The HMEI Grants Office assists researchers through the full lifecycle of sponsored research projects. For proposal submissions (including letters of intent and pre-proposals), researchers should allow plenty of time for the proposal preparation process taking into consideration the policy below:
| HMEI Due Date | 1. Notice of Submission ASAP or 10 Business Days prior to Sponsor due date* |
2. Admin Sections Seven (7) Business Days prior to Sponsor due date |
3. Technical Sections Two (2) Business Days prior to Sponsor due date |
| Required Proposal Components | – Notice of intent to submit a proposal | – Completed internal ORPA documents | – Final technical components |
| – Funding Opportunity Announcement (FOA) link | – Completed sponsor administrative documents | ||
| * Proposal components must be submitted 20 business days prior to the sponsor due date for complex/collaborative proposals | – Final budget and justification |
1. As soon as you are aware of a potential submission, but not less than two weeks (10 business days) prior to Sponsor due date, please advise the HMEI Grants Managers and provide details of the solicitation/funding opportunity (RFA/FOA).
Some proposals require extra time, such as those to new sponsors, to international agencies, those with subawards, or proposals with multiple PIs/institutions. This should be factored in when notifying the Grants Office. Please note: for collaborative projects (proposed subcontracts or collaborative submissions), the Grants Office should be notified not less than four weeks (20 business days) prior to the Sponsor due date.
2. To meet ORPA’s request to submit proposals five business days in advance of the Sponsor deadline, administrative sections (such as proposal budgets and senior personnel documents) should be finalized at least seven business days prior to the proposal deadline to allow HMEI staff proper time for review and data entry of these documents for submission to ORPA.
Because proposal submission requirements vary, HMEI’s Grants Office will advise what required pieces fall under ‘administrative’ and which are considered ‘technical’.
3. Technical sections of the proposal (such as project summary, research narrative, and references) should be submitted to HMEI’s Grants Office at least two business days prior to the Sponsor deadline.
We understand that last minute proposal requests do happen occasionally. To assist with HMEI and ORPA workload planning and ensure compliance and quality of submissions from HMEI, notices that do not meet the above guidelines will require exception by the HMEI Director. In these rare instances, you will need to provide a written explanation for the requested exception to the policy to your grant manager and to the HMEI Director so that a determination about department support for submitting a last-minute proposal can be made.