All proposals submitted on behalf of Northeastern University must be reviewed by NU-RES (Northeastern University Research Enterprise Services) prior to submission to any external funding agency. This includes proposals submitted to other institutions where NU will be a subrecipient.
Faculty work with College Admin to prepare proposals per funding agency guidelines.
College Admin upload proposal materials into funding agency portal & the University’s system of record, ePAWs.
ePAWS record is routed to NU-RES to provide institutional review and submission of proposal.
Proposal submission is the last step in the process; once a proposal has been received by NU-RES and received institutional approval(s), it will be submitted to the funding agency by NU-RES unless stated otherwise in the funding opportunity announcement.
Internal Deadlines: Institutional Review, Approval and Submission of Proposals
NU-RES is the University’s Authorized Representative for grants, contracts, and agreements related to research and sponsored programs; NU-RES serves as an institutional hub and coordinates the administration of proposals and externally funded research related awards.
NU-RES grant officers review all proposals for compliance with the funding agency’s rules and regulations as well as Northeastern’s policies. NU-RES understand that Investigators must manage competing demands on their time and often need to revise their research plan and proposal close to the agency’s deadline. We are committed to the successful submission of all applications, in accordance with the following timeline:
NU-RES will guarantee an error-free submission if the final, complete application is received by NU-RES for review 5 days prior to the agency’s deadline.
For applications received less than 5 days before the deadline, Investigators assume the risk that their proposals applications may not be successfully submitted by the funding agency’s deadline, may be rejected by the agency because of technical deficiencies, and are also subject to administrative withdrawal by NU-RES if, upon full institutional review, there are commitments that cannot be met or issues that cannot be resolved.
Although most agencies only require an acknowledgment that necessary protocols are pending at the time of proposal submission, investigators need to contact the appropriate office to discuss research requirements during the proposal development stage (see below). Please keep in mind that protocols must receive IRB/IACUC approval or exemption before any research can begin.
For proposals involving the use of human subjects, contact:
Systematic study directed toward increasing useful knowledge or understanding of fundamental aspects of phenomena and observable facts without specific applications. Examples: Investigator-initiated research (e.g., NIH’s RO1).
Organized Research – Applied
Systematic study to gain knowledge or understanding to meet a specific recognized need. (e,g., Phase II SBIR/STTR).
Organized Research – Developmental
Systematic use of knowledge or understanding gained from research directed toward production of useful materials, devices, systems, or methods, including design and development or prototypes and processes (e.g., FOA specifies that research is conducted for research and development, improved technology).
Curriculum development, teaching and non-research training activities.
All other sponsored programs that are not organized research or instruction that serve a public purpose. (e.g., community service programs, symposiums, and conferences).
A funding agency may require (i.e. mandatory) or recommend (i.e. voluntary) that the applicant organization commit to funding allowable expenses (i.e. personnel, tuition, equipment or services).
Review requirements of the funding opportunity announcement to determine:
Whether cost share committment is required or voluntary; and
How the university’s committment must be represented, for example
In a letter signed by an authorized institutional official (AO/AOR); and/or in the budget.
Departmental/Institutional approvals must be attached to the ePAWS record prior to proposal submission.
The various types of cost share are detailed in the Proposal Budget Basics presentation.
For ePAWS purposes, only committed cost share is tracked:
Mandatory Committed Cost Share: Cost sharing required as a condition of the award which must be tracked and may require reporting. This type of cost sharing is required by the funding agency and must be included in the proposal.
Voluntary Committed Cost Share: Cost sharing specifically pledged by NU on a voluntary basis which is quantified in either the proposal budget and/or narrative and becomes a binding requirement on the award, must be tracked, and may require reporting.
Just-in-Time (JIT) submissions represent the step immediately preceding the issuance of a research or sponsored program agreement
Used to verify and update key information prior to making an award (provides clarified information on what was submitted at proposal stage)
JIT documentation may include:
Regulatory Information (I.e. IRB, IACUC, biosafety approvals, etc.)
Information pertaining to the current/pending support of senior key personnel in order to verify effort;
Revisions to the project budget or scope; and/or
Verification of training on key safety and ethical responsibilities (e.g. human subjects education).
Intention of the JIT is to reduce administrative burden, as this documentation is only requested if there is a likely hood of the project being funded
Not all funding agencies require just-in-time submissions