BIG GRANTS, BIG DEAL:Tools and Ideas for Large Grant Submissions

Daniel RademacherRobert H. Lurie Comprehensive Cancer Center

Deborah CundiffMcCormick School of Engineering and Applied Science, Office of Research Administration

Alden ChangOffice of Research Development

What is a Big Research Grant? National Institutes of Health (NIH): P & U Mechanisms (e.g.,

P50 or U54)

National Science Foundation (NSF): Centers (e.g., Science and Technology Centers)

U.S. Department of Energy (DOE): Centers or Hubs (e.g., Energy Frontier Research Centers)

Step 1: Solicitation is released or PI approaches you regarding a large project

Review the solicitation for requirements.

Review agency policy for unsolicited applications.• NIH applications over $500K require Data Sharing Plans• NIH grants over $500K direct costs in any year require prior

approval.• NIH applications (except those assigned to NIGMS, NICHD,

NEI, NIDCR, or NINR) requesting $500,000 or more in direct costs for any year must include a cover letter identifying the NIH staff member within one of the NIH ICs who has agreed to accept assignment of the application.

Big Grants Sometimes Have Unique Requirements

•Required travel (to agency meetings)

•Holding annual symposia

•Mandatory/suggested cost sharing (talk with the Office of Research Development [ORD])

•Quarterly conference calls

•Budget set asides (e.g., Pilot Project Program, Career Development)

•Letters of institutional support (VPR, Dean, OSR)

•Pre-proposal required/mandatory letter of intent

Step 2: Meet with your Investigators•Discuss the co-investigators and affiliations•Discuss basic budgetary requirements, including investigator effort•Discuss engaging other departmental/ school/ institutional research administration resources, e.g., ORD•Is the PI/PD discussing the submission with Program Officer/Official?•Review regulatory items (animals, humans, stem cells)•For multiple projects and cores under a single award discuss budgetary and F & A allotment per project/core•Determine administrative costs (OMB A21 allows for administrative costs when appropriate)•Establish a time line and responsibilities

Example of Sponsor Driven Timeline

Step 3: Get Organized•Create a contact list

•Investigators Name and Email•Administrative Contact and Email

•Create folders for each proposal component you’ll need to complete

•Create a budget spreadsheet to support multiple projects

•Continue to communicate with PI/PD either in person or by phone and e-mail

Example of Organizing Tool

Ideas for Electronic Organization

Step 4: Contact Individuals Involved• Prepare required documents (e.g., biographical

sketch, current and pending support, resources, letters of intent, and letters of support). Budget and justification if subcontract

• Pre-fill the above documents and send to the investigator and their administrative contact

• Emails should be concise and should include deadlines

• Contact OSR with your deadlines/expectations

Example of an Email to Investigator

Example of an Email to a SubK Investigator

Step 5: Prepare Overall Paperwork• Populate your budget• Collect overall information• Follow-up on your email requests• Prepare institutional paperwork (e.g., OSR-1, OSR-100)

Indicate redistribution of accounts and F&A, if applicable

Follow up on any missing signatures• Work with Tech Transfer (INVO) on Data Sharing Plan• Do you require Institutional Support (monetary or other)?

Step 6: Check your Preparedness• If paper-does your department have enough paper, toner,

binder clips or rubber bands to submit?

• Will you be required to submit additional copies on CDs? Do you have enough CDs? Will you require cover and disc art?

• How will you paginate?

• Do you have the right FedEx Supplies?

• Have plenty of caffeine on hand

Step 7: Submit

Step 8: Supplemental Information

Step 9: Revisions/NIH Just in Time (JIT)

Step 10: Award

Step 11: Progress Report (Get out your Contact Sheet)

Thank You!

Questions/Comments?

Daniel RademacherRHLCCC

d-rademacher2@northwestern.edu

Deborah CundiffMcC Research Administration

deb@northwestern.edu

Alden ChangORD

alden-chang@northwestern.edu