Understanding Our Guidelines for External Grant Proposals

Planning to apply for external funding? Carilion’s Research & Development (R&D) team is your partner in getting proposals submitted successfully.

Sponsor requirements have become increasingly complex, and advance planning allows sufficient time for budget development, compliance review, institutional approvals, and final submission. 

What to Know

• All grant proposals (other than the Department of Medicine) that request external funding or commit Carilion resources must be submitted through R&D, unless the sponsor explicitly states otherwise. 
• Do not submit proposals directly to sponsors—this could result in the award being rejected.
• Start early. Notify R&D as soon as you decide to pursue funding. The images above show timelines for different types of proposals.
• R&D can help you plan the right timeline for your situation.
• Grant submission is a team effort:
  • Principal Investigators (PIs) develop the scientific and technical content of the proposal and ensure materials are submitted to R&D on time.
  • Department staff support the PI by helping to coordinate documents, timelines, and budgets. They serve as a bridge between the PI and R&D.
  • R&D reviews proposals for compliance, accuracy, approvals, and submits to the sponsor.

Key Deadlines When Carilion is the Prime Recipient

To allow adequate review and approval, proposals must be submitted to R&D according to specific timelines:

• 4+ weeks before the sponsor’s deadline: Notify R&D about intent to pursue external funding. Add more time if there will be subrecipients.
• 10+ business days: Finalized budget and key personnel biosketches due to R&D.
• 8+ business days: All other administrative documents due to R&D.
• 5+ business days: Final scientific or technical narrative due to R&D.
• R&D will submit the application to the sponsor.

Proposals submitted late may not receive a full review, which could put the project at risk.

Learn More

• Download the documents below at the bottom of this page, which explain the process in more detail. You will need to be on the Carilion network or Apps portal to view them.
• Visit the Research & Development hub.
• If you have questions, reach out to Melissa Mercure, PhD, grants administrator, at mzmercure@carilionclinic.org.