Proposal Preparation Policies

Deadlines

Early Deadline Materials

  • Budget
  • Budget justification
  • Other support (if required at time of submission)
  • Abstract or summary
  • Subrecipient documents:
    • Statement of work
    • Budget
    • Budget justification
  • Signed SR Form 1, face page or letter of endorsement
  • Signatures of PI and all co-PIs on Duke Proposal Approval Form (DPAF)

Proposal process starts when the following has been provided:

  • Title, start date, duration
  • Funder due date
  • URL of RFP
  • All personnel names and roles
  • All departments/institutions (with admin contact info if outside Duke)
  • Budget items

Schedule Meetings or provide info in emails as early as possible, but no later than the following:

  • Single/Multiple CS PI Proposals: 10 business days before proposal deadline
  • Multiple Departments and/or Schools and/or Universities or other institutions: 14 business days before deadline as set by lead organization (proposal deadline if Duke is lead)

Limit drop-by meetings to short conversations; use email whenever possible.

The early deadline materials (listed in the blue box above) must be completed 7 business days before the proposal deadline. (Requests for waiver must go to the Chair in writing a minium of 24 hours in advance.)

Provide read-access to ORS as soon as possible and no later than 5 business days before the proposal deadline.

For guaranteed submission, final materials must be uploaded and ORS given permission to submit a minimum of one full business-day before proposal deadline. (Requests for waiver must go to the Chair in writing minimum of two full business-days in advance).

Budget Preparation Resources

Standard Personnel Rates

Important Note: All grant proposals must be coordinated with the Grants Manager. The following figures are for your convenience only. They are subject to change.

 Graduate Student Salaries: 2010-11 2011-12 2012-13 2013-14
Academic Year Salary $19,840 $20,240 $20,950 $21,580
Summer Salary, per month $4,409 $4,497 $4,656 $4,795
 Undergrad Student
 Salaries
$9.25-
$16.75
$9.50-
$17.00
$9.50-
$17.00
$9.50-
$17.00
 
 Fringe Rates by FY: 2010-11 2011-12 2012-13 2013-4
Faculty/Other Professionals        
Federal Rate: 24.0% 25.7% 24.4% 24.3%
Non-Federal: 25.9% 27.8% 26.4% 26.3%
Postdocs 17.3% 21.4% 20.4% 17.7%
Grad Students 8.4% 8.3% 9.0% 8.8%
Undergrads (summer only) 7.7% 7.7% 7.7% 7.7%
 
 Computer Facilities Support: 2010-11 2011-12 2012-13 2013-4
Per faculty month $476 $476 $481 $481
Per student AY month $238 $238 $240 $240
Per student summer month $476 $476 $481 $481
 
 Tuition Remission: 2010-11 2011-12 2012-13 2013-4
Per Semester
(fall, spring, summer)
$2,755 $2,865 $2,980 $3,100
 
 Facilities and Admin
 (F&A) Rate
57% 57% 57% 57%