Olin Submission Process and Deadlines

Office of Grants and Sponsored Programs: 

Proposal Submission Process

  • Before developing a proposal, it’s a good idea to consult the Provost and Dean of Faculty to enlist approval and support for the project. Questions concerning faculty time commitments, space, and facilities should be resolved at this time.
  • As early as possible, the PI should contact Susan Mihailidis (Associate Dean for Academic Affairs) and provide a link to the program solicitation or RFP. Often, sponsors will ask for pre-proposals and selected applicants will be invited to submit a full proposal at a later date. Notify Susan of your interest in applying BEFORE your letter of intent is submitted.

All applications go through an internal review and approval process and they must be accompanied by the following:

  • Completed Proposal Transmittal Form (PTF) signed by PI and all key Investigators, including the COI certification. Susan will route you the electronic transmittal form through Adobe Sign. This form, along with attachments will be reviewed and approved by the Provost and Dean of Faculty and Associate Vice President for Finance. View a sample PTF form.
  • Final administrative sections  (application cover page, budget, budget justification, subcontract letter of intent if Olin is a subcontract under another institution’s application).
  • Technical sections (draft form).
  • Subcontract documentation (when Olin is the lead institution): this will include the collaborating institution’s SOW, budget, budget justification, and signed Letter of Intent.
  • Any special administrative documents required by the sponsor or prime collaborator.

INTERNAL PROPOSAL DEADLINE: for both electronic and paper submissions, provide the above documents at least five (5) business days prior to the sponsor deadline. The Office of Grants and Sponsored Programs (OGSP) team will review and if applicable, work with PI to correct any necessary revisions. The proposal will then be routed to Olin’s institutional officials for review and signature. 

This allows time for possible technology slowdowns and for the PI to make corrections in response to system errors indicated by the online grant portals (Grants.gov, for example).

The PI must release the complete proposal to OGSP, with the final research plan “ready to go”, two (2) business days prior to the deadline for electronic submission to the sponsor.