The focus here, as you proceed through the various steps of preparing a grant application, is to address a fundamental question:
How much time do I need to…
Write a letter of intent?
A letter of intent (LOI) is not required for all grant applications and, in fact, is most often sent in response to a request for applications (RFA). The letter typically is brief and informs the granting agency of your intent to submit an application and the basic scope of your project. It is normally due to the granting agency at least two months before the full application deadline. Some agencies use the LOI for initial screening and will then accept full applications by invitation only; others request letters of intent for staff/peer review workload planning. Always determine if a LOI is required or optional. If you plan to respond to an RFA, the University’s Office of Research should be informed right away. Many times, the RFA will require numerous special forms not typically included in other grant applications. These forms will be collected by your grants and contracts officer in the Office of Research.
Create a budget?
Drafting a budget should, ideally, be one of the first steps you take in preparing a grant application. Understanding how much money you need to accomplish the study will help to frame the entire proposal. In addition, if you realize that your needs exceed the amount available from a particular funding agency, you will be able to adjust your application to make it clear that the award will fund only a portion of the entire study. Budget preparation times vary depending on the details involved in your study, but generally it’s good to begin right away and plan to finish at least two weeks before the grant deadline to allow time for review and signatures. Note that if you will be involved with industry-initiated and-sponsored clinical trials, they must be coordinated with and processed by the UPMC Clinical Trials Office, which requires additional steps and, consequently, extra planning time. Additional details on preparing a research budget can be found here.
Write the application?
A well-written application can be the key to securing funding. Do not rush this stage. Plan for at least six to 10 weeks of background research, writing, and reviewing (more time is even better). One of the key elements in preparing an application is to follow the instructions. Such advice might seem obvious, but many grant applications overlook this simple step. Failing to include all of the information requested by the funding agency (or, in some cases, including more information than requested) can spell immediate rejection for an application. Be especially aware of the additional time required to obtain research compliance approvals through the University’s Research Conduct and Compliance Office, which oversees the regulatory offices for research. More information about how to write a grant application can be found here.
Secure support letters?
You should plan to secure support letters from any collaborators included in your grant application. The need for letters of support from other sources is normally specified in the application. Allow at least two weeks (10 working days) to gather letters of support from all sources. More details on letters of support can be found here.
Get signatures?
Before your application can be submitted to the granting agency, several University officials must review and sign the application. You should allow at least two weeks (10 working days) for this step. It’s best to contact the Office of Research early in the preparation process because certain factors, including how many other grant applications are due at the same time, can greatly affect the time needed for this stage.
Complete conflict of interest forms?
Conflicts of interest can threaten the integrity of scholarship, research, instruction, evaluation, and administration. Therefore, Pitt has established policies—consistent with federal guidelines—that require the University to disclose conflicts to federal funding agencies and provide assurances that potential conflicts are being managed. All faculty and certain staff members are required to complete conflict of interest disclosure forms upon appointment, annually thereafter, and any time their outside interests change. Based on these variables, individuals may also be required to complete a training module.
Get IRB approval?
The University of Pittsburgh Institutional Review Board (IRB) serves to protect the rights and welfare of human subjects (including patients) recruited to participate in research activities. Full IRB review will take a minimum of six weeks from the time the application is submitted through OSIRIS (Online Submission for Institutional Reviews). However, you should probably allow twice that amount of time if you have not completed training or written the application. More information about the IRB process can be found here.
Get IACUC approval?
The University of Pittsburgh Institutional Animal Care and Use Committee (IACUC) oversees animal programs, facilities, and procedures to ensure the appropriate care, use, and humane treatment of animals used for research, testing, and education. IACUC review will take a minimum of six weeks from the time the application is submitted via e-mail. You should probably allow twice that amount of time if you have not completed training or written the application. More information about the IRB process can be found here.
Get rDNA approval?
The Institutional Biosafety Committee (known as the IBC, but commonly referred to as the “rDNA Office”) is responsible for reviewing and ensuring compliance of all research activities involving recombinant DNA (rDNA), including human gene transfer clinical trials. More information about the IBC can be found here.
