Internal Review & Deadlines
Dartmouth Grant/Contract Application Deadlines Information
Last revised date June 17, 2025
Email from Dean Madden, PhD, Vice Provost Research concerning proposal deadlines.
Overview
All proposals for external grant or contract support must be routed and submitted through the Office of Sponsored Projects (OSP) in accordance with Dartmouth’s Signature Policy Section G. This requirement applies for any proposal that could result in funds being awarded to Dartmouth, even if the sponsor allows direct submission by the Principal Investigator (PI) without institutional signoff. Regardless of whether the award is classified as a gift or a grant, institutional review is required. All grant and contract proposals must be routed in advance through Dartmouth's grant system, RAPPORT.
Timeline for Proposal Submission
● 30-45 Days Before Sponsor Deadline: Begin divisional/departmental grant development. Establish contact with your department grant manager/research administrator (e.g. Arts and Sciences Research Grant Managers at this link). If the application could be considered a complex proposal see definition below, consult OSP as early as possible to assist. If you anticipate needing editorial or other assistance from Grant Proposal Support (GrantGPS) or Corporate and Foundation Relations, engage with them at least 30 days in advance. If you anticipate changes to any faculty member’s teaching schedule, extraordinary (above and beyond what is already committed) space or research needs (e.g. renovations, large capital equipment) or questions about eligibility to be a Principal Investigator, please contact your Associate Dean (A&S), Thayer leadership, Chair or Dean (other schools) at this time and prior to starting proposal development.
● 8-10 Business Days Before Sponsor Deadline: To ensure that your proposal meets the OSP 7 day deadline, plan for routing time for your department and divisional approvers. Route proposals through RAPPORT for departmental/divisional review and approval. Department and Division approvers require time to review proposals. See list of documents below.
● 7 Business Day* Deadline: Final administrative components must arrive at OSP for review (see list of documents below) in Dartmouth’s RAPPORT Grants system. If all administrative components are not ready for review at 7 days, the Department Research Administrator or PI must consult with the Director of OSP, Associate Dean/Chair (as applicable) and discuss the feasibility of whether the proposal can be submitted. In the event that the 7-day deadline cannot be met, the proposal will most likely not be submitted (see Exception procedure below). OSP will in most cases review and comment within 2 business days of receipt. More time may be required for complex applications.
● 2 Business Day* Deadline : Finalize and upload research/science components into RAPPORT and send to OSP for final approval.
*Where deadlines are noted, applications received by 11 a.m. will be considered on time.
Roles and Responsibilities
Principal Investigator (PI)
● Notify the Department Grant Manager/Research Administrator of planned proposal submissions as soon as they are identified.
● Notify your associate dean or appropriate officer if there are potential changes to a faculty members teaching schedule, extraordinary (above and beyond what is already committed) space or research needs (e.g. renovations, large capital equipment)
● Finalize and submit administrative components in RAPPORT 8-10 business days prior to the sponsor deadline in order to meet the 7 Business Day deadline at OSP and finalize research components by the 2 Business Day deadline.
Department Grant Manager/Research Grant Manager (RGM)/Research Administrator (DRA)
● Inform OSP about anticipated RFP/RFA and alert departmental/divisional approvers of resource issues.
● Provide assistance to develop budgets
● Ensure final administrative components are uploaded to RAPPORT and assist in RAPPORT processes.
Department/Divisional Approvers
● Review and approve proposals in a timely fashion or arrange for an alternate reviewer in your absence.
● Approvers should consider whether the PI has the time to conduct the proposed research, whether the research proposal aligns with departmental and institutional interests, and the availability of resources to conduct the project.
Office of Sponsored Projects (OSP)
● Complete the review of submitted documents with a particular focus on areas that would result in the proposal not being accepted by the Sponsor and provide feedback.
● Submit the proposal or provide authorization for proposal submission.
Corporate and Foundation Relations (CFR)
● Provide editorial consultation upon request for proposals submitted to foundations and corporations. CFR supports faculty in crafting compelling proposals that align with the mission and interests of prospective foundation and corporate sponsors.
Grant Proposal Support (GrantGPS)
● Provide editorial consultation upon request for proposals submitted to federal agencies. GrantGPS assists faculty in developing clear and competitive proposals that meet federal guidelines and sponsor expectations.
Planning Notes
● Review the funding opportunity announcement to see if there are any limits on the number of applications from Dartmouth and consult the limited list on the OSP website or contact limitedfunding@dartmouth.edu if you were not formally selected through the limited process. https://www.dartmouth.edu/osp/funding/limited_opportunities/index.php
● Start the proposal process early. Take advantage of available resources such as GrantGPS and CFR.
● Proposal Submission in Sponsor Systems Even if researchers can submit proposals directly through a sponsor system, it is imperative that they follow the established timeline outlined above. Most sponsor systems, particularly federal systems, require an institutional submission of the proposal. However, there are some sponsors that allow the Principal Investigator (PI) to submit directly. Early in the proposal development process, researchers should consult with their Department Grant Manager (DGM), Office of Sponsored Projects (OSP), or Corporate and Foundation Relations (CFR), as applicable, to determine which submission path is appropriate. The PI must ensure that the application is prepared in accordance with all stages of the proposal review deadlines. In cases where the PI must make a submission directly into the sponsor system, the final proposal package should still be routed through OSP. To mitigate risks of technical issues or timing complications, it is strongly recommended to avoid any submissions on the day of the deadline.
● For complex proposals, it is recommended to meet with OSP and your Department Grant Manager/Research Administrator to discuss solicitations 30-45 days in advance to accommodate additional requirements or to resolve questions or issues.
● Early consultation is advised if the proposal involves cost sharing, matching funds, new commitments for space or personnel, and/or course buyouts.
● Pre-Proposals: While some pre-proposals do not need to be created in RAPPORT and reviewed, if the pre-proposal includes a budget, institutional assurances, commitments of cost-sharing or institutional resources or binding commitments to adhere to sponsor terms and conditions, or if it involves a limited submission, the pre-proposal likely needs to be entered in RAPPORT before submission. When working with Foundations where CFR is a liaison or where there is a limited submission opportunity, please contact the CFR at corporate.and.foundation.relations@dartmouth.edu. See section below on Possible Types of Pre-Proposals.
● Progress Reports: Some progress reports require institutional signoff or submission, and may require input from the Department Grant Manager/Research Administrator and OSP review of Other Support. Researchers are encouraged to plan accordingly. NIH progress reports definitely require OSP review and should be routed to OSP 4 days in advance of the report deadline or earlier depending upon the complexity of the progress report. Foundation and corporate progress reports require CFR review.
● Just-in-Time Information: Sponsor Just-In-Time (JIT) requests vary in terms of deadlines and documents required. Most JITs need to be submitted by OSP per sponsor guidelines. It is important to communicate with OSP if you receive a request directly for a JIT to coordinate submission. OSP will need time to review requested documents and provide comments to ensure timely submission of accurate information.
Administrative Components vs. Research Attachments
Administrative Components (Final Versions) - See also sponsor specific checklists (under development)
● Solicitation documents (including prime awardee correspondence about subawards)
● Title / Cover Page (see OSP institutional information page for standard information)
● Copy of Letter of Intent/Pre-Proposal, if previously submitted to sponsor
● Abstract/Project Summary
● All key personnel entered in Funding Proposal
● Senior Key Personnel documents (e.g. Biosketches, Current & Pending Support, etc.)
● Facilities and Other Resources
● Subaward Proposal Packages
● Budget and Budget Justification
● Letters of Support/Collaboration
● Additional Sponsor-required documents as specified by the funding announcement (e.g., IP agreement, Data Management Plan, Mentoring Plan, Human Subjects Study Record ). Other internal requirements such as disclosures in Dartmouth's Conflict of Interest system and research security training, as applicable.
● Any documents other than final Research/Science attachments as listed below
Final Research/Science Attachments
● Final Research Strategy
● Final Scope of Work
● Bibliography and References Cited
● Any other scholarly documentation relevant to the proposal.
Possible Types of Pre-Proposals
Any type of pre-proposal may require OSP review if it includes elements such as a budget, institutional assurances, commitments of cost-sharing or institutional resources, or binding commitments to adhere to sponsor terms and conditions, or if it involves a limited submission. Here are some examples:
● Letter of Intent (Simple):
A basic letter from the PI indicating a planned proposal without budget details. No prior OSP approval needed unless sponsor requirement for an institutional signoff or submission
● White Paper/Concept Paper:
An informal narrative description of a potential project. OSP involvement is not required unless unusual conditions exist or sponsor requires institutional signoff or submission.
● Pre-Proposal:
May require formal submission with project details, budgets, and institutional sign-off. Must be entered in RAPPORT and given to OSP for review if it meets the conditions outlined above.
Pre-proposals requiring OSP review and/or submission should be created in RAPPORT no later than 2 business days before the sponsor deadline or earlier based upon complexity.
Definition of a Complex Grant Application
A complex grant application can be defined by several factors, including:
● Budget Size: Total annual budget of $1 million or more. (NIH: Note prior approval requirements for over $500k)
● Number of Components: Involvement of multiple components, such as NIH multiple project grants
● Certification, Compliance or Training Requirements: Involvement of research security, risk assessment or unusual certifications, such as Department of Energy, DARPA, ARPA-H.
● Subawards: Presence of more than three subawards. See OSP requirements on subawards
Note: Decisions on processing will be based on the specific funding announcement and characteristics, such as budget constraints and limited submissions.
For further inquiries or clarification on the submission process, please contact the Office of Sponsored Projects or your designated grant manager/research administrator.
Exceptions to meeting deadlines
7 Day Deadline
● OSP Director and divisional reviewers (Chair, Associate Dean as applicable), have collectively agreed that there is insufficient time for review if the 7 Business Day deadline cannot be met unless there are extremely extenuating circumstances, which include the following:
o The sponsor posts a deadline after the 7 day deadline.
o Sponsor responds accepting a pre-proposal for full application after the 7 day deadline
o A documented request from a funding agency is received after the 7 day deadline.
● Other examples of potentially acceptable reasons for not meeting the 7 Business Day deadline include a medical or mental health emergency, a death in the family, a natural disaster or extreme weather, personal or family legal emergencies, or severe technical failure that prevent work on the proposal.
● Examples where the proposal will not be routed if the deadline is not met:
o PI finding a funding opportunity in the recent past when the funding opportunity had been posted earlier.
o PI travel to conferences or research sites.
o PI vacation.
o PI teaching schedule.
o Routine/non-emergent family or medical matters.
2 Day Deadline
● In line with sponsor policies that allow for a correction window (e.g. NIH) that need to be made before the deadline, researchers are advised to submit in advance of the day of the deadline. Note sponsors do not allow for changes after submission deadlines.
● OSP and RGM/DRA will endeavor to be accommodating regarding submissions that have adhered to the review deadlines and where minor corrections to the scholarly/science (not administrative) components are needed up to the day of the sponsor deadline, no later than 11 a.m.; however, the expectation is that proposals are considered substantially complete at the 2-day deadline and only minor, limited corrections will be needed (2 or less). Departments, OSP, CFR cannot guarantee that resources (e.g. support to upload documents, final review to detect errors that might result in the application not being accepted by the sponsor) will be available on the day of the sponsor deadline, nor can they guarantee that errors or system issues will be successfully resolved.
Questions or suggestions about this process can be sent to sponsored.projects@dartmouth.edu.