The proposal is completed, or so you think. It may have taken weeks or months to get to this point. Your desk is covered with papers, draft budgets and other notes. Some experienced research administrators recommend going to a quiet spot like a conference room with the program announcement, the proposal, some sticky notes and a calculator. 

Create a checklist or use the sponsor’s checklist to identify the specific items that need to be addressed in the proposal. Review the proposal to familiarize yourself with how the PI envisions the project. Read carefully and look for information that is missing or inconsistent with respect to the PI’s plan and the sponsor’s requirements. Some red flags or holes you want to keep your eyes out for include: inadequate personnel, equipment listed that the sponsor doesn’t allow it, and so on. 

Review the program announcement and make sure all required components are included and meet the page and font limitations. Review the budget. Use your calculator to spot check calculations. You never know when you might have an incorrect formula in your beautiful excel spread sheet. If you have a subaward do you have all the appropriate forms for OSR or RMG.

Check the proposal status in the PDRF (Proposal Development and Routing Form). It and the corresponding proposal documentation is not routed to the IO (Institutional Official) until all department reviews are complete. Make certain it is not delayed by a pending approval.

Ensure required training for the research team is completed.

Ensure protocols have been or will be submitted.

The PDRF documents the approvals required for the submission of a proposal. You must select Complete on the PDRF to begin the routing of the proposal.  Monitor the proposal progress as it routes to various reviewer.  Make sure it doesn't get hung-up by one person!

Review and Approvals

The PI's review and approval collected in the PDRF provides certifications required by government agencies, and an agreement to comply with Stanford and sponsor policies.

Departmental review and approvals confirm financial commitments made in a proposal, and that stated personnel and facilities are available to carry out the project. Other required special approvals are also documented.