Pre Award Roles & Responsibilities

Proposal Development: Coordinate the submission of all Grant Proposals

Determine Proposal Eligibility

• Review grant solicitation and guidelines
• Review institutional policy requirements for grant award
• Contact OSP to determine limited submission guidelines
• Contact faculty / PI to provide unique restrictions and verify eligibility qualifications
• Determine if PI Status Form is required, prepare PI Status Form, circulate for signatures
• Notify faculty/PI if they are not eligible for grant (if needed)

Build Final Budget, Narrative and Major Non-Financial Components

• Review and document grant budget parameters and/or limitations
• Review budget guidelines and F&A policies; complete waiver request if applicable
• Create proposal checklist
• Create initial draft of budget
  • Includes review of faculty effort and salary with Departmental Business Office
• Determine necessary cost sharing; complete request form if applicable
• Build detailed budget
• Initiate and complete PD Record and (if applicable) ASSIST
• Complete detailed budget on sponsor forms
• Update proposal materials

Review and Submit Completed Proposal to OSP

• Route final proposal materials to faculty/PI for review through PD
• Route proposal materials to OSP for review and submission through PD
• Point of contact for OSP regarding edits/questions

Respond to Pre Award Notification Requests:

• Perform Just in Time Set Up Activities
  • This includes reviewing pending support information for Other Support Document with the PI
• Review documentation and upload into NIH portal (Commons & ASSIST)
• Respond to budget update requests for pending awards
• Prepare budget revisions and supporting documentation in PD for pending awards
• Respond to Informational Requests

Communications:

• Correspond with faculty regarding upcoming plans for grant submissions
• Include Department Business Office staff as “Info Only” in the PD route

VA MOUs for joint appointees:

• Ensure MOU is up to date prior to proposal submission
• Circulate VA MOUs for signatures
• Upload all current MOUs onto Pre Award shared drive

Proposal Development:

• Identify Funding Opportunities to apply for / Notify Pre Award to extend or renew contract
• Provide regulatory information for PD Record / Fill out Proposal Information Form
• Complete all training grant tables within sponsor forms
• Corrections to formatting / proofreading
• Scientific writing including budget justifications and facilities/resource documents
• Advise on salary changes and approve effort commitments for all named grant personnel
• Review/sign PI Status Form (if applicable)
• Upload documents & proposal information non-NIH sponsor databases/websites
• VA MOU – complete calculations for effort at WHVAMC & Yale
• Writing letters of support/obtaining signatures on letters
• Complete compliance requirements and sign documents
• IACUC, HIC, and COI approvals/correspondence

Ongoing Upkeep:

• Update CV
• Update Biosketch
• Update Active & In Kind Sections of Other Support Document
• Update Publications
• Maintain EndNote References

*These items may be completed by the PI themselves, Post Award/Finance Staff, Sr. Admin Assistants, and/or Coordinators, based upon department staffing structure.