Grants Workflow

Last Update: March 11, 2026

Quick Overview

Start EarlyAllow a minimum of 45 days before the deadline for larger grants; smaller mechanisms may move faster. Large contracts may need 4–6 months.
Follow 10-7-5-2 PolicyYour proposal must be in myResearch 10 business days before the deadline for Dean's office approval, then routed to OSA (7 days) and/or OSP (5 days), with the final submission due 2 business days out — all by 9:00 AM.
Talk to your Chair FirstBefore anything else, discuss workload, effort, and feasibility with your Department Chair.
Loop in the Dean's OfficeContact the Director of Scholarship, Innovation, and Analytics (SIA) early - they want to help you navigate the process
Five key stepsEligibility & notification → Proposal development → Initial submission & routing → Administrative review (OSA/OSP) → Final submission by OSP

The outline below provides a generalized, step by step approach to developing and submitting a internal or external foundation or government grant (award, funding, contract) of any size through the School of Health Professions.

We advise faculty and staff to reach out to the Director of Scholarship, Innovation, and Analytics (SIA) or the Associate Dean for any questions or discussions for how to best approach and navigate this process. We want to have a conversation! 

While it is recommended to begin at a minimum one month in advance, larger funding mechanisms or contracts may require significantly more time for preparation (4-6 months), internal approvals, and revisions. In contrast, smaller funding mechanisms may have quicker turnaround times. 

For extramural grant routing, SHP follows a 10-7-5-2 policy, where the grant proposal must be uploaded to myResearch at least 10 business days before the due date of the grant for SHP approval from the Dean's office. Once the Dean's office has approved the proposal, it will be routed to OSA if needed (7 business days before) and then OSP (5 business days before), or directly to OSP (5 business days before) depending on what services are requested to meet the 5-2 policy set by OSA and OSP. 

If you have any questions or need assistance at any stage of the process, please contact the Director of Scholarship, Innovation, and Analytics (SIA) at hants.williams@stonybrook.edu.

Step 1: Determine Eligibility & Preliminary Notifications

  • Determine if your are eligible to be the principle investigator (PI) for the grant 
  • Notify your Department Chair about your intent to submit a proposal, or participate as a team member.
    • The conversation with your chair should focus on determining the amount of required time and effort that would be necessary to achieve the objectives of your grant. Be prepared to review your how your scholarship, research, or service workload units may require adjustment if the grant is funded.  
    • In addition, a lay-person outline (<250 words) of your proposal should be submitted to the Deans Office - Director of Scholarship, Innovation, and Analytics (SIA), after first reviewed by the department chair 
  • MINIMUM TIMELINE:  Should be completed and submitted at minimum 45 days before the deadline 

Step 2: Proposal Development

  • Develop the proposal and define your role in collaboration with the Chair and or SHP's SIA 
  • Work on key components such as Budget, Biosketch, Facilities, and other required proposal documents.
  • Begin the submission process in myResearch.
  • MINIMUM TIMELINE:  Should be completed and submitted at minimum 21 days before the deadline 

Step 3: Initial Submission & Routing

  • Upload all administrative components of the application along with a draft of the technical section into myResearch.
  • Route the application for approvals through:
    • Chair
    • Director of Scholarship, Innovation, and Analytics (SIA) 
    • Office of Sponsored Programs (OSP)
    • Other necessary stakeholders
  • MINIMUM TIMELINE:  Should be completed and submitted at minimum 10 business days before the deadline by 9:00am 

Step 4: Administrative Review by OSA and or OSP

  • If you utilize the pre-grant services by OSA (e.g., support from Andria Adler) the application must also receive a administrative review by OSA at least 5 business days before the submission deadline. 
  • After OSA review, or if no OSA review is required, the proposal then moves to OSP where they also conduct an administrative review of the fully routed proposal.
  • OSP may request revisions; if changes are required, they may need to be re-approved.
  • Ensure sufficient time for approvals and revisions.
  • MINIMUM TIMELINE:  Should be completed and submitted at minimum 7 business days for OSA, and 5 business days for OSP before the deadline by 9:00am 

Step 5: Final Proposal Submission

  • Upload the final version of the technical proposal.
  • OSP conducts a final review and submits the proposal to the sponsor.
  • MINIMUM TIMELINE:  Should be completed and submitted at minimum 2 business days before the deadline by 9:00am 

Role of the Office of Sponsored Programs (OSP), Office of Scientific Affairs (OSA), and Grants Management

The Office of Sponsored Programs (OSP) is the central point of coordination and administration of research and sponsored programs. Dedicated staff in OSP serve as the University's authorized representatives responsible on behalf of SBU's  research community for the review, endorsement and submission of proposals to extramural sponsors that support research, training instructional and other activities. OSP play a crucial role in ensuring successful proposal submission and compliance with institutional and sponsor requirements. 

In addition to OSP is the Office of Scientific Affairs (OSA) within the School of Medicine. The OSA offers expert assistance in identifying and developing intellectual property, navigating the complex regulatory/compliance issues integral to biomedical research, and concept-based experimental design. The OSA also targets emerging opportunities in extramural funding sources that support areas of research interest and expertise on campus. 

All proposals at a minimum, must adhere to the "10/7/5/2 day" proposal submission policy. 

  • ALL proposals must first be submitted to myResearch for the Dean's office for approval 10 business days before the deadline 
    • For proposals only require university routing through OSP: After SHP Dean's approval, the proposal will be routed to OSP five (5) business days before the sponsor deadline (by 9 AM), with placeholders for the final Technical Proposal: osp@stonybrook.edu  . AT A MINIMUM: The final proposal (including all required approvals) must be submitted to OSP two (2) business days before the sponsor deadline (by 9 AM). 
    • For proposals that require routing to OSA and OSP: After SHP Dean's approval, the proposals will be routed to the School of Medicine Dean's Office by 9:00 AM at least five (7) business days before the sponsor’s deadline and must include the abstract, budget, budget justification and facilities documents.
    • For exceptions: Exceptions for OSP should be submitted here; for exceptions related to OSA routing, your requests must be emailed by the Department Chair to the SOM Dean’s Office via OSA for review and approval. 

Sign-off Officials for SHP Departments 

Office of the Dean Signatories

Dean and Professor - Stacy Jaffee Gropack  - 
Associate Dean and Professor - Eric Lamberg - eric.lamberg@stonybrook.edu 
Director of Scholarship, Innovation, and Analytics (SIA) – Hants Williams: hants.williams@stonybrook.edu

**The Dean’s office signs off on all chair/program director IRBs or grants as required by the IRB/grants office**

IRB and myResearch Sign off

Program

Primary Name and Email Address

Alternate Name and Email Address

Applied Health Informatics

Rajiv Lajmi – Department Chair (Rajiv.Lajmi@stonybrook.edu )

Hants Williams – Dir SIA (hants.williams@stonybrook.edu)

Athletic Training

Xristos Gaglias – Department Chair (Xristos.Gaglias@stonybrook.edu)

Hants Williams – Dir SIA (hants.williams@stonybrook.edu)

Clinical Laboratory Sciences

Jeannie Guglielmo  - Department Chair (Jeannie.guglielmo@stonybrook.edu)

Hants Williams – Dir SIA (hants.williams@stonybrook.edu)

Health Science

Deborah Zelizer – Department Chair Deborah.zelizer@stonybrook.edu

Hants Williams – Dir SIA (hants.williams@stonybrook.edu)

Occupational Therapy

Dale Coffin – Department Chair (dale.coffin@stonybrook.edu)

Karen DeChello – Vice Chair (Karen.dechello@stonybrook.edu)

Physical Therapy

Dan Lee – Department Chair (dan.lee@stonybrook.edu)

Sharin Martino (sharon.martino@stonybrook.edu)

Speech Language Pathology

Renee Fabus –Chair (Renee.Fabus@stonybrook.edu)

Hants Williams – Dir SIA (hants.williams@stonybrook.edu)

Physician Assistant

Donna Ferrara –Chair (donna.ferrara@stonybrook.edu)

Lynn Timko-Swaim (Lynn.Timko-Swaim@stonybrook.edu)

Respiratory Care & Polysomnography

Lisa Johnson – Chair (lisa.johnson@stonybrook.edu)

Ann Cuccia  (ann.cuccia@stonybrook.edu)

Center for Community Engagement

Agnes McConlogue-Ferro –Director (Agnes.McConlogueFerro@stonybrook.edu)

Hants Williams – Dir SIA (hants.williams@stonybrook.edu)

Rehabilitation Research and Movement Performance Laboratory (RRAMP Lab)

Hants Williams – Dir SIA (hants.williams@stonybrook.edu)

Eric Lamberg – Associate Dean, (eric.lamberg@stonybrook.edu)

Additional Resources

Finding Grants 

Submission Process

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