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The Proposal Process

 

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 (new, renewal, or resubmission) internal deadlines:

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

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

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):

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

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):

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

SNAP NIH non-competing continuations internal deadlines:

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

 

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