R&D Grant Proposal Submission Guidelines

Behind every successful research award at Carilion is a coordinated effort designed to ensure proposals meet sponsor expectations, comply with regulatory requirements, and reflect institutional priorities. Research & Development (R&D) plays a central role in guiding this process and supporting investigators across the organization.

R&D serves as the central hub for all externally sponsored research proposals at Carilion. Whether Carilion is submitting a proposal directly to a sponsor or participating as a collaborator or subrecipient, all proposals are routed through R&D to ensure compliance with federal regulations, sponsor guidelines, and internal policies.

To help investigators understand these expectations, two reference documents accompany this article: the Proposal Submission SOP and the Pre‑Award Responsibilities overview. Together, these documents outline who is responsible for each part of the proposal process, required timelines, and how proposals are reviewed and submitted on behalf of the institution.

Early engagement with R&D is strongly encouraged. Sponsor requirements have become increasingly complex, and advance planning allows sufficient time for budget development, compliance review, institutional approvals, and final submission. Investigators are asked to notify R&D as soon as a decision is made to pursue external funding.

Proposal development is a shared responsibility. Principal Investigators lead the scientific and technical components of the proposal, while department leadership provides awareness and approval of effort, resources, and project implications. R&D supports the process by reviewing budgets, confirming required documentation, securing institutional approvals, and managing submission through sponsor systems.

Internal timelines are in place to support high‑quality, compliant submissions (see Grant Submission Timelines below/linked here). Proposals that arrive late are considered at risk, as limited review time can restrict R&D’s ability to conduct a full quality and compliance check. Submissions made without R&D authorization are not permitted and may jeopardize award acceptance.

Investigators and departmental staff are encouraged to review the attached Proposal Submission SOP and Pre‑Award Responsibilities documents for a complete understanding of expectations, timelines, and roles. Familiarity with these materials helps protect investigators, strengthen proposal quality, and enhance Carilion’s competitiveness for external research funding.