Pre-Award Resources
Important Sponsor Updates
Effective for due dates on or after May 25, 2026
The NIH now requires the use of Common Forms for Biographical Sketches and Current and Pending Other Support documents. These Common Forms are created through the SciENcv module in MyNCBI. You must have an ORCID ID and it must be linked in your eRA Commons account.
NOT-OD-26-046: Updated Elements of an NIH Data Management and Sharing Plan
Effective for due dates on or after May 25, 2026
We will have additional guidance available from SPA regarding the new DMS Plan template in April 2026.
The new NRSA stipend levels have been released and will be applied for all Kirschstein-NRSA awards and applications and we will employ use of the updated Postdoctoral stipend schedule for budgeting purposes on new applications as appropriate.
NOT-OD-26-062: Prior Approval for Changes to Domestic Subawards
Effective June 1, 2026
The NIH now requires prior approval to add a new domestic subaward to an awarded project that was not originally a part of the approved application.
NOT-OD-26-064: Update of NIH Late Application Submission Policy and End of Continuous Submission
Effective for due dates on or after May 25, 2026
Continuous Submission applications will be accepted through August 10, 2026
ASG Pre-Award Internal Timeline
The ASG Pre-Award team strives to submit proposals in an efficient and timely manner. To this end, we follow the timeline below as requested by SPA to ensure that both our ASG Pre-Award Administrators and our SPA Pre-Award Administrators have sufficient time to review proposals prior to the submission deadline.
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A&P (Budget) Approval: 15 business days prior to the submission deadline
SPA Approval: 10 business days prior to the submission deadline
Final Review (proposal to be submission ready): 3 business days prior to the submission deadline
Requesting Institutional Letters of Support for Grant Submissions/LOIs
ASG Pre-Award Administrators will assist with reviewing letters for appropriate language and meeting sponsor requirements and routing letters for signature by the appropriate person for endorsement.
HOOP Policies Relevant for Contract and Grant Proposals
Minimum Level of Committed Effort for all senior/key personnel on any sponsored project is 2%. Exceptions exist only for industry sponsored clinical trials, equipment and instrumentation grants, doctoral dissertation grants, and augmentation grants.
093 – Effort Certification – Handbook of Operating Procedures – UTHealth Houston
All sponsored project contracts and grant applications must be submitted to SPA for review and approval prior to submission, this includes subaward documents, foundation grants, and UT System funding. Please contact the ASG Pre-Award Division with any and all submission plans for guidance on compliance with this policy.Â
Approval for all cost-sharing commitments is required. Please reach out to the ASG Pre-Award Division with questions regarding the approvals process for cost-sharing on new contract and grant proposals.Â
075 – Cost Sharing – Handbook of Operating Procedures – UTHealth Houston