DOM Research Administration | Emory School of Medicine

Proposal Submission Deadline Policy

The new Proposal Submission Deadline Policy went into effect January 1, 2024. Further information about this policy can be found on the slide deck from the Q&A sessions that were recently held. This policy aims to drastically reduce (if not eliminate) the stresses of last-minute submissions. Related minimum timelines are noted below, but please keep in mind that the more notice that can be provided in advance of the sponsor deadline, the smoother the submission process will be for all involved. A Pre-Award Intake Form is required to be submitted for all submissions.

Pre-Award Deadlines:

Proposals, Progress Reports, Other Support Requests: 3 weeks notice, at minimum
Proposals with Subrecipients and/or Cost Share: 6 weeks notice, at minimum
Finalized Administrative Shell* files: 10 business days prior to sponsor deadline, at minimum
Initial Routing of EPEX record: 7 business days prior to sponsor deadline, at minimum
Full proposal (Administrative Shell + Final Science): 3 business days prior to sponsor deadline, at minimum

IMPORTANT: A Deadline Exception Approval request will need to be submitted for review and approval by the Vice Chair of Research if these deadlines are not met. This includes the 7-Day Administrative Shell Routing Deadline and/or the 3-Day Final Science Routing Deadline.

*Details of what is required for the Administrative Shell are included on the slide deck and will vary by sponsor.

New Policy Q+A - Proposal Submission Deadlines (DOM Ease of Research)

The Department of Medicine’s Research Administration team held several Q&A sessions to review the new DOM Policy for Proposal Submission Deadlines, hosted by Interim Pre-Award Manager, Morgan L. Edwards.

Organizational Chart

DOM Research Administrator Assignments: Click for the list of pre- and post-award administrator assignments based on individual Principal Investigators and divisions.

Pre-Award Support

If you plan on submitting a proposal, please submit a Pre-Award Intake Form to your assigned Pre-Award Administrator. Within 2 business days, we will contact you to begin support.

If you have been working with another Pre-Award Administrator on an existing proposal or outstanding issue, please do not hesitate to follow up with them directly.

If you are unsure who to contact about an existing proposal or outstanding issue, please email domraspreaward@emory.edu for support or reference our assignment list here.

Post-Award Support

Upon receipt of eNOA, the Post-Award Administrator assigned to your award will be in contact with you.

If you have been working with a Post-Award Administrator on an existing award or outstanding issue, do not hesitate to follow up with them directly.

If you are unsure who to contact about an existing award or outstanding issue, please email domraspostaward@emory.edu for support.

Additional Resources

If you are unsure of who to contact for assistance, these resources may help:

Find Your RAS: To determine which RAS unit supports your division.

DOM Research Administrator Assignments: For DOM and FPM faculty, this is a detailed list of Pre- and Post-Award administrator assignments based on individual Principal Investigators and divisions.

DOMRASPreAward@emory.edu or DOMRASPostAward@emory.edu: For additional assistance, you can mail one of our central inboxes, and we will get you connected with the correct contact.

Sponsored Purchase/Cost Transfer Justification Forms should be completed and uploaded for the appropriate transactions to expedite processing:

Sponsored Journal Justification Form - to be attached to any journal entries or journal movers involving moving expenses between one or more sponsored accounts.

Sponsored Purchases and Reimbursements Justification - to be attached to Emory Express Requisitions and Compass Expense Reports.

Sponsored RST Justification Form - to be attached to any retroactive salary transfers submitted in Compass impacting one or more sponsored accounts.

Other resources:

Responsibilities Matrix: This document is a breakdown of the tasks associated with research administration delineated by responsible areas.

Other Support (OS) Process and Resources: This one-page flyer includes links to NIH sites and a OneDrive folder with templates and guides.

Pre-Award Intake Form: Please submit this form to your assigned pre-award administrator to request support for your upcoming application.

OSP Finding Funding page

NIH Standing Due Dates: Use this page to learn about application cycles and their relationship to due dates, review and council dates, and earliest possible start dates.

Facilities Boilerplate Language: This link is a repository of facilities and includes specific language that can be utilized, as appropriate, when preparing the Facilities and Resources file for proposal applications.