Skip to main content
Vanderbilt Background Photo
  2. Research
  3. Pre-Award Preparation & Submission

Pre-Award Preparation & Submission

SUBMISSION TIMELINE

For the purpose of this policy, the College establishes a separate time line for the following categories of externally funded research proposals:

Intra-School collaborations:

Defined as a research proposal which may include the participation of one or more departments from within the College of Arts and Science, these types of proposals generally must follow a “3-2-1-submit” formula for the submission to be completed successfully.

Three calendar weeks prior to the due date of the proposal: The College’s online “notice of intent” to submit a proposal should be completed. This notice of intent will be routed to the appropriate lead department’s research administrator, who will begin coordinating efforts to assemble the application’s components.

Two calendar weeks prior to the due date of the proposal: Budget details, including a complete list of participants, are provided to the lead department’s research administrator. The department research administrator may proceed with sending final requests for documents approved and signed by sub-recipient institutions.

One calendar week prior to the due date of the proposal: The project title, proposed dates, and budget are finalized, with no further changes allowed. This is required for a record of the application to be routed via Vanderbilt’s internal proposal-development software for University review and approval.

  • Three business days prior to the due date of the proposal : Final documents are provided to the lead department’s administrator.
  • Two business days prior to the due date of the proposal : Final review and approval is completed. The application is submitted, allowing time for post-submission communications (including errors and corrections identified by the external sponsor).
  • One business day prior to the due date of the proposal : Confirmation of receipt by sponsor. Post submission corrections addressed, as needed, and application accepted by sponsor.
All other proposals (Training grants, trans-institutional collaborations etc.):

Defined as a research proposal which may include the participation of one or more colleges, schools universities or other institutions, these types of proposals generally must follow a “6-4-2-submit” formula for the submission to be completed successfully.

Six calendar weeks prior to the due date of the proposal: The College’s online “notice of intent” to submit a proposal should be completed. This notice of intent will be routed to the appropriate lead department’s research administrator, who will begin coordinating efforts to assemble the application’s components.

Four calendar weeks prior to the due date of the proposal: Budget details, including a complete list of participants, are provided to the lead department’s research administrator. The department research administrator may proceed with sending final requests for documents approved and signed by subrecipient institutions.

Two calendar weeks prior to the due date of the proposal: The project title, proposed dates, and budget are finalized, with no further changes allowed. This is required for a record of the application to be routed via Vanderbilt’s internal proposal-development software for University review and approval.

  • Six business days prior to the due date of the proposal : Final documents are provided to the lead department’s administrator.
  • Four business days prior to the due date of the proposal : Final review and approval is completed. The application is submitted, allowing time for post-submission communications (including errors and corrections identified by the external
  • Two business day prior to the due date of the proposal : Confirmation of receipt by sponsor. Post submission corrections addressed, as needed, and application accepted by sponsor.

Last revised: August 2019