The institute has a 5-business day policy (https://ras.mit.edu/grant-and-contract-administration/preparing-and-submitting-proposal)in which a complete proposal is due to RAS for review and approval. This policy also applies to fellowships, should there be any interested postdocs and students. Please notify phys-grants well in advance of the Institute deadline so that we can assist with the process and connect to the appropriate resources when necessary. Also this will help avoid last minute requests especially when it involves underreovery, cost sharing or those not in the MIT directory where it will take extra time to resolve.
Phys-grants@mit.edu should be notified as soon as you plan on submitting any proposals through Physics. You should plan to submit a completed proposal to Phys-grants at least 2 business days prior to the 5-day deadline so that we can review and upload the documents for RAS approval. More notice should be provided to Phys-grants for large grant submissions or those requiring extra approvals.
In general, any non-Federal proposals where MIT will receive the award (Funds are not directly sent to you) should be submitted through Physics.
Late waivers
Should we miss the 5-day deadline a request for a late waiver (letter of appeal detailing why we are late for submission) must be sent to the Department Head, Deepto Chakrabarty. If Deepto approves the request for a late waiver, he will e-mail the Assistant Dean for Finance, in the School of Science for a late waiver. The late waiver approval from the Dean’s office is uploaded as an attachment in KC, as this is needed for RAS to review/approve the proposal.
Roles and Responsibilities
Photo by Ruthson Zimmerman
Principal Investigator (PI)
- Submits pre-proposal or Letter of Intent (LOI) where applicable
- Reviews sponsor requirements—both standard and non-standard
- Develops the scope of work and determines the resources necessary to complete the project
- Supplies information pertaining to the budget and justification to the DLCI financial administrator, including verifying time/effort commitments, cost sharing, and underrecovery
- Consults with the department/dean regarding the use of space and personnel, underrecovery, cost sharing, international activities and other key issues, as needed
- Completes online PI Certification and Conflict of Interest screening questions; submits COI disclosure, if required; ensures all other Investigators and Key Persons do the same
- Describes the relationships between the proposal and significant financial interests (e.g. consulting); consults with the relevant DLCI head or Conflict of Interest Officer prior to submitting the proposal and consults as needed with program directors, TLO and RAS to manage or eliminate real or perceived conflicts
- Works with DLCI, as needed, to respond to RAS proposal review comments and indicate confirmation of any exceptions prior to submission
- Submits electronic RPPR/progress report when required for renewals or non-competing continuations
- Secures all Institute commitments as required at the time of proposal in conjunction with the DLCI. This includes human and animal subject protocol(s) or any other Institute approvals, such as biohazards, radioactivity, hESC use, Fabricated Equipment approval and subaward vs. procurement issues from appropriate Institute office
Special Guidance for Marie Curie Fellowships
Carefully review MIT guidance on Marie Curie fellowships prior to agreeing to host the fellow in this link.
In order for MIT to host a Marie Skłodowska-Curie fellow, the fellow’s sending (home) institution must agree to the terms and conditions of MIT’s Marie Skłodowska-Curie Visitor Agreement Template (MCVA) - January 2025.
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