The Proposal Process

Getting Started
Internal Deadlines
Once Awarded

Getting Started

PI and Group Leader Discussions

Conversations should start between the principal investigator (PI) and the group leader 30-45 days prior to the sponsor due date for those who already have official PI status. (PI status is required for those submitting proposals from Berkeley Lab, except postdocs). If PI status must be obtained, initiate discussions with your group leader at least 75 days prior to the sponsor due date.

Contact the Biosciences Proposal Development Center (BPDC)

If you are planning to submit a proposal for any upcoming deadline please contact Karen Dickinson-Mazzei at 486-4133 or e-mail as soon as possible.

Obtain Authorization

The proposal specialist cannot start the proposal process nor accept proposal materials until the LSD Proposal Submission Authorization Form that you have submitted has been approved by your department head. This form is to be submitted for all new, supplemental, renewal and resubmission proposals.

Working with the BPDC

A proposal specialist will be assigned to work with you. The specialist will contact you and a "kickoff" meeting will be conducted between you and the assigned specialist. This meeting will usually happen 21-30 days prior to the sponsor's due date. Conversations will commence about the proposal specifics (i.e. deadlines, budget details, forms, sponsor requirements, etc.)

Internal (BPDC) Deadlines

Submission Deadlines

Below is a table showing our internal (BPDC) deadlines by proposal type. The dates represent the deadlines in working days PRIOR to the sponsor's deadline. All aspects of the proposal will be due in final and completed form on the deadline at 10:00 a.m.

NOTE: NIH is moving to a process where all errors/warnings generated by grants.gov must be responded to prior to the deadline. This will require that submissions are initially sent several days prior to published deadlines.

Submission Type	BPDC Deadline Prior to Sponsor's Deadline
“Standard” proposal or Subcontract including Fellowship submissions (new, renewal, or resubmission)	13 working days (10 working days to SPO) Final everything except draft science 5 working days (4 working days to SPO) Final science and signatures
Program projects, center grants or other large multi-institutional/multi-investigator proposals	20 working days (10 working days to SPO) Final everything except draft science 5 working days (4 working days to SPO) Final science and signatures
Annual reports (including non-SNAP NIH non-competing continuations)	8 working days (6 working days to SPO) Final everything except draft science 4 working days (3 working days to SPO) Final science and signatures
SNAP NIH non-competing continuations	4 working days (3 working days to SPO Final science and signatures

BPDC Deadline Extensions

If a PI cannot meet an internal deadline, the PI must request an extension from Damir Sudar, Life Sciences Division deputy director. Requests will only be reviewed if there are extenuating circumstances that are outside of the control of the PI and are not due to a lack of planning. In addition, if the PI wishes to make any changes to the proposal after the internal deadline, the PI will need to receive approval from Damir Sudar. If approval is not received, changes will not be made.

Submission Deadline Details

“Standard” proposal or Subcontract, including Fellowship submissions
Program Projects, Center Grants, or other large multi-institutional/multi-investigator proposal
Annual Reports proposal submissions (including non-SNAP NIH non-competing continuations)
SNAP NIH non-competing continuations

“Standard” proposal or subcontract, including fellowship submissions (new, renewal, or resubmission) internal deadlines:

13 working days prior to the sponsor’s deadline (10 days to SPO):

Draft science (abstract/relevance and research plan A-D) that contains all pertinent sections including those related to human or animal use, as well as any other special sections required by the sponsor or by the specific call.
All other aspects of the proposal in final form:
- Budget
- Budget justification, including all required subcontract documents and relevant equipment quotes
- Key personnel information as required
  - Biosketch/CV
  - Research or other support (current/pending)
- Resources/facilities
- Letters of support/collaboration
- Uniqueness statement for DOE/Berkeley Lab paperwork
- Completed SPPFs, with signatures
Paper copy, should be noted what is final and what is draft

5 working days prior to the sponsor’s deadline (4 days to SPO):

Final version of science (abstract, research plan, etc.)
Paper and PureEdge versions
All required signatures

Program projects, center grants, or other large multi-institutional/multi-investigator proposal submissions (new, renewal, or resubmission) internal deadlines:

20 working days prior to the sponsor’s deadline (10 working days to SPO):

Draft science (abstract and research plan) that contains all pertinent sections including those related to human or animal use, as well as any other special sections required by the sponsor or by the specific call.
All other aspects of the proposal in final form:
- Budget
- Budget justification, including all required subcontract documents and relevant equipment quotes
- Key personnel information as required
  - Biosketch/CV
  - Research or other support (current/pending)
- Resources/facilities
- Letters of support/collaboration
- Uniqueness statement for DOE/Berkeley Lab paperwork
- Completed SPPFs, with signatures
Paper copy, should be noted what is final and what is draft

5 working days prior to the sponsor’s deadline (4 working days to SPO):

Final version of science (abstract, research plan, etc.)
Paper and PureEdge versions
All required signatures

Annual Reports proposal submissions (including non-SNAP NIH non-competing continuations) internal deadlines:

8 working days prior to the sponsor’s deadline (6 working days to SPO):

Draft progress report that contains all pertinent sections including those related to human or animal use, as well as any other special sections required by the sponsor.
All other aspects of the proposal in final form as required by sponsor:
- Budget
- Budget justification, including all required subcontract documents and relevant equipment quotes
- Key personnel information as required
  - Biosketch/CV
  - Research or other support (current/pending)
- Completed SPPFs, with signatures
Paper copy, should be noted what is final and what is draft

4 working days prior to the sponsor’s deadline (3 working days to SPO):

Final version of progress report

SNAP NIH non-competing continuations internal deadlines:

4 working days prior to the sponsor’s deadline (3 working days to SPO):

Final version of progress report

Once Awarded

Once the PI is notified that an award will be made, the appropriate sponsored projects officer should be notified so that he/she can coordinate with the awarding institution to accommodate requests for additional information, contract negotiation, and authorization of the project.

NIH Review and Award Cycles

	Cycle I	Cycle II	Cycle III
Scientific Merit Review	June - July	October - November	February - March
Advisory Council Review	September - October	January - February	May - June
Earliest Project Start Date	December	April	July

Going Forward

Standard NIH due dates for competing applications