Lawrence Berkeley National Laboratory masthead A-Z Index Berkeley Lab masthead U.S. Department of Energy logo Phone Book Jobs Search

The Proposal Process

 

Getting Started

PI and Group Leader Discussions

Conversations should start between the principal investigator (PI) and the group leader 30-45 days prior to the sponsor due date for those who already have official PI status. (PI status is required for those submitting proposals from Berkeley Lab, except postdocs). If PI status must be obtained, initiate discussions with your group leader at least 75 days prior to the sponsor due date.

Contact the Life Sciences Proposal Development Group

If you are planning to submit a proposal for any upcoming deadline please contact Division Deputy, Operations, Helen Cademartori at 486-6468 or e-mail as soon as possible.

Obtain Authorization

The proposal specialist cannot start the proposal process nor accept proposal materials until the LSD Proposal Submission Authorization Form that you have submitted has been approved by your department head. This form is to be submitted for all new, supplemental, renewal and resubmission proposals.

Working with the Life Sciences Proposal Development Group

A proposal specialist will be assigned to work with you. The specialist will contact you and a "kickoff" meeting will be conducted between you and the assigned specialist. This meeting will usually happen 21-30 days prior to the sponsor's due date. Conversations will commence about the proposal specifics (i.e. deadlines, budget details, forms, sponsor requirements, etc.)

 

Internal Deadlines

Submission Deadlines

Below is a table showing the internal, Life Sciences Division deadlines by proposal type. All deadlines are at 9 a.m. on the days shown below.

Submission Type

Internal Deadlines

Multi-project Proposals (Program-project or similar)

  • Proposal authorization - 8 weeks prior to agency deadline
  • Subcontract components in final form - 12 working days prior to agency deadline
  • All non-science in final form plus draft science - 7 working days prior to agency deadline
  • Final science - 3 working days prior to agency deadline

Standard Proposals (R01 or similar)

  • Proposal authorization - 4 weeks prior to agency deadline
  • Subcontract components in final form - 10 working days prior to agency deadline
  • All non-science in final form plus draft science - 5 working days prior to agency deadline
  • Final science - 2 working days prior to agency deadline

Subcontracts Proposals (LBNL is subcontractor)

  • Proposal authorization - 1 week prior to deadline set by prime institution
  • Budget/budget justification in final form - 4 working days prior to deadline set by prime institution
  • All other required documents in final form - 3 working days prior to deadline set by prime institution

Non-competing Annual Progress Reports (except NIH)

  • All non-science in final form - 8 working days prior to agency deadline
  • Final science - 4 working days prior to agency deadline

NIH Annual Progress Reports

  • RPPR questionnaire - 4 working days prior to agency deadline
  • Final science - 2 working days prior to agency deadline

 

Deadline Adjustments

Additional time will be required for the following:

Adjusted deadlines will be set by the proposal specialist.

 

Internal Deadline Extensions - Highly Exceptional

Requests for deadline extensions are rarely granted. Only if there are extreme, extenuating circumstances that are outside of the control of the PI and are not due to a lack of planning, an extension request may be considered. In such circumstance, the PI must submit the request to Division Deputy, Operations, Helen Cademartori. In addition, if the PI wishes to make any changes to the proposal after the internal deadline, the PI will need to receive approval from her.

 

Deadline Schedule for Required Proposal Components

There are two internal deadlines for each submission, as shown in the above internal deadline table. Each deadline applies to specific proposal components either in draft or final form. Note that required proposal components may vary based on specific requirements of the funding agency.

First Deadline

Components due on the first deadline include everything EXCEPT the final science components. At 9 a.m. on the first deadlline the following items are due in complete and FINAL form:

The following items are due in DRAFT form on the same day as those above:

Second Deadline

At 9 a.m. on the second deadline the following items are due in complete and FINAL form:

 

Once Awarded

Once the PI is notified that an award will be made, the appropriate sponsored projects officer should be notified so that he/she can coordinate with the awarding institution to accommodate requests for additional information, contract negotiation, and authorization of the project.

 

Last updated: June 12, 2014