Planning Considerations to Apply

Once a funding opportunity has been identified, GW Investigators should carefully review the sponsor’s specific guidelines and application requirements prior to beginning proposal development. This page provides proposal considerations to help GW Investigators finalize selection of the funding opportunity that is best aligned with their project, and to satisfy project requirements in time for proposal submission. The designated Research Support Team is available to support the PI throughout this preparation process using internal resources listed below.

Process

Evaluate Funding Opportunity Announcement (FOA)

Consults with RST to evaluate the FOA and identify specific requirements and restrictions set forth by the sponsor.

Confirm that the opportunity is really a sponsored project. GW's Categorization of External Funding policy identifies the criteria for sponsored project agreements as compared with gifts or vendor contracts.
- To assist researchers with identifying the classification of an externally funded project, the Office of Sponsored Projects has developed a tool that can be used, in conjunction with a scope of work, to classify an externally funded project.
Take note of the sponsor's deadline. Make sure to factor-in the five-day submission deadline and the routing and review of your proposal packet prior to submission.
Select a funding opportunity that is a good fit for your expertise and career stage and aligns with the research missions of your department and the university.
Determine if the sponsor limits the number of proposals to be submitted from one institution or the number of awards made to one institution. If this is the case, the REU procedures for Limited Submission Opportunities must be followed prior to proposal development.
If a letter of Intent (LOI) or pre-proposal is required, work with your RST to prepare the document. For pre-proposal that will be submitted by the PI, follow the OSP Pre-Award Guidance for PI Submission of Pre-proposals (PDF, GW Login Required).
Check if a preliminary proposal requires a budget, ensuring that you provide sufficient review and approval time to meet the sponsor deadline.
If the sponsor requires confirmation or disclosure for organizational conflict of interest (OCI), starting July 9, 2025, contact ORIC via email to %20resinteggwu [dot] edu (resinteg[at]gwu[dot]edu) for guidance and new OCI procedures.

Determine PI and Sr/KP Eligibility Requirements

Investigators and Key Personnel are defined as individuals who contribute to the scientific development or execution of a project in a substantive measurable way, which may include consultants or collaborators depending on their project role. Review FOA for requirements and expectations for the prospective principal investigator and other sponsor guidelines for additional requirements, which may include special qualifications, credentials, certifications or licensures, position title, rank or appointment type, student or fellow.

An individual designated to serve as the principal investigator (PI) is responsible for leading the sponsored project having technical knowledge, skills, expertise and resources to carry out project-related activities during the pre-award process, award acceptance, post-award monitoring and reporting. GW PI eligibility for sponsored projects does not rest with OSP, instead GW schools are responsible for making a determination about their faculty, staff and student eligibility to serve as PI. For school-specific information, investigators may contact the assigned RST Manager or their school’s Associate Dean for Research.

Obtain access to GW’s electronic research administration system, myResearch, which requires PIs to have a GWID and GW email address.
Complete Responsible Conduct of Research (RCR) and Research Security training per sponsor requirements for Senior/Key personnel.
Refer to the Office of Human Research (OHR) website for additional requirements for PI Eligibility on human subjects studies.
Confirm that you have updated and sent a Financial Conflict of Interest (FCOI) Disclosure Form for Research via email to rescompgwu [dot] edu (rescomp[at]gwu[dot]edu) prior to proposal submission to the sponsor to comply with GW’s Policy on Outside Interests, Relationships, and Professional Activities requirements for all Investigators and Key Personnel.

Determine Proposal Type

Determine the type of application to be submitted to the sponsor to identify the correct GW procedures to follow and which GW process applies to your sponsored projects application/request. For information to help you make the determination, review the OSP Decision Tree - Submit Proposal or Request Modification (PDF)(GW Login required).

Work with your RST to create and route revised funding proposal to the OSP pre-award team in myResearch if you are submitting the following:
- A new competing application - follow myRersearch WHICH ONE?
- Requests for supplemental funding - follow myRersearch WHICH ONE?
- Sponsor request additional scope of work and extends performance period - follow myRersearch WHICH ONE?
- GW is submitting a task order or scope of work under a Master Agreement. - follow myRersearch WHICH ONE?
For non-competing continuation or supplement for an existing award, follow myResearch Award Modification Request guide to route award modification request to the OSP award management team.
When FOA clearly indicates complex or multi-component application requirements, begin early and allow additional time to engage stakeholders and collaborators, to gather all components, and to obtain necessary approvals for project facilities and resources in time for submission deadline. See myResearch Creating and Submitting Complex Projects guide (GW login required) .
For clinical research projects (with human subjects), determine the space (such as GW Hospital, external lab) and personnel (such as MFA, SMHS, or GW Hospital) that will be involved to conduct the project, in order to properly answer related compliance questions in the myResearch Smartform.

Work out the Details of the Project

Have you sought feedback from your team, collaborators and department before you begin the proposal? Project staff may require additional training before you rejoin the project.
Have you identified a senior investigator, peer or Research Enhancement Unit consultant who can review your proposal before you consider it to be final?
Will the scope of the project require subawards for collaborations with other organizations?
Are there multiple investigators and/or multiple GW schools involved in your proposal? If yes, you will need to work with a collaborating school to complete your respective sections of the proposal. For collaborative proposals, the lead PI must consider additional budget costs for each collaborator. GW also offers a number of resources, including support from our Research Enhancement Unit, to assist with developing collaborative proposals.
Will your project require the purchase of equipment? If so, secure quotes for equipment purchases at the proposal stage to budget accordingly. GW Procurement and Travel Services provides multiple methods for purchasing goods and services once project is awarded.

Evaluate Project Specific Compliance Requirements

Evaluate the specifics of your project to identify research compliance areas that may require additional review and approval from ancillary compliance offices.

Have you prepared letters for institutional commitment in advance?
Are your current facilities and space appropriate and sufficient to conduct your project? If not, discuss your needs with your department chair and/or dean early in the process. It may be possible to include a request for funds to provide the necessary facilities or space in the proposal.
Are human or animal subjects involved?
Have you verified all necessary compliance and regulatory requirements (including export controls, IACUC, IRB, biohazardous materials, etc.)?
Does the sponsor have a documented IDC policy? See IDC guidance.
Does the sponsor require any cost sharing of direct costs?
Are there any potential conflicts of interest? Investigators are required to complete a Conflict of Interest (COI) and Financial Conflict of Interest (FCOI) Project Form (PDF, GW login required) for each project proposal related to disclosures.
Does the sponsor require a Data Management Plan (DMP)? Will the project be receiving, sending and/or storing data that may be classified as restricted or regulated? If so, the GW Libraries serve as an excellent resource for assessing needs, discussing best practices and developing a DMP that will best fit your project.
Will your project have an international component?

Resources

Frequently Asked Questions

Why do I need to submit a notice of intent for my project?: The Notice of Intent happens between the PI and their designated RST, to inform the department and OSP that a myResearch proposal is planned for internal routing and approval. Each RST uses the Notice of Intent process, GW Investigators may contact their research support team (RST).
Can a PI submit LOIs without OVPR approval?: Consult with the designated RST for guidance to ensure that no institutional commitment is included in the LOI. If the pre-proposal does not include budgetary information and does not require institutional certifications, it may not need OSP review and approval.

Support

For research support team (RST) contact information, click here.
For pre-award assistance from OSP, email osp_pre-awardgwu [dot] edu.
For assistance with myResearch, email myresearchgwu [dot] edu (myresearch[at]gwu[dot]edu).