Division of Research
Proposal Submission Guidelines
Proposal Review and Approval
Once submitted to Brown’s proposal and award management system (Coeus), research proposals are routed for review and approval:
- first to the department chair or their designee,
- then for additional departmental review (as needed), and
- finally to either Sponsored Projects or the BioMed Research Administration (BMRA) for final review.
Only the appropriate authorized organizational representative in either Sponsored Projects or BMRA may submit proposals to external sponsors.
Should you identify an omission or error in a previously submitted proposal, you must contact the grant and contract administrator in Sponsored Projects or BioMed Research Administration (BMRA). These offices work in conjunction with Research Integrity to determine how best to update this information with the relevant sponsor. Staff are also available to answer any questions you may have about these requirements.
Guidelines and Deadlines
Brown requires researchers to submit complete proposals at least five business days in advance of the sponsor’s due date.
View upcoming submission deadlines for National Institutes of Health (NIH) proposals. All proposals are due to Sponsored Projects or BioMed Research Administration (BMRA) by the close of the business day unless otherwise indicated. For deadlines that fall on a Friday, complete proposals may be submitted until 9 a.m. on the following Monday.
Sponsored Projects uses a standard checklist to review all proposals for external funding. Click on the tabs to find specific guidance for NIH, NSF and NASA narratives.
Check the eligibility requirements for serving as a PI on an externally sponsored project at Brown.
Using Electronic Signatures
At the proposal stage, submitters are encouraged to use electronic signatures on internal forms, including investigator certifications, when a certified digital signature is used. Using Adobe’s “Fill and Sign” tool is not secure or certified, so these signatures cannot not be accepted. Instead, use the digital signature option in the Adobe “Certificates” tool or Docusign.
If you have questions, or a digital signature isn't possible, please reach out to your Sponsored Projects or BMRA representative for assistance.
Adobe Guide to Certificate-Based Signatures Using DocuSign at Brown
Sponsor-Limited Submissions
If a sponsor has a limited submission policy that restricts the total number of funding applicants from Brown University, Brown researchers interested in developing a proposal must get advance approval from Research Strategy and Development (RSD).
Patents and Copyright
If there is any potentially patentable information, including markings that designate the information as confidential or proprietary, or if PIs are concerned about protecting intellectual property as either patent or copyright, contact Brown Technology Innovations.
Looking for Assistance?
Sponsored Projects reviews and submits all research proposals outside the Division of Biology and Medicine (BioMed). BioMed proposals are managed by the BioMed Research Administration (BMRA).