The Grant Lifecycle
Pre-Award
Represents the beginning of the grant lifecycle, which includes announcing opportunities, submitting applications, and reviewing applications. Within this phase, ORA has established the Research Development, Outreach, and Engagement (RDOE) unit to helping maximize research success from the earliest stages.
Award
Represents the stage where funding decisions are made, awards are issued, and agreements
are established based on application reviews.
Post-Award
Covers the work done after an award is issued, including managing the project, reporting progress, and completing closeout requirements. It involves following the terms of the award and carrying out the funded activities as planned.
Grantcycle Timeline
roles and Responsibilities
Pre-Award Phase
The Pre-Award Phase marks the beginning of the grant lifecycle and includes identifying funding opportunities, preparing and submitting applications, and assisting with sponsor review processes. During this phase, our institution provides support and guidance to faculty and researchers to develop competitive proposals that align with both sponsor requirements and internal policies.
Faculty and researchers are encouraged to proactively search for funding that aligns with their research interests. Opportunities can be found through various sources, including federal agencies, foundations, corporations, and internal programs.
Our office can assist with:
- Interpreting funding announcements (e.g., FOAs, RFPs)
- Confirming eligibility and institutional requirements
- Aligning research aims with appropriate funding opportunities
- Investigating potential project outcomes and broader impacts
- Enrolling researchers in the GrantForward funding database and providing guidance on navigating, saving searches, and setting up future funding alerts
There are many funding options available to support what best fits your research passion and goals. For more information, visit the RDOE landing page or explore the Virtual Research Administration Manual. Click through the available options to find the support that aligns with your goals.
Before submitting a proposal, researchers should engage with your Contracts and Grants team to begin the internal routing and approval process. This process ensures that proposals comply with institutional, sponsor, and regulatory requirements.
Support includes:
- Budget development and review
- Compliance checks (e.g., IRB, COI, export control)
- Institutional approvals and routing in our internal proposal system (e.g., InfoEd)
Researchers should also allow adequate time for proposal development, including drafting the narrative, securing letters of support, and finalizing required documents.
Once the proposal is approved internally, the institutional signing official or research administrator will submit the application to the sponsor through the appropriate submission system. All proposals must be submitted through the institution’s designated channels to ensure accuracy, compliance, and proper recordkeeping.
After submission, sponsors conduct their own internal review processes. These typically include:
- Administrative review: Ensuring all required components are present
- Programmatic/peer review: Evaluating the scientific or technical merit
- Budget/financial review: Assessing allowability, allocability, and reasonableness of cost
While the review process is led by the sponsor, the institution may be contacted for clarifications or additional information during this stage.
AWARD Phase
After the sponsored agency completes its review of grant applications, it enters the Award Phase. Final funding decisions are made by agency officials who have legal and financial authority. These decisions are based on programmatic and financial evaluations and go through multiple levels of internal review to ensure fairness and quality. If selected for funding, you will receive a Notice of Award. Accepting the award commits you to comply with all grant terms, conditions, and applicable regulations. For more information, contact your Contracts and Grants Administrator/Coordinator.
Post Award Phase
The post-award phase includes carrying out the grant activities, tracking expenditures, submitting required reports, managing billing, and completing closeout. Throughout this phase, sponsoring agencies provide oversight and guidance to ensure compliance with all grant terms and regulations.
Effective reporting is a critical component of post-award grant management. Federal sponsors monitor project progress and spending through scheduled programmatic and financial reports, as well as performance metrics outlined in the award terms. These requirements help ensure transparency, accountability, and proper stewardship of sponsored funds.
Each award typically has an assigned program officer and grants management officer who review reports, conduct site visits, and provide guidance throughout the project. Establishing and maintaining open communication with these sponsor contacts is essential to clarify expectations and avoid compliance issues.
Reporting requirements, timelines, and submission systems vary by sponsor and award. PIs and departments should carefully review the award terms and consult with their assigned ORA Post-Award contact for support.
As a high-research activity (R1) institution, USM is subject to comprehensive audit oversight to ensure compliance with federal, state, and sponsor-specific regulations. Sponsored projects may be reviewed by internal auditors, federal agencies such as the Office of Inspector General, or external auditors as part of a Single Audit. These audits evaluate financial integrity, internal controls, and adherence to award terms.
To support audit readiness, our office works closely with PIs and departments to maintain accurate documentation and ensure expenditures and reporting align with sponsor expectations. If you receive an audit request or have questions about audit procedures, please contact your assigned ORA Post-Award contact immediately. Early coordination helps ensure timely responses and minimizes risk of findings or delays.
The closeout phase marks the formal conclusion of a sponsored project. At USM, our office works closely with PIs and their departments to ensure all closeout responsibilities are completed accurately and on time. In accordance with Uniform Guidance (2 CFR §200.344), final financial, technical, and other required reports must be submitted to the sponsor within 90 days of the award’s expiration or termination. FRA oversees the submission of financial reports, while PIs are responsible for technical and programmatic deliverables.
Faculty are encouraged to contact their ORA Post Award contact early in the closeout process to ensure all deadlines are met and to avoid delays or audit findings.