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SIU Grant Application Submission Policy



Due to increasing numbers of grant and contract proposals and electronic submission requirements by funding agencies, the Office of the Associate Dean for Research (ADRFA) has established a 3-day deadline for receipt of all proposal submissions. This deadline is needed to fairly serve all investigators and to ensure timely submission of proposals. All proposals in final form, for both hard copy and electronic submissions, must be submitted to ADRFA 3 full University business days PRIOR to the funding agency's submission deadline. For example, if a proposal is due to the funding agency by Friday at 5 p.m. CST, the proposal must be submitted to ADRFA no later than 5 p.m. CST on Tuesday of that week. All proposals must be accompanied by a completed and signed grant approval routing form signed by all required parties, including the Principal Investigator, participating faculty, and Department Chair, as applicable, to be considered complete.

Proposals Submitted To ADRFA After The Deadline

All proposals submitted less than 3 full University business days before the funding agency's deadline will be handled on a first-come, first-served basis by your Grants Administrator following the completion of proposals that were submitted on time. For proposals submitted after the ADRFA deadline, reasonable efforts will be made to complete the review and submission process before the funding agency's deadline. However, a successful submission cannot be guaranteed due to the level of review required by the ADRFA staff for electronic submissions and the high volume of proposals, particularly at major deadlines. ADRFA is not responsible for failed submissions if applicants do not heed this deadline.

Who is Eligible To Serve As A PI For External Funding At SIU School of Medicine?

The principal investigator (sometimes called the project director on training and service grants) is the primary person responsible for the design, scientific/technical conduct, administration, fiscal accountability and reporting of a sponsored project.

Eligibility*   Approvals
Faculty members with at least 50% appointment   Eligible; Chair approval needed
Faculty members with less than 50% appointment   Eligible; Chair approval needed, as well as supervisor approval if relevant
Emeritus faculty   Salary must be included on grant so that the PI can be employed by the school at an appropriate level if the application is funded; with employment, status changes from emeritus to part time faculty member; chair approval needed
Visiting faculty   Eligible; Chair approval needed, as well as supervisor approval if relevant
Volunteer faculty   Eligible only if an SIUSM faculty member agrees to serve as PI; volunteer faculty member can be co-PI
Researchers, postdoctoral fellows, students (medical, undergraduate and graduate), staff scientists and other PA positions   Cannot serve as PI unless stated as eligible in the agency announcement; supervisor and Chair approval needed; must have a faculty mentor or co-PI
Medical residents   Cannot serve as PI unless stated as eligible in the agency announcement; an SIUSM faculty member must serve as either co-PI or mentor; supervisor and Chair approval needed
Non-SIUSM employees or trainees   Not eligible
*If questions of eligibility arise, submit agency funding announcement to ADR Grants & Contracts office at before beginning grant preparation so that eligibility status can be verified.


Grants.Gov Submission Information

The deadline also applies to all submissions. Early submission of federal electronic grant applications to ADRFA is required to allow time for and the funding agencies to conduct their electronic validation processes. If errors and/or warnings are identified by or the funding agency, they must be corrected and the entire application successfully resubmitted by ADRFA prior to the original funding agency deadline. ADRFA's experience with all submissions has shown that 33% of all SIUSOM applications have been required to be resubmitted. NIH reports that 36% of all applications received nationally were resubmitted once and 10% resubmitted twice. Allowing adequate time for the resubmission process (making corrections, re-reviewing the application and resubmitting the application) is imperative to ensure that applications are validated through by the funding agency's deadline.


Budget requirement information and forms can be found on the Office of Grants and Contracts homepage:


Monday through Friday, 8 a.m. to 4:30 p.m. Proposals cannot be submitted electronically nor signatures acquired on hard copy proposals after 4:30 p.m.