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Proposal deadlines and Intent to Submit (I2S)

Need assistance with proposal deadlines or Intent to Submit?

Internal deadlines for research proposals are necessary to assure that Duke is meeting sponsor expectations in the conduct and administration of research. See below for important deadlines for proposal submissions, along with guidance and best practices to help adhere to these deadlines.

As soon as possible 

Once the funding opportunity has been identified, early notification and planning is critical in submitting a successful proposal for funding. 

  • Complete the Intent to Submit form. This notifies your grant administrator and pre-award office of your intention to apply for the opportunity so they can support you throughout the application process. You also have the opportunity to request a project planning consultation with the Research Navigators. 

  • Convene your team to discuss proposal plans and any elements that may take additional time or approvals, such as subawards or international activities. Access best practices for planning your proposal

Fifteen business day Intent to Submit deadline

If you have not already completed Intent to Submit, it must be completed a minimum of 15 business days prior to your intended submission date. This requirement is for new submissions, and not for progress reports, RPPRs, and non-competing renewals as this information should be managed via SPS and in accordance with sponsor instructions.

Please note that many departments require that Intent to Submit be completed more than 15 business days in advance.

Department/Center/Institute review

Prior to the internal submission deadline, the investigator(s) and grant administrator should work together to ensure the application is complete and compliant with the sponsor and Duke University requirements. Your Department, Center, or Institute may have a deadline for proposals ahead of the five business day internal deadline. 

Additionally, accuracy and acceptability of information included within the application are the responsibility of the investigator(s) and the owning Department, Center, or Institute.

Five business day internal deadline

Proposals must be received in final form (submission ready) by the central pre-award offices (ORA for SOM/SON or ORS for Campus Schools) at least five business days in advance of your submission deadline.

  • Final documents include all contents of the application as intended to be submitted to the sponsor. Only changes requested/required by ORA/ORS can be made to the application once received in ORA/ORS for institutional review. 

  • In rare, extenuating circumstances, when the five business day deadline cannot be met, a Late Waiver Request may be submitted, subject to institutional review and approval. Access guidance about submitting a Late Waiver Request

Note: the five business day deadline does not apply to white papers, Letters of Intent to apply, and  Pre‐Proposal submissions, unless a budget or Institutional Authorized Official signature is required. These can be submitted directly to the sponsor, unless your department has a review/submission process in place.

Access internal submission deadline frequently asked questions