1. PI/PD (Principal Investigator or Project Director) completes the Intent to Submit for grants where we are the Prime Institution or the Intent to Submit as a Subcontractor for grants where another institution is the Prime; sends to grantsofc@sutterhealth.org; strongly requested at least 6-8 weeks before deadline.
   1. The Intent to Submit form should be completed in full but if you don’t have all the information, the absolute must haves are (the form will have to be fully completed at a later date):
      1. FOR PRIME APPLICATIONS:
         1. PI name
         2. Contact information
         3. Application Announcement with the link if available
         4. How many years
         5. Human vs. Vertebrate Animal Research
         6. If you will have subcontractors and other collaborators
      2. FOR NON-PRIME APPLICATIONS:
         1. Sutter PI Name and contact information
         2. Other Institution PI Name and contact information
         3. If you will have subcontractors
   2. Senior/Key Personnel
2. Grants Office contacts the PI/PD with the assignment of a grants administrator (GCA) who will assist with the proposal (within 72 hours).
3. GCA reviews proposal instructions, sets up the deliverables and the tentative schedule.
4. GCA schedules meeting with PI/PD to review deliverables and instructions.
5. Meeting will cover the following points:
   1. PI to describe the research and the roles of subcontracts and collaborators
   2. GCA to review the Program Announcement requirements with the PI Team
   3. GCA to show the application package/website that the grant submission and describe Grants Office responsibility (if new PD or PI)
   4. Review the checklist and timeline
      1. Clarify who will collect biosketches
      2. Clarify if the PI/PD will prepare a template of a letter of support.
      3. Clarify who will collect the letters of support.
      4. Clarify if the PI has contacted all the collaborators/subcontractors about the proposal.
         1. GCA will collect all the subcontract documents (including the budget)
      5. Review which documents are collaborative
         1. What will be the process for the collaboration
      6. Review all other documents due so that it is clear who is responsible
   5. Discuss preferred methods of communication:
      1. What does the PI want/need
      2. What does the GCA want/need
      3. Face to face meetings, web meetings, conference calls, or emails
      4. Frequency of communication
   6. If federal award, prepare document for CFO approval of grant application.  Required information includes:
      1. PI Name
      2. Estimated Total Costs of the study
      3. Due Date of application
      4. Administering Unit
      5. Funding Announcement number
      6. Project Dates
      7. Aims/Abstract of the Project
      8. If award is less than $250,000 total costs, brief description of why it is important for Sutter Health to participate and if there are sufficient funds to carry out the project.

More Information

If you are submitting a proposal, be sure that you also review the following information in each of these links below. When ready, use the appropriate form below to notify the Grants Office of your intent to prepare or participate on a proposal.

• Timeline for proposal submission
• Delineation of duties
• Instructions on specific forms
• Deadlines instructions for grant proposals