Grants Workflow

Last Update: Feb 12, 2025

SHP Grants Workflow

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. 

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.  
  • Following preliminary chair approval, notify the Deans Office - Director of Scholarship, Innovation, and Analytics (SIA) 
  • Minimum Timeline: At least 1 month 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: Begins 3 weeks before the deadline and is ongoing.

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: 2 weeks before the deadline.

Step 4: Administrative Review by OSP

  • OSP conducts 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: 5 business days before the deadline.

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.
  • Timeline: 2 business days before the deadline.

Role of the Office of Sponsored Programs (OSP) 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. All proposals at a minimum, must adhere to the "5/2 day" proposal submission policy. 

  • A complete Administrative Proposal must be submitted 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). 

 

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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