Sponsored Research Proposal Process

Proposal development is the responsibility of the Principal Investigator and the Office of Research Development Services (RDS).  Important elements of the medical center sponsored research proposal review and submission process are summarized below. Faculty are encouraged to use the resouces, and to contact RDS's Deputy Director, Melissa Layman (202-687-1664,, for specific questions related to proposal and budget preparation.  Click here for an overview of the process.

Proposal Review

The Office of Sponsored Research (OSR) is the Authorized Organizational Representative (AOR) for the Georgetown University Medical Center (GUMC).

GUMC electronic proposal transmittal packages must be submitted by faculty or RDS staff using the OSR Transmittal and Complaince Review System (TRACS) and received by OSR for review and approval no later than ten (10) days prior to the submission deadline.  TRACS routes the transmittal package for PI review and assurance, Chair approval and review and approval by OSR and other relevant administrative offices.  Medical center personnel and other Georgetown University collaborators meeting the definition of "investigator" are listed in a table in the TRACS transmittal form, which triggers an email notification instructing them to login to TRACS to complete their general and study specific financial conflict of interest (FCOI) disclosures.  

Note: All Georgetown University investigators use TRACS to complete their annual financial conflict of interest (FCOI) disclosures.   

Upon receiving the transmittal package via TRACS, the OSR Pre-award Manager (Liz Crigler (202-687-0020, reviews GUMC applications for compliance with sponsor and University policies.  Investigators must submit a proposal and obtain OSR approval for any potential award that involves reporting requirements (progress reports, milestones, etc.) and a budget or estimate of expenses.  


  • 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.

Proposal Submission

Once a proposal has been approved OSR, it may be submitted to the funding agency. Changes to an application or budget following OSR review are strictly prohibited!

Final application packages (e.g. SF424 forms or ASSIST routing) for electronic submission must be received by OSR no later than five (5) working days prior to the sponsor submission deadline.

RDS staff will download the most recent forms and application materials from the funding opportunity announcement (FOA) for each application submission. Once all relevant forms and attachments are assembled, RDS will send the package to OSR using Georgetown Box or electronic routing.  For submission through Georgetown Box, upload the completed application package and click on “Share”.  Next, click on the “Access” button and click on the radio button next to “Your Company”.  Finally, type the OSR email (osrapps@georgetown.eduin the “Link to this File” box and hit “Send”

An OSR staff member will access the application package, review and correct obvious errors and upload/approve the application package to NIH or other federal sponsors using the portal.  Once submitted, OSR will monitor the application as it moves through and eRA Commons or other portal error checking and certifications.  OSR will work with RDS staff and the applicant to correct any errors and/or warnings until the application package has been successfully submitted.

*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 OSR to correct application errors or warnings.

Applicants should confirm that they have an eRA Commons account and be familiar with how to use their Georgetown Box at least six (6) weeks before the submission deadline. Contact Manuel Corday (202-687-1372, in OSR for assistance.

A completed TRACS transmittal package is required for all sponsored research proposals and applications (including paper applications.)  If a completed transmittal package (including all required signatures and assurances) is not received ten (10) or more days prior to the submission deadline, it may be rejected or will be subject to conditional approval, especially if it includes new requirements for personnel, space, equipment, cost sharing, indirect waivers, conflict of interest review, data security plans, or intellectual property issues. Should conditional approval be granted, the University reserves the right to withdraw applications containing deficiencies that are discovered after submission.

*Note: paper applications must be received by OSR no later than ten (10) days prior to the sponsor deadline.  Once approved, paper submission packages are routed back to the department for submission by the principal investigator directly to the sponsor.