External Grant and Contract Timetable
All proposals for external grants and contracts, regardless of the size of the grant, must be reviewed and approved by Cabinet and the IU-Bloomington Office of Research Administration (ORA). The following timetable specifies the minimum amount of time required to ensure that your proposal is postmarked or received by the due date. Please note that there are no guarantees; leaving extra time for the proposal routing and submission process is strongly recommended.
At any point in the process below, you may consult Lisa Hoffman (Dean for Research) at firstname.lastname@example.org for assistance. The Dean for Resarch assists with federal, state, and other governmental grants, and Grant Coordinator Jean Borger (email@example.com) assists with corporate and foundation grants.
First Step — Cabinet Review/Approval and Budget Implications:
Cabinet review should be scheduled as soon as a faculty or staff member has developed a grant project, secured the approval of his or her dean or unit director, and identified a funder they would like to approach and for whom their project is a good fit. Once these conditions are met, ask your dean or unit director to coordinate with the Office of Academic Affairs for faculty grants, or with your respective Vice Chancellor for staff grants, to schedule a date to present your project to Cabinet for review.
The faculty or staff member should also consult immediately with the Dean for Research (firstname.lastname@example.org for federal, state, and other governmental grants) or the Corporate and Foundation Grant Coordinator (email@example.com for corporate and foundation grants) to initiate and facilitate a dialogue with Accounting Services to review your budget, identify compliance issues with IU, IUS, or funder policies and procedures, discuss university cost sharing if required, and review use of campus resources and budget implications.
By the Friday prior to the Cabinet meeting date on which you are scheduled to present, you will need to provide, at minimum, a formal executive summary of the project, the grant guidelines or RFP, the grant due date, a detailed budget, and a summary of the university resources, including faculty release time, that will be required to complete the project. Submit these materials to the Office of the Chancellor (Donna Harvey at firstname.lastname@example.org).
Financial consequences resulting from budget errors; faulty or insufficient planning; lack of compliance with IU, IUS, or funder policies; or unforeseen changes in project staffing or circumstances are borne in most cases by the department or unit receiving the grant, so time and care in planning, as well as prior approval of Accounting Services, is an essential part of the budget process. Unit and/or IUS resources that will be needed for your project should also be discussed with your dean or unit director in preparation for Cabinet review.
When grant projects will require accounting and other university resources beyond what can be provided at current staffing levels, funding for those resources must be incorporated into the grant budget in dialogue with Accounting Services and the Office of Administrative Affairs.
After Initial Cabinet Approval (at least two weeks prior to due date, ideally sooner):
Contact the Dean for Research (email@example.com) for federal, state, and other governmental grants, or the Corporate and Foundation Grant Coordinator (firstname.lastname@example.org) for corporate and foundation grants, to be certain you have all the information you require and that you understand the IU submission process, as well as the final campus approval process.
Work with the Dean for Research or Corporate and Foundation Grant Coordinator to reach out to ORA to get your grant set up in the IU system and prepare for routing and submission. Provide the grant guidelines or RFP for the grant you are seeking, the due date, and a draft budget at the time of this initial contact with ORA. You may also submit an abstract or draft of your project narrative, if ready.
ORA will assign a grant consultant to work with you. On this and all other communication with ORA, cc the Dean for Research (for governmental grants) or the Corporate and Foundation Grant Coordinator (for corporate and foundation grants), who will provide guidance as needed and ensure that those who need to provide a final approval of your documents have final versions and are aware that a request for approval will be coming.
At least one week prior to due date:
Submit final budget, project narrative, and other components of application package to ORA. Once your budget has been approved and submitted into routing, you will receive an email indicating that an item in your Action List needs approval (your Action List can be accessed via One.IU). Once you have approved it, your unit dean or director will be next on the list. The documents will then route through the other approvers. Work with the Dean for Research or Corporate and Foundation Grant Coordinator to monitor the routing of your proposal documents in the ORA system to be certain they are moving toward completion.
Last Updated on 9/1/2021