadline Policy due to extenuating circumstances may be granted on a case-by-case basis. Access the Three-Day Grant Submission Deadline Exception Request Form.

This policy does not include proposals or LOIs submitted by researchers at Cleveland Clinic Lerner College of Medicine (CCLCM) and MetroHealth Medical Center. The submission guidelines of our affiliates should be followed. 

How to Submit Your Proposal

SpartaGrants is the system of record for the submission, management and tracking of sponsored projects at CWRU. Case Western Reserve prefers the use of SpartaGrants for funding opportunities that will allow system-to-system submissions.*

When used for system-to-system submissions, SpartaGrants assembles the grant application using the information you entered into the SpartaGrants system.

Learn How to Submit in SpartaGrants

*If the funding agency requires an alternative method to submit a proposal (or a department choses to use a different system), you must still submit a SpartaGrants Funding Proposal to PASA.

Alternative Online Proposal Systems

In the event you need to submit a proposal beyond SpartaGrants, the following systems may be of use: 

  • NIH ASSIST: The Application Submission System & Interface for Submission Tracking (ASSIST) system is used to prepare and submit applications electronically to the National Institutes of Health (NIH) and other Public Health Service agencies. The NIH offers guidelines for Preparing Your Proposal in ASSIST, as well as training for the ASSIST system.
  • NSF offers online grants management for the National Science Foundation (NSF) research community. The NSF offers guidance on proposal preparation and submission.
  • eBRAP (Electronic Biomedical Research Application Portal) is the proposal system for the U.S. Department of Defense.
  • Proposal Central: ProposalCentral enables researchers to tap into funding, get credit for their contributions, and realize the full potential of their scientific efforts.