Application Development


We help investigators to develop a well organized and clearly written grant application, tailored to the requirements of the granting agency and developed so as to maximize the chances of success. We will help guide the research team if needed in identifying potential research partners, co-investigators and consultants as well as ensure that all required application components are included in the final submission of an application. The initial steps toward completing an application  include:

  • Establishment of draft due dates which allow for sufficient review and editing.
  • Drafting of a preliminary budget based on the instructions (guidance) of the funding announcement.
  • Assisting with the development and editing of turnkey application documents including  key personnel resumes, the institution or agency resources page, cover letters, organizational charts, letters of support, project schema diagrams and epidemiological data charts and figures as needed.

Developing a Proposal

  • Key Components of a Proposal (NIH specific but also basic requirements for most applications)
  1. Face Page – Information included provides the following items: PI name, address, phone number; Title of proposed project; Grantee (Sponsor) name and address; Period of performance (start and end date); Amount requested; Institutional information; and Signature of grantee’s Authorizing Official (AO).
  2. Abstract – The abstract summarizes the proposed research including specific aims (objectives), methodology and significance of proposed research.
  3. Statement of Work or Research Plan – The statement of work/research plan provides a comprehensive and detailed explanation of the proposed research project inclusive of challenges anticipated and a project timeline.
  4. Budget and Budget Justification - The budget includes anticipated and reasonable cost estimates for salaries, fringe benefits, equipment, materials and supplies, travel, consultants, subcontracts and other expenses required to conduct the project. The justification provides narrative to describe the costs in more detail and why they are required to successfully meet the objectives of the proposed project. Hektoen’s facilities and administrative (F&A) costs are also included per a funder’s policies. (See Hektoen’s current rates for different types of applications)
  5. Additional Information – This information may include Other Support (current and pending awards) for the PI and all key personnel and Letters of Support from subcontract investigators, CCHHS administrative personnel and consultants.
  6. CV or Biographical Sketch – A CV or biographical sketch is required for all key personnel. In addition, a bio can be included for Other Significant Contributors who are not dedicated for specific calendar months but will serve in an advisor capacity.
  7. Other Support – This information is provided for the PI and all key personnel to determine commitment to current and pending projects. Each person may not exceed 12 calendar months of commitment to current and pending projects.
  8. References – All cited references need to be included with the application package.
  9. Checklist (NIH only) – The checklist provides a breakdown of Hektoen’s indirect cost rate calculations for each year of the proposed project. Hektoen’s current negotiated rate is 38% of salaries requested.

The following links are useful grant writing resources for new investigators who have not previously written a grant to secure research or services provision funding:

Funder Specific Information

Proposal Review Process

Hektoen requests that application documents to be provided by the Principal Investigator or Program Director must be submitted to the Pre-Awards Department (3) business days in advance of the application due date for final review and editing.

Hektoen Information Fact Sheet

Hektoen Information Fact Sheet: This information is often requested by the sponsor/funder to be included within a proposal.


Other Services:

Background and Epidemiological Data Searches

Hektoen can provide data searches and compilation utilizing resources from federal, state and local health agencies such as the CDC, IDPH and CDPH.


Hektoen provides technical assistance for EndNote to facilitate the creation of citations, references, and bibliographies for applications. This software allows the research team to save time in preparing citations and bibliographies. Some of EndNote’s features include the ability to search bibliographic databases on the Internet, to organize references, images, and PDFs and to create libraries of references for research plan narrative documents.

Salary History Guide

Hektoen has created a guide to be used by senior research and program personnel to help them determine the appropriate salaries to include when creating a budget. Hektoen, Cook County Bureau of Health Services and average Chicago salaries are compiled for comparison and to make sure that salaries offered are competitive and fair.