Medicine Research Administration Services

Proposal Submission Deadline Policy
Effective May 1, 2026

Communication - Key Information on Policy Updates

This policy is applicable for all submissions that require authorized official signature and/or institutional approvals within submission portals. This includes applications where signature/system approvals are not explicitly required; however, the submission indicates the institution’s approval of the application.

Per the Proposal Deadline Policy, if you plan on submitting a proposal, please create an Insight Intake Form to initiate the submission process. It will be assigned to your Pre-Award Administrator and they will contact you within 2 business days to begin support. 

If you have been working with specific Pre-Award Administrator on an existing proposal or outstanding issue, please do not hesitate to follow up with them directly. If you are unsure who to contact about an existing proposal or outstanding issue, please email domraspreaward@emory.edu for support or reference our assignment list here.

Upon receipt of eNOA, the Post-Award Administrator assigned to your award will be in contact with you.

If you have been working with a Post-Award Administrator on an existing award or outstanding issue, do not hesitate to follow up with them directly. If you are unsure who to contact about an existing award or outstanding issue, please email domraspostaward@emory.edu for support.

If you are unsure of who to contact for assistance, these resources may help:

Find Your RAS: To determine which RAS unit supports your division.

Medicine RAS Pre/Post Assignments List: For DOM and FPM faculty, this is a detailed list of Pre- and Post-Award administrator assignments based on individual Principal Investigators and divisions.

DOMRASPreAward@emory.edu or DOMRASPostAward@emory.edu: For additional assistance, you can mail one of our central inboxes, and we will get you connected with the correct contact.

SciENcv Common Forms:

Other Support FAQs: This document includes common questions about using SciENcv to create Other Support Common Forms as required by NOT-OD-26-018, as well as clarifications and resolutions for common issues. 

Project List Template: This template can be used to create a list of research projects with all required information to prepare a Current and Pending Other Support (CPOS) document in SciENcv.

Project List Template-RAS Guide: This document details what data to enter in each cell of the Project List Template to ensure that it will work with the XML converter to be able to create a compliant XML file to upload to SciENcv.

Instructions for uploading XML: This document details how to uploaded an XML file to SciENcv to create a CPOS document. This can be utilized when preparing a Project List and using the XML converter independently.

SOM SciENcv Common Forms Quick Guide: This document gives an overview of how to use SciENcv to create CPOS and Biosketch Common Forms. It also includes links to additional resources from NIH and SciENcv.

Need additional help with SciENcv?: DOM and FPM researchers can also reach out to Ryan Achas, DOM RAS Navigator, to set up a session for personalized, hands‑on assistance via Zoom.

Sponsored Purchase/Cost Transfer Justification Forms should be completed and uploaded for the appropriate transactions to expedite processing:

Sponsored Journal Justification Form - to be attached to any journal entries or journal movers involving moving expenses between one or more sponsored accounts.

Sponsored Purchases and Reimbursements Justification - to be attached to Emory Express Requisitions and Compass Expense Reports.

Sponsored RST Justification Form - to be attached to any retroactive salary transfers submitted in Compass impacting one or more sponsored accounts.

Other resources:

Proposal Submission Deadline Policy: This one page document details the required timelines for pre-award support.

Responsibilities Matrix: This document is a breakdown of the tasks associated with research administration delineated by responsible areas.

Pre-Award Intake Form: Please submit this form to your assigned pre-award administrator to request support for your upcoming application.

OSP Finding Funding page

NIH Standing Due Dates: Use this page to learn about application cycles and their relationship to due dates, review and council dates, and earliest possible start dates.

Facilities Boilerplate Language: This link is a repository of facilities and includes specific language that can be utilized, as appropriate, when preparing the Facilities and Resources file for proposal applications.