When DePaul administrators, faculty, or staff prepare grant and contract proposals for external funding, they are acting on behalf of the university. For that reason, all such proposals, including letters of intent and preliminary proposals, must pass through a review and submission process established by DePaul. Following is an overview of that process. Step 1 is highly recommended. Steps 2 and 3 are required to ensure timely submission of your proposal.
Step 1 - Highly Recommended
Contact the Office of Research Services (ORS) as soon as you begin work on a grant or contract proposal by contacting a member of our Pre-Award staff.
As soon as you contact us, you will be assigned an ORS representative, who will discuss with you how ORS can assist you with proposal preparation. Also, the advance notice will greatly facilitate the review and submission process.
Step 2 - Required
No less than 5 business days in advance of your proposal submission deadline, submit the complete proposal electronically to ORS.
Please Note: A complete proposal includes the complete application, narrative, budget and justification, and sub-award documentation (if relevant).
Your ORS Pre-Award representative will go over the information you have provided and will send it out electronically for review and approval as soon as ORS review is complete. ORS will decide what approvals are needed based on the nature of the proposal and established criteria for the selection of approvers. If changes in your proposal are requested by the approvers, ORS will communicate these to you and will resubmit your proposal for reconsideration as soon as the changes are made.
Please Note: Proposals must pass through the review process to be eligible for submission, so it is important that ORS have your complete proposal a minimum of 5 business days in advance of your planned submission deadline. Keep in mind many proposals are submitted in electronic sponsor systems where validation errors and technical difficulties can occur. Proposals with missing or non-compliant components may be rejected by sponsors. ORS recommends submission at least 48 hours in advance of the submission deadline to ensure all system validations are passed by the agency deadline.
Step 3 - Required
Provide ORS staff the required submission access (if an electronic submission) no later than 10am on the business day before it must be transmitted to the funding agency to meet the submission deadline. For example, if your proposal must be submitted on Tuesday to meet the agency deadline, ORS must be given submit access by 10 am on Monday.
ORS will submit the proposal to the funding agency on your behalf once all institutional approvals are secured, or if a submission to a corporation or private foundation, release the approved budget to DePaul's Development Office for submission.
Please Note: If for some reason you will not be accessible at your institutional phone number and email during the 5 business day period immediately preceding planned proposal submission, it is critical that your ORS Pre-Award contact has an alternate means of reaching you by phone and email during institutional business hours.