Research Development & Communications

The entire proposal package, including all necessary components, must be submitted in near-final draft form and comply with all relevant requirements. Submissions that do not meet the requirements or are incomplete may be delayed or returned for revisions.

Texas Tech PIs are expected to manage all external forms necessary from external co-PIs and work with the Office of Research Services (ORS) to submit.

The draft of the proposal text must be submitted at least 7 business days prior to the submission deadline to allow for initial review and feedback.

Internal Documentation

Faculty and staff must complete an Internal Engagement Form to document all requests and interactions with RDC staff.

Review Process

• Complete Review: Submissions received 7 or more business days before the deadline may receive a thorough review, including proposal structure, content, and compliance with submission guidelines.
• Limited Review: Submissions received 4–6 business days before the deadline may receive a limited review focused on critical sections only.
• Expedited Review: Submissions received 2–3 business days before the deadline may receive only limited feedback. The quality and scope of feedback cannot be guaranteed due to time constraints, and this option is only allowable under rare circumstances.
  
  It is still the expectation that all materials should be submitted to RDC at least 7 business days prior to the deadline.
• Late Submissions
  • Late submissions may result in a very limited review. RDC reserves the right to prioritize on-time submissions over late requests and may decline extremely late submissions.

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Pre-submission SCANs

ORD will conduct a review of your grant proposal in its near-finished state, typically 1/2 to 2/3 complete. This high-level review focuses on the solicitation’s review criteria and the agency’s expectations.

To take advantage of this service, send your proposal and solicitation.

Resubmission SCANs

ORD will meet with you to discuss reviewer comments for your declined proposal and help you strategize for a successful resubmission.

To get started, send your rejected narrative along with the reviews.

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Requests for institutional or administrative letters of support must be submitted at least 10 business days prior to the proposal deadline.

Request Materials

Email your request with a draft proposal or executive summary, full details about the funding opportunity, and any specific points or required language that should be included in the letter.

RDC will coordinate the letter with the appropriate signatory, such as a dean, provost, president, or other institutional leader.

Late requests for letters of support may not be honored.

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Submission Timeline

Graphics requests must be submitted at least 5 business days before the required delivery date.

All requests must be made through the designated Graphics Request Form. Email or informal requests will not be recognized.

Complex Graphics

For complex illustrations or large-scale projects, requests should be submitted as early as possible. These projects may require additional time and resources to complete.

Graphics Creation Process

After the Graphics Request Form is submitted, an RDC staff member will contact the requester to schedule an initial meeting to discuss needs and deadlines. The RDC team will then create an initial draft, send it for review, incorporate feedback, and continue revisions until the graphic is approved.

The final product will be delivered in the requested digital format.

Printing Responsibility

RDC does not handle printing. If printing is required, the requester must coordinate with an external printer and ensure the printer receives the finalized graphic by the required deadline. Printing delays are not the responsibility of RDC.

AI Images

To ensure compliance with publication and funding agency standards, RDC does not use AI in graphics under any circumstances.

AI and original artwork from other sources may be accepted as reference images; however, RDC will not faithfully recreate an image and will only create original graphics.

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Submission Timeline

Video and media requests must be submitted at least 10 business days before the required delivery date.

All requests must be made through the Video/Media Request section of the services request form.

Complex Video/Media Projects

Depending on the video or media requirements, additional time and resources may be needed to complete the project.

Video/Media Creation Process

After the services request form is submitted, an RDC staff member will contact the requester to schedule an initial meeting to discuss requirements and timeline. RDC staff and the requester will work together to communicate needs and expectations.

The process may include preproduction, such as script planning, location scouting, and scheduling; production, including filming or media creation; postproduction editing; review; revisions; approval; and final delivery.

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Faculty and staff must sign an Engagement Agreement Form to initiate services. This ensures all parties understand the scope, requirements, and deadlines of the project.

Meeting the deadlines outlined in this policy is essential to ensure project completion. Late or incomplete submissions may result in limited support or reprioritization of resources.

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