Office of Research Administration

Submission Procedures

Campus Application Review and Submission Deadlines

In order to ensure that every application can be appropriately and fully reviewed and submitted to the sponsor on a timely basis, internal deadlines and procedures have been established. The budget (utilizing the "submission budget" found on the forms page in the "Resources" section) and budget justification should be sent for review as soon as it's complete, while the rest of the application is being finalized. All applications should be submitted to the five (5) business days in advance. All documents (except for the science) should be uploaded and the budget should be close to final. For this 1st draft of the application, the science does not have to be complete. It is expected that the final application will be submitted by 10am the day prior to the deadline. This will allow time for the internal paperwork to be routed and signed by all parties. While every effort will be made to review and submit applications outside of these internal deadlines, final review and submission cannot be guaranteed.

NIH and NSF applications must be submitted by 5:00 pm on the deadline day; however it is highly recommended that you are ready to submit the final application the day before, which will allow you to have time to review and make any changes, if necessary. Other federal agencies may have an 8:00pm or later deadline – it is expected that these applications will be submitted no later than 7:00pm on the deadline date. Internal requests for application submission after 5:00pm will be considered only in extreme circumstances.

Sending Electronic Application Files to the Pre-Award team

Send the electronic application file as an attachment in an email to

Internal Requirements for Submission:

Proposal Review/ Signature Worksheet

A mandated federal policy went into effect several years ago, which requires all institutions to secure and retain a written assurance from the PD/PI prior to submitting an application, which replaced the requirement for the PD/PI to sign the application forms. In order to meet this requirement at Downstate, each application must be submitted with a Proposal Review/Signature Worksheet. The Office of Research Administration will retain this on file for every submitted application (as a requirement applicable for all sponsors) – an application will not be submitted without this form, signed by all parties. When multiple PD/PIs are listed and a multiple PD/PI Leadership Plan is proposed in an application, all PD/PIs must sign the proposal review/signature worksheet, along with their Department Chairs and respective Deans.

Cost Share Template

In order to be complaint with CFR Part 200, the new Uniform Guidance, we strongly discourage voluntary cost share. If your Funding Opportunity Announcement (FOA) calls for mandatory cost share and/or your Department Chair has approved voluntary committed cost share, please complete the Cost Share Template and return to the Pre-Award team with the signature of your Department Chair. The signature of the Department Chair confirms they have reviewed a cost share budget issued by the Pre-Award team and they agree to the cost.

COI Confirmation

The PD/PI and everyone on the research team that meets the DMC definition of investigator must complete their annual and transactional COI questionnaire. In addition, COI training must be done every four years and must be on file.

"Investigator: The project director, Principal Investigator, co-Principal Investigator, personnel who are considered to be essential to work performance (including study and/or research coordinators), or any other person, regardless of title or position, who is responsible for the design, conduct or reporting of research. The PI is responsible for identifying all Investigators involved in their research activities. If the role of an individual is unclear and that individual is listed as an Investigator, compliance with all training and filing requirements will be expected.

Note - Transient staff such as medical students, residents and fellows who recruit patients and collect data but are not key to the design, conduct or reporting of research are not considered Investigators for the purposes of COI."

Pre-Award menu


photoSharon Levine-Sealy, Director
Pre-Award Operations

photoMelissa Emanus, Assistant Director

photoCharlene Butcher, Executive Assistant

Contract Review and Negotiation:

photoEthan Denny, Contract Manager

Grant Review and Submission:


photoLaurian Bradford, Sponsored Programs Associate

photoMargaret Briggs, Sponsored Programs Associate

photoJina James, Sponsored Programs Associate