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Office of Research & Sponsored Programs

policy procedure

Sponsored Programs Policies

Proposal Submission Approval and Review Guidelines

Effective Date:    March 11, 2014     

Approved by:      Associate Provost for Research and Assistant Controller-Research Administration

The Office of Research and Sponsored Programs (ORSP) is committed to providing the highest quality proposal submission services to our faculty. We do so in an environment of very complex regulations and institutional policies. One of the most important activities is the timely and thorough review of proposals prior to submission to the sponsor. This involves working with the Principal Investigator (PI) and reviewing closely the guidelines, along with the administrative and budgetary aspects of the proposal. 

In order to provide the highest level of collaborative service, the proposal submission policy is as follows.  All processes are intended to enhance communication and improve efficiency:

10 Business Days Prior to Deadline

We request that PIs contact ORSP as soon as they identify a potential submission, but no later than 10 business days prior to the submission deadline. Notifications received within 10 days of submission will require approval by the Associate Provost for Research to be accepted by ORSP and submitted.  ORSP requires the following information:

  • Sponsor
  • Solicitation Number (and link, if applicable) or copy of solicitation
  • Proposal due date
  • Estimated total budget
  • IDC Waiver requested (if applicable)
5 Business Days Prior to Submission Deadline

Draft Proposal Review and Approval and scope of work (PRA) form along with the administrative and budgetary components must be submitted to ORSP at least 5 business days prior to the submission deadline.  The signature of the Associate Provost for Research is required for waivers of indirect costs or university provided equipment matching funds.

8:00am, 3 Business Days Prior to Submission Deadline

The final proposal submission package (including the scientific narrative and final budget) must be received by ORSP by 8:00am, 3 business day prior to the submission deadline. Submission of proposals received after this time can not be guaranteed. A completed PRA form (including all approvals) is required for any submission. Proposals without a complete PRA will not be submitted by ORSP.

In cases where the PI knows that these deadlines will be hard to meet due to extenuating circumstances, ORSP and the Associate Provost for Research need to be notified at least 5 business days prior to submission.  Examples of such extenuating circumstances are:

  • Consortium proposals
  • Significant subcontracts in proposal requiring subcontractor information
  • Solicitation published within 14 days of submission deadline


 For a copy of this policy, please click here.