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VIMS Proposal Submission Requirements:

The Office of Sponsored Programs (OSP) and the Associate Dean of Research and Advisory Service (ADRAS) work together to ensure high-quality, complete proposal packages are submitted to funding agencies in a timely manner.  This is achieved by a thorough review of each proposal for compliance with sponsor and Institute requirements prior to submission. 

Complete and final proposal packages must be electronically received by OSP at least ten (10) full business days prior to the sponsor's due date.  This will permit OSP administrators and ADRAS to perform a thorough review of the final documents, make any necessary corrections, and allow sufficient time for the submission process.  If any proposal documents are not in final form, the proposal is considered late.  If the internal deadline is not met and the OSP office does not have sufficient time for a thorough review, the proposal will not be submitted. 

Researchers in academic departments (AHS, BS, FS & PS) must have their budgets reviewed by their Departmental Finance Officer before submission to OSP.  Centers may have similar requirements for budget review and approval.

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. Off-campus access requires Virtual Private Network (VPN). For assistance with setting up VPN access off-campus, please submit an ITNS Service Request:

VIMS Proposal Cover Page:

Prior to submission of the completed proposal package, the proposal must be reviewed and endorsed by all of the following (or their designee):

  • Principal Investigator (PI) - The PI grants approval for proposal submission by submitting the Proposal Routing and Review Form (above).  They will not need to digitally sign the Proposal Cover Page.
  • Co-Investigators (Co-PI)
  • Department Chair/Center Director
  • Katherine Davis Small,
    Assistant Director of Sponsored Programs
  • Mark Luckenbach,
    Associate Dean for Research and Advisory Service (ADRAS)

It is the PI's responsibility to provide proposal materials to Co-PI's and Department Chair(s)/Center Director(s) in a timely manner for their review.

Submission of the Proposal Routing and Review Form will immediately generate e-mails to Co-PI's and Department Chair(s)/Center Director(s) requesting their approval of the Proposal Cover Page.  To access the Cover Page, you must be logged into the VIMS network either on campus of via VPN.  For assistance with setting up VPN access off-campus, please submit an ITNS Service Request: