preaward toolkit


This toolkit is based on forms and information required for NIH grant proposals. While the same or similar information is required by other funding agencies, the format may differ somewhat. For directions about specific funding organizations or other questions related to grant applications, please contact your PreAward Analyst.

Video Tutorial: How to Find Your PreAward Analyst

To connect with links to funding agencies and opportunities, please visit our Find Funding page.

Guidelines for Internal Budget Development
  • If you’re not sure whether a collaborator at another institution should be paid as a subcontractor or via purchase order, check out Subcontract vs. PO Decision Cycle and the budget templates on our Forms website.
  • For additional information regarding pay, refer to classified job titles and classified salary ranges available on the UTMB HR website.
  • Effective 8/24/19, the graduate student stipend increased to $31,000.
  • Effective 8/21/21, the graduate student stipend will increase to $31,500.
  • Postdoctoral fellows’ salary range (*UPDATED 4/2017) for research grant applications (not Training or Fellowship applications--See also NOT-OD-20-070). 
    Assistant professor salary range: (Negotiable). 
  • See also: Calculator to convert percent effort to person months and fringe benefit rates.
Forms F Guidance

Notices related to Forms F: 

Electronic Submission and eRA Commons Information

Visit the UTMB Training Grants website for additional resources developed to help you apply and subsequently manage training grants.

NOT-OD-21-073: Upcoming Changes to the Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021

Biosketch Information, Templates, and Samples
Non-fellowship Biosketch FAQs
Fellowship Biosketch FAQs
NOT-OD-21-073: Upcoming Changes to the Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021

Other Support Information
Other Support Format Page
Other Support Instructions
Other Support Sample
Other Support FAQ

Sponsors sometimes limit the number of grant applications that an institution may submit in response to a funding opportunity. These opportunities are known as "limited submission" or "limited proposal" opportunities. In such cases the Office Sponsored Programs will initiate and conduct an internal competition to determine the proposal(s) that may move forward and to ensure that the university submits only the allowable number of proposals.

See our Limited Proposal Opportunities Process instructions below, as well as our Limited Submission SOP.

If you identify a funding opportunity with such limitations, notify Erika LeGros immediately. Participating in an internal competition is required in order to submit applications to limited proposal opportunities.

If you have questions about limited proposal opportunities, email Erika LeGros.

Current Limited Proposal Competitions

Current limited proposal competitions available:

Core Facility Support Award (limit 1 new, 1 renewal, or 1 resubmission)
Early Clinical Investigator Award (limit 2)
High Impact/High Risk Research Award (limit 5)

If you are interested in applying to a limited proposal opportunity that is not listed, please contact Erika LeGros as soon as possible.

Closed Limited Proposal Competitions

UTMB is always asked to nominate outstanding young faculty for the Searle Scholars Program, the Pew Scholars Program in the Biomedical Sciences and the Pew-Stewart Scholars for Cancer Research.  Because this is a limited competition with only one nominee from each selected institution, interested parties are asked to submit a Letter of Intent including a one-page abstract and a biosketch to Erika LeGros on or before May 10, 2019. Candidates will be selected quickly as the deadline is the end of June.

Pew Scholars Program in the Biomedical Sciences

The Pew Scholars Program and Pew-Stewart Scholars for Cancer Research are national funding initiatives designed to support assistant professors of outstanding promise in science relevant to the advancement of human health. Each award provides $300,000 in flexible support—$75,000 per year for a four-year period.

  • Candidates must have been awarded a doctorate in biomedical sciences or medicine.
  • As of Oct. 15, 2019, nominees must hold full-time appointments at the rank of assistant professor.
  • On June 29, 2019, candidates must have been in such an appointment for less than three years (not appointed before June 29, 2016).
  • Candidates may be nominated by their institutions two times in total.
  • If an applicant’s university has more than one eligible nominating institution or campus, that applicant may apply only from one institution; the applicant may not reapply in a subsequent year from a different one.  

Searle Scholars Program

The Searle Scholars Program makes grants to selected universities and research centers to support the independent research of exceptional young faculty in the biomedical sciences and chemistry who have recently been appointed as assistant professors on a tenure-track appointment. Grants are $300,000 for a three-year term with $100,000 payable each year of the grant, subject to the receipt of acceptable progress reports.

More information about the program can be found here.

The Edward Mallinckrodt Jr Foundation Grant is designed to provide faculty members who hold M.D. and/or Ph.D. degrees, and who are in the first to fourth year of a tenure-track position, with support to move the project forward to the point where R01 or other independent funding can be obtained. Regular grants provide $60,000 per year for a period of up to three years. This is a limited submission where only one (1) application per institution is allowed.

Annual submission deadline:  August 1

Limited Proposal Opportunities Process

The Grant Research and Oversight Group oversees the selection process for limited proposal opportunities.

If an investigator identifies a funding opportunity which limits the number of submissions, they should immediately notify Erika LeGros. Participating in an internal competition is required in order to submit a proposal to a limited proposal opportunity.

Selection Process

The Office of Sponsored Programs announce the call for internal selection for a limited submission opportunity.  It is publicized in the Research Blog, Listservs, Daily Announcements, and emailed to Vice Chairs of Research.  The information includes details on the opportunity, sponsor, funding amount, sponsor deadline, directions for the pre-proposal process and the deadline for the internal competition.

The pre-proposals are reviewed by the Grant Research and Oversight Group.  Submissions are evaluated to decide which submission(s) will move forward. Key considerations include alignment with the funder’s criteria, the university’s strategic priorities and a proposal’s chance of being funded.  The selected PI(s) are authorized to prepare and submit a full proposal by the sponsor’s deadline.

Erika LeGros
Manager, PreAward
Phone: (409) 266-9480

Cathy Sainz
Senior Sponsored Programs Analyst
Phone: (409) 266-9403

Tricia Smith
Senior Sponsored Programs Analyst
Phone: (409) 266-9409

Kristi Speights
Senior Sponsored Programs Analyst
Phone: (409) 266-9414

R. Christopher Rojas
Sponsored Programs Analyst II
Phone: (409) 266-9411