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Grant Applications for External Sources of Funding

1. Grants Management

The Office of Research Administration at Spaulding Rehabilitation Hospital performs all grant management operations at the MGH Institute including all pre-award (grant preparation, grant submission, etc.) and post-award (budget tracking, agency reporting, etc.) functions. Necessary information, application forms, and assistance can be obtained by contacting: Michael Moody, Senior Grant Administrator.

2. Grant Submission Process

The process for a faculty member to submit a grant application for external funding starts at the department level. A faculty member must obtain approval from the chair of his/her department before proceeding with an application for funding to an outside agency. Following departmental approval, the faculty member should alert the Director of Research Programs at the Institute and the Office of Research Administration at Spaulding Rehabilitation Hospital of his/her plan to submit a grant application, including information about the funding opportunity and agency, application deadline, collaborators, etc. The faculty member should then work closely with Research Administration at Spaulding to identify and assemble all of the components of the grant application.

Prior to submission, all grant applications must be approved by the Director of Research Programs at the MGH Institute and Research Administration at Spaulding Rehabilitation Hospital. In most cases, completed grants applications are actually submitted to the funding agency by Spaulding Research Administration.

Grant applications typically include:

  1. Administrative components:
    1. Conflict of Interest
    2. Funding opportunity
    3. Abstract
    4. Statement of work
    5. IHP budget worksheet
    6. Draft budget justification
    7. Biographical sketch
    8. Current and pending support (other support)
    9. Facilities and resources
    10. Letters of support
    11. Consultants
    12. Sub-awards (subcontracts to other institutions)
  2. Research plan
    1. Specific aims
    2. Research strategy (significance and innovation)
    3. Preliminary studies
    4. Approach/methods

All administrative components must be submitted to Spaulding’s Office of Research Administration at least 10 business days prior to the grant submission deadline for review and modification as needed. The research plan, the current version of the administrative components (pending final approval by Spaulding), and an MGH Institute of Health Professions Proposal Routing Form must also be submitted to the Institute’s Director of Research Programs at least 10 business days prior to the grant submission deadline to allow time for review. The Director of Research Programs may enlist the assistance of other faculty members in reviewing the research plan (science) if expertise in a particular area would be helpful. The Proposal Routing Form must be signed by the PI and department head or Dean of the school prior to submitting the grant application materials to the Director of Research Programs. It must also be signed by the Institute’s Chief Financial Officer if the proposal involves cost sharing or other special financial arrangements.  Following review and approval, the Associate Provost for Research provides the final signature on the Proposal Routing Form which is then forwarded to Spaulding Research Administration to indicate that the grant application is approved by the Institute for submission after all of the administrative components have also been finalized and approved by Spaulding.


3. Post-Award Process

All processes associated with being awarded a grant are managed by the Office of Research Administration at Spaulding Rehabilitation Hospital. The faculty member should inform Director of Research Programs at the Institute and the Office of Research Administration at Spaulding Rehabilitation Hospital if he/she receives notice of a grant award. The faculty member then works closely with Spaulding Research Administration to complete all of the steps necessary to accept the award, access the funding (e.g., set up a Partners fund number), track the use of funds, etc.