Grant Submission: Frequently Asked Questions
1. How do I start writing my proposal and what are internal deadlines?
Please see the CHS Proposal Submission Policy:
http://www.udel.edu/chs/downloads/Steps%20to%20Follow%20and%20Timeline.pdf
2. What format/template do I use to prepare my proposal?
Carefully review the original solicitation announcement (RFA) for either a template or submission format guidelines.
In the absence of this, please contact your SPC (who will escalate if necessary).
3. Is help available for editing my proposal?
Consult your department chair/school director.
4. From what sources do I need letters of support?
Normally, this includes your department chair/director, dean, and collaborators at other institutions. If letters are
needed from the provost or president, contact the CHS Chief Business Officer. The PI should provide a draft letter to
the chair/director, dean, etc. when requesting a support letter.
5. Can non-faculty members submit a grant proposal?
You must have a completed PI Eligibility Form signed by the faculty mentor, chair, and dean. For more information:
http://www.udel.edu/research/preparing/pieligibility.html
6. What documents must be on file prior to submission of a grant proposal?
The Conflict of Interest Form (up-to-date), and a Key Words Form
Conflict of Interest Form:
https://primus.nss.udel.edu/webforms/embtform?wf_id=9007&wf_ty=blank. This link includes the policy within the
web form. After reading the policy, let the CHS Research Office know if you have any questions before certifying
whether or not you have a conflict. This form MUST BE COMPLETED annually.
Key Words Web Form:
https://primus.nss.udel.edu/webforms/embtform?wf_id=905&wf_ty=blank. Complete the required fields. After
approximately 11 pages, you will reach the Key Words screen. Key Words are words the university queries to
view who is doing research on various topics – so pick words that are meaningful and clearly indicative of your
research. Usually completed once.
7. Who can help with proposal budget development?
Your chair/director or faculty mentor can assist with draft proposal budget development. Draft budgets are
reviewed and finalized by the SPCs.
8. How do I submit through Grants.gov?
The UD Research Office uses CAYUSE to expedite, organize and streamline your proposal development and
submission to Grants.gov. Once you submit your completed proposal to the appropriate SPC, you will receive a
web form requesting authorization to all the UD Research Office to submit your proposal on your behalf through
CAYUSE.
9. What documents are needed for a subcontract on my grant?
 Budget
 Budget justification
 Statement of work
 Biosketch
 Institutional Letter of Intent
 F&A agreement (if charging F&A)
 Subrecipient Commitment Form (completed by the subcontractor):
http://www.udel.edu/research/pdf/Subrecipient_Commitment_Form.pdf
 Provider determination category worksheet (completed by the UD PI):
http://www.udel.edu/research/doc/ombform.doc
 Form 3B: http://www.udel.edu/research/preparing/documents/attachment_3B_subrecipient.pdf;
http://www.udel.edu/research/preparing/documents/attachment_3B_subaward.pdf
10. What do I need to know about a letter of intent (LOI)?
 The solicitation announcement identifies:
o Whether a LOI is necessary
o When the LOI is due
o The length and format required for the LOI
 Consult your SPC to determine if you are required to route your LOI through the Research Office for
approvals
11. Who is the authorized representative of the institution for CHS proposals?
Laura Paller, MPA, CRA
Contract & Grants Specialist
UD Research Office
210 Hullihen Hall
Newark, DE 19716
T 302.831.1470 | F 302.831.2828
Lpaller@udel.edu
12. What should I do if there is an error in my proposal web form?
Do NOT reject the web form. Phone/email the appropriate Senior SPC for guidance.
13. What approvals are needed for cost-share in my grant budget?
Written approvals are needed from the heads of all units contributing to the cost share, even when the cost-share
is in-kind. This will always include the department chair/director. If cost share from the College is requested,
contact the CHS Financial Officer.
14. Which individuals need to be listed as approvers on the grant proposal web form?
Approvers must include every UD employee contributing effort to the project/proposal, the department
chair/school director, deputy dean, and CHS Financial Officer. Proposals for amounts over $1M require
approval of the CHS Dean.
15. Can I make edits to the proposal after submitting it to the University Research Office?
Minor edits are allowed up to 72 hours prior to submission deadline. Within the final 72 hours prior to the
deadline, no changes are normally allowed.