Pre-Award Support Services

Our pre-award grants administration team is available to assist any research investigator and research team with the various aspects of the administration part of a grant proposal. Two support mechanisms are offered, full service support and self-service support.

Please review the Grant Submission Procedure.

Full Service Pre-Award Support
Full service support is designed to assist those principle investigators and research teams throughout the grant submission process. This service is a great tool for junior investigators and/or busy investigators who simply need a grants administrator to help keep track of all the details for the grant submission. Our expertise and knowledge throughout the full service option can ensure that timelines are established, deadlines are met, budgets are accurate, and the grant proposal is submitted on time. See our grant submission timeline to help you get started.

Self-Service Pre-Award Support
Self-service support is designed for those more experienced principle investigators who do not require a grant specialist to assist throughout the submission process. The self-service option allows the research team the opportunity to complete the necessary elements of a grant proposal independent of the grants administrator's assistance except for budgetary oversight and final proposal submission with KU Medical Center Research Institute.

Frequently Asked Consultation Questions
What is the role of a grant specialist?
What type of support can I expect from full service vs. self-service support?
When should I involve a grant specialist?
What information do I need to provide the grant specialist?
Who should attend the initial meeting to discuss full service support?
Do I need to provide information immediately to the grant specialist if I choose self-service?
When are my deadlines if choosing self-service?
What if I miss the 11-day deadline?
Who do I contact if I am submitting a grant proposal soon?

What is the role of a grant specialist?
The role a grant specialist plays in a grant proposal depends on the needs and resources related to the research team and investigator. They can serve in a full service role throughout the proposal development process or only provide final submission functions 11 days before final submission. It is highly recommended that junior research teams, junior investigators, or others without extensive grant proposal development and submission knowledge use the full service support.

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What type of support can I expect from full service vs. self-service support?
Full service support is intended to assist principle investigators and his or her team with the grant proposal process with a more hands-on approach, whereas the self-service support is considered a hands-off approach. The full service support services include the following:

  • Discussion of overall plans, including subcontract needs
  • Review of the sponsor's application specifications
  • Discuss budget issues
  • Set timelines and milestones
  • Assistance with bio-sketch formatting for all key personnel
  • Discuss compliance issues
  • Final budget review
  • Cayuse submission
  • Form routing for signatures
  • Final proposal submission

The self-service support services include the following:

  • Review of final budget
  • Final proposal submission

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When should I involve a grant specialist?
To utilize the full service support, the research team or research investigator should contact the grants administrator at a minimum of two months before the proposal submission deadline. For a submission deadline that is less than two months away, it is imperative that the grant specialist is contacted as soon as possible. For those research teams who choose to use the self-service option, it is still encouraged to contact the grant specialist as soon as it is decided that a grant submission will be pursued. Grant proposals presented to the grant specialist less than five days prior to the submission deadline will require authorization form the Associate Dean for Research for submission.

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What information do I need to provide the grant specialist?
As soon as the principle investigator has decided to pursue a grant submission, please provide the following:

  • Link to sponsor application guidelines
  • Project dates
  • Project title
  • List of key personnel
  • Bio for key personnel

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Who should attend the initial meeting to discuss full service support?
The principal investigator is welcome to bring the department administrator and/or the grants navigator from his or her home department and whomever else from the research team who will participate in the proposal submission process.

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Do I need to provide information immediately to the grant specialist if I choose self-service?
Yes. Although the grant specialist is not involved throughout the entirety of the proposal process, with self-service support it is still highly encouraged and important to still provide the following information:

  • Link to sponsor application guidelines
  • Project dates
  • Project title
  • List of key personnel

Providing this information as soon as possible will allow the grant specialist to thoroughly review the sponsoring agency's submission guidelines to ensure there are not any last minute emergencies. Additionally, this will allow the grant specialist to plan his or her schedule accordingly on the days leading up to the submission deadline.

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What are my deadlines if I choose self-service?
All proposals are due to the grant specialist no later than 11 days before the sponsoring agency's submission deadline. Documents that should be included are the following:

  • Completed and signed Proposal Routing Sheet
  • Final budget
  • Final bio-sketches
  • Research plan of technical section (final or draft)
  • Cost share memos
  • Consortium agreement, if applicable

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What if I miss the 11 day deadline?
The completed grant submission packet, including routing sheet, must be submitted to the grants administrator no later than five days before due date. Any proposal that has initially been submitted to the grant specialist less than five days before due date is considered late, and must be approved for submission by both the Department Chair and Associate Dean for Research. For late proposals, the Late Submission Exemption Form must be completed and submitted by the investigator.

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Who do I contact if I am submitting a grant proposal soon?
Contact Trisha Richmeier at trichmeier@kumc.edu or the Office of Research at kuwichitaresearch@kumc.edu.

Last modified: Jun 06, 2017
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