Proposal FAQ

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I want to apply for a grant.  What do I do?


The steps to the left review the basic procedure for submitting a proposal through the Department of Chemistry. 

Notify the Research Administration Team immediately about any upcoming proposals. 

Note that proposals with subawards will need additional time because all of the materials required from the subawardee will need to be submitted to the Research Administrator by the 7 business day deadline.

In addition, any proposals incurring under-recovery (UR) must be submitted an additional two business days in advance of the Research Administrator deadline. Further information about due dates can be found below.

For any questions, contact the Research Administration Team.

Additional information concerning submission of proposals can be found on the Office of Sponsored Programs (OSP) website.  


When is my proposal due?

Proposals are due to the Chemistry Research Administrators 7 full business days ahead of the sponsor deadline. The proposal is then due to the Dean’s Office by noon the following day (5 1/2 business days before the sponsor deadline), and is finally due to OSP the following day by 9am (5 full business days before the sponsor deadline).  In order to determine when your proposal is due to the Research Administrator (assuming that the proposal is due at 5PM EST on the sponsor deadline), count back 7 business days, including the day of the sponsor deadline, and it is due at 9am on the 7th day.  See the calendar below for an example.
















Note:   If the proposal is due before 5PM EST, do not count that day as one of the business days.

Be sure not to include MIT Holidays.

If the proposal is due on an MIT Holiday, be sure to budget one additional business day.

For most government proposals, when a standard submission date falls on a weekend or Federal Holiday, the application deadline is automatically extended to the next business day.

If you have any questions about either internal or sponsor deadlines, contact the Research Administration Team.

***If a proposal cannot meet these deadlines, the PI must request a waiver from the Department Head.***

When does my proposal need to be routed through OSP?

For all proposals, please check in with the Research Administration Team.

What happens if the sponsor does not cover MIT’s full Facilities and Administration (F&A) costs?

In most cases, the amount of F&A not covered by the sponsor is considered under-recovery (UR).  If the award incurs UR, then the budget needs to be completed at least 2 business days prior to the Research Administrator deadline in order to have the UR request approved by the Dean of the School of Science.

Does a pre-proposal or white paper need to be submitted to OSP?

For all white papers or pre-proposals, contact the Research Administration Team.

How do I write a budget justification?

Work with your financial assistant to assemble a budget justification.

What are MIT’s current rates?  What is the total cost of a Research Assistant or Postdoctoral Associate/Fellow to a resarch award?

Contact your Research Administration Team to request the Chemistry Department’s current rates spreadsheet.  Included in this document is a postdoctoral associate cost calculator.

What is a proposal certification?

All Investigators and Key Persons on a proposal must complete a certification.  They will receive a notification from Kuali Coeus with a link directing them to answer questions including three Conflict of Interest (COI) questions.  If an Investigator or Key Person replies ‘Yes’ to any of these questions, they will be directed to complete a full COI Proposal Disclosure in the Coeus Lite “My COI” module.  A proposal cannot be submitted until all certifications are complete.

Notify the Research Administration Team as soon as possible if your proposal will have any non-MIT Investigators or Key Persons.  Additional steps need to be taken to ensure that certification can be completed and your proposal will not be delayed.

More information about MIT’s COI policy can be found here.  Additional guidance to help you determine whether or not individuals are likely to be categorized as Investigators or Key Personnel can be found on OSP’s website.

What is MIT’s DUNS #, TIN #, Congressional District, etc.?

This type of information can be found on OSP’s MIT Facts for Proposal Development.