Proposal Preparation Requirements Federal Government - NIH
The information on this page was taken from the NIH website.
PDF File Name
Save all files with descriptive file names of 50 characters or less and be sure to only use standard characters in file names: A through Z, a through z, 0 through 9, and underscore (_). Do not use any special characters (example: “&”, “-”, “*”, “%”, “/”, and “#”) or spacing in the file name, and for word separation use underscore (example: “My_Attached_File.pdf”) in naming the attachments.
Use an Arial, Helvetica, Palatino Linotype, or Georgia typeface, a black font color, and a font size of 11 points or larger. (A Symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.)
Type density, including characters and spaces, must be no more than 15 characters per inch.
Type may be no more than six lines per inch.
Paper Size and Page Margins
Use standard paper size (8 ½" x 11).
Use at least one-half inch margins (top, bottom, left, and right) for all pages. No information should appear in the margins, including the PI’s name and page numbers.
Since a number of reviewers will be reviewing applications as an electronic document and not a paper version, applicants are strongly encouraged to use only a standard, single-column format for the text. Avoid using a two-column format since it can cause difficulties when reviewing the document electronically.
Do not include any information in a header or footer of the attachments. A header will be system-generated that references the name of the PD/PI. Page numbers for the footer will be system-generated in the complete application, with all pages sequentially numbered.
Figures, Graphs, Diagrams, Charts, Tables, Figure Legends, and Footnotes
You may use a smaller type size but it must be in a black font color, readily legible, and follow the font typeface requirement. Color can be used in figures; however, all text must be in a black font color, clear and legible.
Page limits for all types of NIH funding may be found on the NIH website.
Use the sample format on the Biographical Sketch Format Page to prepare this section for all (modular and other) grant applications. Include biographical sketches of all Senior/Key Personnel and Other Significant Contributors.
The Biographical Sketch may not exceed four pages per person. This 4-page limit includes the table at the top of the first page.
If the individual is registered in the eRA Commons, include the Commons User Name. Key personnel that do not have an eRA Commons User Name should contact OSRP at 312.567.3035.
Complete the educational block at the top of the format page beginning with baccalaureate or other initial professional education, such as nursing, and include postdoctoral training, separately referencing residency training when applicable. For each entry provide the name and location of the institution; the degree received (if applicable); the month and year the degree was received, and the field of study. For residency entries, the field of study section should reflect the area of residency.
Following the educational block, complete sections A, B, C, and D as outlined in the sample Biographical Sketch Format Page.
The Project Summary must contain a summary of the proposed activity suitable for dissemination to the public. This Summary must not include any proprietary/confidential information.
State the application’s broad, long-term objectives and specific aims, making reference to the health relatedness of the project (i.e., relevance to the mission of the agency). Describe concisely the research design and methods for achieving the stated goals. Avoid describing past accomplishments and the use of the first person. This section must be no longer than 30 lines of text, and follow the required font and margin specifications. An abstract which exceeds this allowable length may be flagged as an error by the agency upon submission.
Provide Project Narrative in accordance with the announcement and/or agency-specific instructions.
The second component of the Project Summary/Abstract (i.e., “Description”) is Relevance. Using no more than two or three sentences, describe the relevance of this research to public health. In this section, be succinct and use plain language that can be understood by a general, lay audience.
Bibliography & References Cited
Provide a bibliography of any references cited in the Project Narrative. Each reference must include the names of all authors (in the same sequence in which they appear in the publication), the article and journal title, book title, volume number, page numbers, and year of publication. Include only bibliographic citations. Applicants should be especially careful to follow scholarly practices in providing citations for source materials relied upon when preparing any section of the application.
Facilities & Other Resources
This information is used to assess the capability of the organizational resources available to perform the effort proposed. Identify the facilities to be used (Laboratory, Animal, Computer, Office, Clinical and Other). If appropriate, indicate their capacities, pertinent capabilities, relative proximity and extent of availability to the project. Describe only those resources that are directly applicable to the proposed work. Provide any information describing the Other Resources available to the project (e.g., machine shop, electronic shop) and the extent to which they would be available to the project.
- No special form is required but this section must be completed and attached for submissions to NIH and other PHS agencies unless otherwise noted in an FOA. Describe how the scientific environment in which the research will be done contributes to the probability of success (e.g., institutional support, physical resources, and intellectual rapport). In describing the scientific environment in which the work will be done, discuss ways in which the proposed studies will benefit from unique features of the scientific environment or subject populations or will employ useful collaborative arrangements.
- For Early Stage Investigators, describe institutional investment in the success of the investigator, e.g., resources for classes, travel, training; collegial support such as career enrichment programs, assistance and guidance in the supervision of trainees involved with the ESI’s project, and availability of organized peer groups; logistical support such as administrative management and oversight and best practices training; and financial support such as protected time for research with salary support.
- If there are multiple performance sites, describe the resources available at each site.
List major items of equipment already available for this project and, if appropriate identify location and pertinent capabilities.
Attach a file to provide any other project information not provided above or in accordance with the announcement and/or agency-specific instruction.
Please provide the contact information of the non-lead institution's Sponsored Research office. With all subawards where IIT is the lead institution, the subrecipient must provide a consortium letter (signed by the non-lead institution’s Authorized Institutional Official), statement of work, budget (R &R Subaward Budget Form), budget justification, and biographical sketch to the Office of Sponsored Research and Programs at least 5 business days prior to the proposal submission.
Any paid or unpaid consultant must provide a letter addressed to the IIT Office of Sponsored Research and Programs including the individual’s expertise, compensation rate by month, day or hour, and the expected duration and involvement within the project at least 5 business days prior to the proposal submission.
To meet the NIH regulation on financial conflict of interest, all PIs who receive NIH funding must complete the NIH Web-based financial conflict of interest tutorial and provide OSRP with the certificate of completion before their award will be processed.