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RWJMS Grant Submission Process

The Board of Governors has delegated authority for approval and submission of proposals to federal, state, not-for-profit, and other non-corporate sponsors, to Research and Sponsored Programs.

 

Proposal & Submission Preparation

Faculty and staff members who plan to request, or anticipate receiving funding, equipment, materials, and supplies, or any other form of support from an external organization or institution, should check with the RWJMS Research Support Team to determine if institutional approval is needed. This applies to all formal proposals, as well as preliminary proposals, email submission letters, pre-proposals and/or letters of intent, if required by the Sponsor.

The RWJMS Research Support Team (RST) assists with proposal submissions for all external funding, including federal, state, foundation, industry, internal grants, etc. Working with the Research Support Team prior to proposing or submitting proposals will ensure that potential problems are resolved in advance, the application packages meets the requirements specified by the Sponsor and result in a shorter, smoother turn-around and implementation of the research project.

RWJMS Research Support Team (RST) Proposal Deadlines

We appreciate the work that goes into every submission, and it is critical that all submissions undergo proper review to ensure that they are in perfect order prior to submission and that deadlines for all investigators are met. Investigators who do not meet internal deadlines can jeopardize other submissions.

  • The Research Support Team (RST) was created in 2012 to assist faculty members across the departments within the school with the administrative aspects of proposal development, award setup and post award financial administration of grants and contracts.
  • The RST assists with proposal submissions for all external funding. (Including federal, state, foundation, and industry sponsors)
  • The RST serves as a resource for faculty and department staff on sponsored project award management.
  • The RST serves as the liaison between the faculty/staff and Rutgers Sponsored Programs (Pre-Award) and Research Financial Services (Post Award) and the university processing systems.

RWJMS Research Support Team Contacts  Support Team Information Sheet

Research Support Team (RST) Proposal Deadlines:

10/3-Day Research Support Team (RST) Internal Deadline

If you plan to submit an application for a grant you must contact your Grant Administrator at least a month before the application due date. This includes federal, state, foundation, industry, internal grants, etc.

  • Given the large volume of submissions managed by our Grant Administrators, the RST requests a 30 day or more advanced notification with budgetary information for all proposal submissions.
  • Early notice helps the Grant Administrator manage the workload more efficiently and provide better and timelier service to all investigators.
  • Administrative components of application to be submitted to Grants Administrator at least 10 full business days in advance.
  • Submit the final proposal in RAPSS at least 3 full business days prior to the sponsor’s due date.
  • Other Sponsored Related Documents & Clinical Trials
    • If you have a CDA, NDA, CTA, MOU, DUA, MTA, research/master/cooperative agreement, etc. that needs to be reviewed and signed by an authorized official, please review the new processes at the following link for the RBHS Clinical Trials Office. (Net Id/Password Required)

RWJMS Grant Proposal Support

Pre-Award Application Process:  Planning to Submit a Proposal

  1. Contact your Grant Administrator at least a month before the application due date and provide funding opportunity information and deadline. (Includes federal, state, foundation, industry, internal grants, etc.)
  2. RWJMS Departmental Grant Administrator Contact Information. (NetID/Password Required)
  3. Discuss Draft Budget and Budget Justification with Research Support Team.
  4. Create Final Budget and Budget Justification to be submitted for Departmental Approval.
  5. PI to make all edits to component parts of grant, (i.e., Biosketches, Budget Justification, Cover Letters, Research Plan, etc.) Create PDFs needed for FP and submit as attachments.
  6. Non-Science documents due 10 business days in advance and the final proposal is due 3 business days BEFORE sponsor submission deadline.

Information to provide to your Grant Administrator:

  1. Website and/or announcement number and sponsor for guidelines
  2. Proposal due date
  3. Title of your application (can be changed until first deadline)
  4. Number of years of funding to be requested
  5. Required or preferred start date
  6. Key personnel and staff to be included and their level of effort
  7. Subawards? If yes:
    • Number and to whom
    • Contact information for each subaward organization
  8. Human Subjects? If yes:
    • Approved IRB? If yes, provide approval document.
  9.  Animals? If yes:
    • Approved IACUC? If yes, provide approval document.
  10. Radioactive Materials?
    • RAM approval letter
  11. Is this a large grant submission? (over $500,000 direct cost per year)
    • Yes
    • No
  12. General Questions (Net Id/Password Required)

Budget Preparation:

The Grant Administrator will prepare a draft budget after discussions with PI regarding specific application. Key Personnel, effort and subaward information Templates can be modified to fit your specific application requirements if needed. The budget and budget justification are to be final by 10-day deadline.

Documentation Required in RAPSS

Please note the 10/3-day RST internal deadline applies to ALL activity that is submitted to Sponsored Programs in RAPSS for review (proposals, progress reports, letters of intent, subawards, etc.) prior to the final submission.

 

Documents Required Ten (10) Business Days before submission due date Documents Required Three (3) Business Days before submission due date

Completed RAPSS Funding Proposal with PI Signature/PI

Approval to Submit and the working project title.

 Completed RAPSS Funding Proposal with all required signatures/department approval and final project title
Sponsor's guidelines  
Final proposal (excluding final science) which may include: Final Science, which may include: · Project Summary/Abstract · Project Narrative · Bibliography & References Cited · Specific Aims · Research Strategy · Resource Sharing Plan(s) · Data Management & Sharing Plan

Subaward documents (if applicable)

· Budget

· Budget Justification

· SOW

· Statement of Intent

· Subrecipient Commitment Form

 Completed COI Disclosure Form For all Investigators, a disclosure must be on file and active (submitted within the last 12 months) at the time of proposal submission. A new disclosure is not required.

 

Responsibilities - (Pre-Award)

Faculty Member (PI)/Department & Research Support Team (RST)

 

PRE-AWARD RESPONSIBILITIES

PI / DEPARTMENT RESEARCH SUPPORT TEAM (RST)
Notify RST of Grant Application at least 30 business days prior to due date. Create Funding Proposal (FP) in RAPSS and establish point of contact with SP Grant Administrator.

PI to create all documents (Biosketches, Budget Justification, Cover Letter, Research Plan, Key Personnel and Sub Award financial/administrative contact information, etc.)

 Create Checklist of Grant Components and due dates.
Discuss Draft Budget and Budget Justification with RST. Create Budget after discussion with PI.
Create Final Budget and Budget Justification to be submitted for Departmental Review. Verify Budget Justification submitted by PI matches Budget. Uploads RWJMS internal budget and RU SP budget into RAPSS.

PI responsible for all edits to component parts of grant. (Biosketches, Budget Justification, Cover Letter, Research Plan, etc.) Creates PDFs needed for FP and submits as attachments.

 Confirm component parts comply with mechanisms’ policy. Sends required Subaward documents to subaward contact. (if applicable)
ALL non-science documents due to your RST Grants Administrator 10 business days in advance and the final proposal is due 3 business days BEFORE sponsor submission deadline. Creates SF424 application in RAPSS FP. Enters budget numbers in application. (includes RWJMS & Subaward budgets if applicable)

Once grant application deemed final, PI presses submit button in RAPSS for application to be submitted by SP Grant Specialist.

 Ensures grant application is complete with SP and ready to be submitted.
  Sends JUST IN TIME (JIT) information.
   

 

RWJMS Post-Award Administration

Responsibilities - (Post-Award)

Faculty Member (PI)/Department & Research Support Team (RST)

If you have any questions/comments regarding post-award administration, please contact your Grant Administrator.

Post Award Responsibilities

DEPARTMENT RESEARCH SUPPORT TEAM (RST)
Review Notice of Award. Review Notice of Award, processes award reconciliation in RAPSS, for project account setup by SP/RFS. Submits subawards to be created.

Confirm faculty and personnel to be charged to awarded grant. Notifies RST immediately of any new personnel to be added and effort changes of existing personnel to awards.

 Process ECIs to newly created project account after confirmation received from PI. Handles grant related SWRJs. Reviews and reconciles suspense grant related payroll items.
Processing of requisitions. Submit MarketPlace approval form. PI to review approvers to assign. RST to submit to procurement.
Dept. Administrator is secondary approver of requisitions. Review and approve requisitions (primary) and subaward invoices.
Other Support Documents- PI is responsible for completion and signature through DOCUSIGN. Liaison between SP and RFS throughout grant award/budget period. Works with RFS to submit project invoices to sponsors by deadline. RFS is responsible for the submission of invoices to sponsors.
ECRT Certification. Reviews ECRT prior to certification.
Hiring process of staff members. Provide projections quarterly.
Submits progress reports (RPPRs) & Other Support in ERA Commons. RST will supply FTE% and confirmation of carryover amount/budget. Send Dept. Administrators Fund Balance of Sponsored Projections Monthly.
Expense Reimbursements entered in Expense Management. Expense Reimbursements reviewed and approved.
PI to review final financial report for closeout. Liaison with RFS for final reconciliation of grant and closure of Project Account.
PI to submit final progress reports to grant.