Checklist writing proposal

Preliminary planning (for PI) 
  • Read Request for Proposal!
  • If possible, assign a program coordinator/grant manager responsibility for compiling necessary forms and information entry.
  • Arrange planning meetings for all team members and include support staff in relevant meetings.
  • Keep department and division heads in loop on collaborative large interdisciplinary proposals.
  • See Research Grant Support: www.amsterdamumc.org/research/support/about/grant-support.htm
  • Are matching funds mandated by the agency? PI confers with departmental chair about matching funds. PI contacts Research Grant Support, to request matching funds.
  • Support letters: send out requests for support letters (write draft of letter for supporter).
  • Budget: map out preliminary budget. See Financial items Checklist. 
  • Subcontracts: start the process; communicate early with other university and industry/foundation collaborators.
  • Does the  Request for Proposal require a data management plan? 
  • Will you need computing services? 
  • Is new space needed? PI confers with departmental chair about (new) space.
  • Will human subjects be involved? Make sure you know the Ethics requirements: www.amsterdamumc.org/research/support/about/ethical-review.htm
  • Will toxins or biohazards be involved? If so, contact environmental health & safety for forms and procedures.  
  • Will export controls apply to this research?
  • Do you have any conflict of interest related to this research or outside collaborators?
Coordination (for PI and grant manager) 
  • Register: PI and all co-PIs on website of the agency if required.  
  • Cover page: gather and enter information.
  • Budget finalized by PI: compose and check. 
  • Get Subcontract materials early: budget, research plan and signed cover letter by subcontractors.
  • Budget Justification: remind PI to write and sign it, do draft for PI if necessary.
  • Project Summary: get short description of work from PI.
  • Draft of Project Proposal: work on final version for submittion.
  • Prior support: include results from prior support - part of Project description.
  • References: collect and check formatting per sponsor guidelines.
  • CVs or biosketches: collect CVs/biosketches from all PIs. make sure formatting follows sponsor instructions.
  • Current and Pending support: collect from all PIs. This can be time consuming. Make sure the format matches sponsor requirements.
  • Facilities: outline any new facilities or renovations needed. 
  • Compose list of suggested reviewers on advice from PI.
  • Human subjects, animal care, and/or environmental health & safety: make sure all requirements are taken in consideration.
  • Gather support letters (from industry, foundations, institutes etc.), start this early to make sure they arrive on time.
  • Final project proposal: upload final version onto the agencies website, double check formatting, in particular margins and point size.