Grant Writing Timing & Process


Grant Proposal and Progress Report Timing

  • When planning to submit a new proposal or progress report, or apply for a fellowship, please contact Cecilia Stodd 3 weeks prior to the submission deadline.
  • All proposals must be finalized and submitted to Cecilia 3 days prior to the submission deadline. This will ensure staff are available in the Dean’s office to review and submit to RSP.

Why plan ahead?

  • During NIH and NSF unsolicited proposals deadline windows, we have had as many as 14 proposals to submit just in the Chemistry Department.
  • L&S has 40 departments submitting proposals at the same time as ChemistryThe L&S grants office closes at 4 p.m. daily.
  • Research and Sponsored Projects (RSP) makes the final approval before proposals are released. The RSP grants office closes at 4:30 p.m. daily.
  • Sometimes there are problems! Grants submissions systems can slow down due to high traffic rates. Also, the L&S grants office or RSP may catch last-minutes errors or omissions and request revisions prior to final submission.

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For help with new proposals, contracts, MTAs, WISPER records, and no-cost extensions email:

Notice for WISDM users

WISDM has been decommissioned as of October 29, 2020. Please familiarize yourself with its replacement, WISER.

Experienced WISDM users may see a short overview of WISER through a new class, WISER for WISDM Users. Those with no experience in either system should sign up for Introduction to WISER. Updated class listings may be found here.

For grants-related training and information on WISER projects or grants management, please check here.

Additional WISER resources can be found on the Accounting Services financial systems page and on the UW System’s page. Finally, feel free to reach out to the FRAS team by e-mail.

Helpful Documents

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Checklist for NSF Proposals (abbreviated)

Checklist for R01 Proposals (abbreviated)

For help with new proposals, contracts, MTAs, WISPER records, and no-cost extensions email:

Grants assistance is available from the following

Egan, Pat

Position title: Department Administrator


Phone: 608-262-1487


Contact for:

  • Non-sponsored awards, gifts, and donations; to clarify gift criteria; to accept a gift; to set up a UW Foundation account; any questions relating to UW Foundation expenditures; Newly defined staff recruiting and hiring; and performance management, promotions, changes in duties, and reclassifications

Johnson, Hailey

Position title: Financial Specialist


Phone: 608.262.0206


Contact for:

  • Pre-Award Grants: to prepare and submit an NSF or NIH proposal or to process Material Transfer Agreements (MTAs).
  • Post-Award Grants: to project grant expenditures or to apply for a no-cost extension. 

Kachel, Tim

Position title: Associate Accountant


Phone: 608-262-7517


Contact for:

  • Post-Award Grants: to project grant expenditures, to apply for a no-cost extension, and for all financial analysis of your funding

Stodd, Cecilia

Position title: Research Administrator


Phone: 608-262-4561

Contact for:

  • Pre-Award Grants: to prepare and submit a proposal, to apply and submit applications for a fellowship, to prepare and submit a progress report, and to process industry contracts, Material Transfer Agreements (MTAs), and Confidentiality Agreements (CDAs)