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VIMS Proposal Submission Requirements

It is the policy of the Office of Sponsored Programs (OSP) and the Associate Dean of Research and Advisory Service to ensure high quality, completed proposal packages are submitted to funding agencies in a timely manner.  This includes a thorough review of each proposal for compliance with sponsor and Institute requirements prior to submission.  Under normal circumstances, submission five business days (Monday - Friday, 8 am - 5 pm; does not include weekends and holidays) prior to the agency deadline will be sufficient.  Occasionally, during periods of particularly high volume, OSP may request additional time for review.  Proposals will be addressed in the order in which they are received.  In addition to the submission of the completed proposal package required for the Request for Proposals (RFP), please submit the following:

Proposal Routing and Review Form:

The Routing/Review Form (*VIMS personnel only) is one of the most important planning documents in the proposal  process.  Vessels, Diving, the Seawater Lab, and the Safety Office receive notification when an investigator indicates planned use of those services.  Please include enough information in the text boxes to ensure allow adequate review by those departments.

The Routing form also provides  notification of potential actions that may be required to ensure compliance with regulatory requirements.

* Please note: To prevent unauthorized access, the Route and Review form has been restricted to  VIMS staff only.

VIMS Internal Cover Sheet:

Prior to submission of the completed proposal package, a signed "Cover Sheet" MUST be on file with OSP.  Templates are available here.

The cover sheet MUST be endorsed by all of the following (or their designee):

  • Principal Investigator and all Co-Investigators
  • Department Chair(s)
  • Katherine Davis Small,
    Assistant Director of Sponsored Programs
  • Mark Luckenbach,
    Associate Dean for Research and Advisory Service (ADRAS)
Since many proposal submissions are now digital, OSP will accept Department Chair(s) and co-PI's authorizations via email.