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What procedures must I follow to submit a grant application?

  • For an overview of the submission process for various types of grant applications, view Submissions to the Office of Grants & Contracts (pdf)
  • For specific instructions on submitting an application, choose from the following Procedure Guides below.  Each document is in pdf format and will open in a new window within your web browser.


NIH Federal Procedure Guides



NIH Fellowships (F30, F32, etc.) 12.2012
F-series predoctoral and postdoctoral fellowship opportunities for training leading to advanced degrees and/or specified health-related fields.

NIH K-series Applications (K01, K08, K23, etc.) 06.2014
K-series prepares qualified individuals for careers that have a significant impact on the health related research needs of the nation.

NIH S10 Shared Instrumentation Grant (SIG) Program 04.2014
The NIH ORIP SIG program encourages applications from groups of NIH-supported investigators to purchase or upgrade a single item of expensive, specialized, commercially available instrumentation or an integrated system that costs at $100,000.

NIH Training Programs (T32, T35, etc.) 01.2013
T-series projects offer predoctoral and postdoctoral research training opportunities for careers in biomedical, behavioral, and clinical research.

NIH Pathway to Independence Award (K99/R00) 12.2011
These awards provide 1-2 years of mentored support for advanced post-doctoral research scientists followed by up to 3 years of independent support.

NIH Mulitple-PI Applications 05.2014
The NIH accepts applications that have multiple Program Director/Principal Investigators (PIs), with the goal of encouraging collaboration among equals when it is the most appropriate way to address a scientific problem.


SF424 RR Budget w/more than 10 subs 09.2011
Instructions for completing eBridge SmartForms, Budget, and Subcontract Budgets for SF424 applications.

NIH Change of Grantee /PI Transferring to MCW 06.2014
If a new faculty member joins MCW, and has active NIH grants he or she intends to transfer from a former institution use this guide to determine how to proceed.



Letter of Intent (LOI) 04.2014
LOI is used when an institution is submitting an application to a sponsor and intends to collaborate a portion of the project with another organization.

Statement of Work (SOW) 04.2011
A SOW is a detailed summary that describes the work to be performed.



NIH Post-submission (Supplemental) Materials  10.2011
The NIH allows limited post-submission (supplemental) materials to be submitted after a grant application, but prior to initial peer review.

NIH Change of Grantee - PIs Leaving MCW 05.2014
If a faculty member at MCW is the Principal Investigator (PI) of an awarded NIH grant, and decides to leave MCW for another institution, use this guide to determine the options for the grant.

Request a No-Cost Extension (NCE) 04.2014
An NCE is a one-time extension for up to 12 months beyond the original project period end date.

Just-In-Time (JIT) 08.2011
The NIH uses JIT procedures for program and award mechanisms that allow certain elements of an application to be submitted later in the application process.

NIH Change of Grantee /PI Transferring to MCW 06.2014
If a new faculty member joins MCW, and has active NIH grants he or she intends to transfer from a former institution use this guide to determine how to proceed.


NIH Closeout Documents 10.2011
The NIH requires final closeout documents within 90 days of expired, terminated, or transferred grants.


Request Initiation of a Subcontract 06.2011
Subcontracts requests are initiated by the MCW PI or department staff, and are sent to the GCO staff member who supports a department for processing.






How to Submit an NIH RPPR 04.2013
The NIH as of May 1, 2013 is making use of the RPPR module in eRA Commons mandatory.

How RPPR Differs from eSNAP 04.2013
Review the Differences and Similarities for RPPR as they compare to eSNAP reporting.

NIH RPPR Instruction Guide 01.2014
NIH Research Performance Progress Report (RPPR) Instruction Guide.

Tips for Completing the RPPR 04.2013
Instructions for completing the RPPR, Deadlines, Checking Errors, Saving in RPPR.

eRA Commons: xTrain Module Resources 12.2010
xTrain is a module in eRA Commons that provides NIH training and career development.


Non-NIH Federal Procedure Guides


Federal Non-NIH Application 01.19.11
The Department of Defense, NASA, NSF, CDC and the Department of Transportation are a few of the non-NIH federal agencies to whom we routinely submit applications in support of research.

Federal Pass-Through 07.13.10
A Federal Pass-Through is an application that will result in a Consortium or Subaward Agreement between another institution and MCW.

VA Awards 03.15.011
PIs who hold joint appointments at the Zablocki Veterans Affairs Medical Center (VA) and MCW can receive funding from the Department of Veterans Affairs awarded to the VA.



Non-Profits, Foundations, Gifts Procedure Guides

American Heart Association (AHA) 06.14.13
The AHA supports a number of research opportunities related to cardiovascular disease and stroke. Applications are submitted to the AHA web-based system

Foundation/Non-Profit Guide 12.01.11
Many foundations and non-profit entities support research endeavors of MCW investigators, Applications for funding are generally submitted by the investigator directly, once institutional review and approval has been obtained.


Research Gifts/Contributions 06.04.10
To establish a new various account for research purposes, you must create an eBridge funding proposal.


Internal Sponsor Procedure Guides

Cancer Center 07.01.2012
The Cancer Center supports a number of research opportunities dedicated to cancer research.

Endowment Distribution 08.15.11
To establish an account for endowment distribution from an MCW Endowment for research purposes, you must create an eBridge Funding Proposal.

Children's Research Institute (CRI) Awards  12.10.10
The goal of the CRI is to develop comprehensive, thematic research programs which translate advances in basic science to improved care for children.

Children's Research Institute (CRI) Pilot Awards 12.11.13
Use the above CRI Procedure Guide for the current CRI Pilot Awards.



AHW - Healthier Wisconsin Partnership Program (HWPP) 11.08.13
The HWPP supports projects that address public health improvement through community-MCW academic partnerships.

AHW - Research & Education Program 02.03.14
The AHW Research & Education Program is dedicated to a healthier Wisconsin through research and education initiatives.

CTSI Pilot & Collaborative Clinical and Translational Research Grants 07.23.13
CTSI Pilot & Collaborative and Translational Research Grants are intended to stimulate inter-and trans-disciplinary translational research among CTSI partner institutions.

CTSI Mentored Career Development Program (KL2) 01.06.14

The CTSI KL2 Program provides training opportunities for junior faculty working in clinical and translational research to become independent investigators.

Research Affairs Committee 08.01.2012
RAC provides seed funding for new faculty under MCW's institutional research grant mechanism, New Faculty (Pilot) Grant

We Care Fund 02.25.2013
The Department of Surgery provides seed funding for surgery faculty only, through their We Care Fund.

Women's Health Research Program (WHRP) 04.01.2012
WHRP leverages the expertise of existing College physicians and scientists, hospital partners, and affiliated community organizations to improve the health of women from conception to end of life.

Learning Resource 01.01.2013
Learning Research funding supports innovative educational projects for undergraduate medical education.
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Page Updated 05/02/2014