Stock photo of a researcher

Sponsored Research Proposal Process

PROPOSAL development

Georgetown University Medical Center (GUMC) proposal development is approached collaboratively by the Principal Investigator and Research Development Services (RDS), which provides assistance to faculty and staff in the development of all sponsored research grant, contract and cooperative agreement applications. RDS staff members also help investigators prepare and route proposal documents for institutional review and approval in GU PASS. RDS Staff members:

  • Provide training and can assist with finding funding opportunities
  • Submit and route proposal packages in GU PASS on behalf of the PI for institutional review and approval
  • Review funding opportunity announcements (e.g., RFA, PA, RFP) to ensure applications are complete and respond fully to sponsor requests
  • Assist PIs with preparation of sponsored research applications (competing and non-competing progress reports) and online application packages for submission comfortably ahead of sponsor deadlines
  • Assure that all applications comply with University and sponsor policies
  • Track and report on pending proposals
  • Work with the Office of Sponsored Research to set up outgoing subcontracts and consulting agreements
  • Collaborate with other University and Medical Center administrative offices to support the submission of applications and management of sponsored awards

Important elements of the medical center sponsored research proposal review and submission process are summarized below.  Roles and responsibilities, timelines and services are posted on the RDS website. Contact an RDS team member responsible for your department, or the RDS Deputy Director, Melissa Layman (202-687-1664,, with specific questions related to proposal and budget preparation. 


GUMC proposal packages for institutional review are submitted for the PI by RDS staff using GU PASS, which routes an electronic transmittal package for PI review and assurance, Chair approval and review and approval by OSR and other relevant administrative offices.  GU PASS submissions are to be received by OSR for review and approval no later than ten (10) days prior to the sponsor deadline 

GUMC investigators must work with RDS to submit a GU PASS proposal and obtain OSR approval for any potential award that involves reporting requirements (progress reports, milestones, etc.) and a budget or estimate of expenses. Upon receiving the transmittal package via GU PASS, the OSR Pre-award Manager reviews the application for compliance with sponsor and University policies. A completed GU PASS transmittal package is required for all sponsored research proposals and applications.  If a completed transmittal package is not received ten (10) or more days prior to the submission deadline, it may be rejected and will be subject to conditional approval.

Medical center personnel and other Georgetown University collaborators meeting the definition of "investigator" are listed in a table in the GU PASS transmittal form, which triggers an email notification instructing them to login to GU PASS to complete their general and study specific financial conflict of interest (FCOI) disclosures.  


  • Principal Investigators (PIs) are responsible for technical and financial quality and accuracy of their grant and contract applications.
  • Department Chairs are responsible for ensuring that applications meet the objectives of the department, are realistic in terms of their budgets and reflect high professional standards.


Following OSR review and approval, Federal proposals are submitted by the OSR Propoasl Manager (John Bustillos 202-687-0020, to the funding agency using the appropriate US Government submission portal. Foundation proposals are submitted by the RDS Deputy Director, (Melissa Layman 202-687-1664, Final application packages must be received for OSR review and approval no later than five (5) working days prior to the sponsor submission deadline. The University reserves the right to withdraw a proposal after submission to the sponsor if material errors or omissions are discovered.

*Note: NIH and other federal sponsors adhere strictly to submission deadlines.  An application is not considered submitted until it is certified error-free. The response time from and eRA Commons can vary greatly depending on submission volume and NIH system status. Thus, it is imperative that applications be submitted well ahead of the submission deadline and that principal investigators make themselves available to RDS and OSR to correct application errors or warnings. 

Applicants should confirm that they have an eRA Commons account at least six (6) weeks before the submission deadline. Contact Research Development Services for assistance.