Resources for Faculty and Staff

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Competitive Research Grants
Grants & Funding Opportunities | Grant Preparation
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Non-Competitive Capacity Funding
Hatch | Hatch Multistate | McIntire Stennis | Animal Health and Disease
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CALS Research Internal Programs
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CALS New Faculty
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Professional Development
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Research Awards and Recognitions
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VAES Stakeholder Needs Assessment

Policies and Procedures

Federal Civil Rights Compliance Policies and Guidelines
- All Virginia Agricultural Experiment Station (VAES) faculty are expected to comply with Federal Civil Rights requirements. Civil Rights Compliance training is provided to make you aware of those expectations. Sign up for the training >>
- All VAES faculty with full or partial Extension appointments, will also find the resources on the Virginia Cooperative Extension intranet useful.
CALS 5-Day Proposal Submission Policy (effective as of October 1, 2025).
- To ensure timely review and submission, all CALS proposals must adhere to the following guidelines:
- Submission Timeline
  1. Proposals must have an internal target submission date five (5) business days prior to the sponsor’s deadline in Summit.
  2. For example, if the sponsor deadline is October 2, 2025, the internal deadline will be September 25, 2025.
- Requirements by the Internal Deadline (9:00 AM)
  1. All proposal documents—except the narrative and bibliography—must be complete and entered into the sponsor’s submission system (e.g., Research.gov, Cayuse) for review by OSP.
  2. A fully routed and approved budget must be finalized in Summit prior to this deadline to allow entry into the sponsor system by the faculty or their identified delegate. (This will require that all subs documents have been received and approved by OSP before this time- as such they will have to be submitted to VT at least 5 days ahead of time.)
  3. All supporting documents, including the budget, must be uploaded in the sponsor system (Cayuse, Research.gov, etc.) by this time. This may require the approval of the budget before if the faculty member cannot get it into the sponsor system in time.
- For Subcontracts
  1. All required materials—budget, budget justification, statement of work, other documents required by the prime etc.—must be submitted to OSP by 9:00 AM on the internal deadline date, as these do not go through a sponsor system.
- Exceptions
  1. CALS will not approve proposals that fail to meet these deadlines, except under unusual circumstances (e.g., RFP released with a short turnaround).
  2. Extension requests must be approved by the Associate Dean of Research, Dr. Mary Burrows.
  3. Requests should be sent via email to Dr. Burrows, Kira Gantt, and CC the Department Head or AREC Director.
    - To:
      - mburrows540@vt.edu, kgantt@vt.edu
    - CC:
      - <Department Head or AREC Director>
    - Subject:
      - [CALS 5-Day Proposal] Request for submission extension

Flowchart showing deadlines for a proposal submission process. At the top, a blue box reads “Sponsor Deadline 11/13 Thursday.” Below it, a green box says “Finalize Budget in Summit Proposals,” with a note that all subcontractor budgets and documents must be uploaded. To the right, a yellow box says “By 9 AM on 11/6 Thursday.” The next green box reads “Proposal Package Ready for Review,” also with a yellow box to the right labeled “By 9 AM on 11/6 Thursday.” Below that, another green box says “Make Corrections Load Technical Doc/References,” connected to a yellow box beneath it labeled “By 9 AM on 11/13.”