Steps for Submitting a Proposal
Subrecipient (Subawards)
Data Safety and Monitoring Plans & Data Management & Sharing Plan


If you are planning on submitting a grant proposal/application as a Principal Investigator/Program Director (PI/PD) or Sub-recipient to another institution, the Office of Research Affairs must review the application before submission. There are PI/PD and institutional eligibility requirements that Pre Award will review, Contact PreAward to determine eligibility.

Please email the following Intent to Submit form to the Pre-Award office, a record will then be created and you will receive further instructions.


Loma Linda University expects that the PI will:

  • Be responsible for directing and identifying the resources necessary to complete the project;
  • Have a working knowledge of applicable institutional and governmental policies and regulations;
  • Be responsible for the ethical and professional conduct of the research and the safety of the research personnel

*** Policy Coming Soon***

Steps For Submitting a Proposal:

  • Fill out & send an Intent to Submit  form to Pre Award (rapreaward@llu.edu)
  • A record will be created and an email with a timeline & further instructions will be sent by Pre Award
  • Create your budget and send it to Pre Award
  • Pre Award will then review it and connect with you to finalize the budget
  • All documents need to be sent to Pre Award for review & sign off
  • Upload documents in InfoED (NIH &HRSA) for any questions please contact your Pre Award specialist

Subrecipient (Subaward) (Incoming & Outgoing)

A subaward is an award issued under the prime award to procure specific services or program-related tasks from a third party, usually because the resources are not available at the primary institution. The third party is known as the subrecipient (sub). If an award is made, the institution will enter into a written agreement with each subrecipient. LLU will be responsible for monitoring subrecipients for compliance with all federal regulations and grant conditions. The institution may recover indirect costs on only the first $25,000 of the subrecipient's total budget expenditures (direct and indirect costs) to cover administrative expenses.

Data Safety and Monitoring Plans & Data Management & Sharing Plan


Data Safety and Monitoring Plans (DSMPs) are meant to assure that each clinical investigator has a system for appropriate oversight and monitoring of the conduct of clinical investigation. This oversight ensures the safety of the participants and the validity and integrity of the data.

Requirements for a DSMP are commensurate with the risks involved with the study. The DSMP can be as simple as the investigator annually submitting his/her safety and adverse event (AE) information to the LLU Institutional Review Board (IRB), or as complex as having a Data Safety and Monitoring Board.

NIH requires a Data Safety and Monitoring Plan (NIH Policy) to be submitted with all proposals using human subjects. Funding is being withheld from investigators who have not submitted a DSMP. In most cases, a proposal submitted without a DSMP will not even be considered. A copy of the DSMP must also be submitted to Research Affairs for record-keeping. Contact the Research Administration for more details.


Data Management and Sharing Plan (DMSP) was implemented on January 25, 2023, and the NIH expects its researchers to maximize the appropriate scientific data. The NIH requires all applicants to generate scientific data to prepare a DMS Plan that describes how scientific data will be managed and shared. The NIH recognizes that making data accessible and reusable for other researchers may incur costs. For that reason, investigators may request funds for data management and sharing. For additional guidance on how to budget, click here.


Electronic Submissions

Most proposal submissions are electronic and can be submitted in various ways, e.g., as email attachments, through the Grants.gov portal or Proposal Central, or directly to a sponsor website.

For the majority of submissions to federal sponsors via the Grants.gov portal, Loma Linda University uses the LLeRA (Loma Linda electronic Research Administration) system-to-system (S2S) software.

Helpful Links and Tools for Electronic Submissions

Limited Submissions

Check the announcement to see if the sponsor limits the number of proposals that can be submitted from an institution. If it does, the proposal must be submitted to Research Affairs - Contact Pre Award.

Whether you’re a researcher, educator, or service provider you will find proposal development resources in this section of our webpage.