Grant submission timeline for the College of Science and OSRAA

4+ weeks (especially for big, collaborative proposals)

• Pull the team together as applicable
• Develop a timeline for proposal writing, review, and logistics (Cayuse record and review, budget development, biosketches, current and pending, etc).
• Contact Proposal Support for assistance on logistics

2-3 weeks before the deadline

• Meet with Proposal Support to discuss proposal needs. (This can be done via email, phone or in-person meeting).
• Work with Proposal Support to create a checklist of all items needed such as proposal support letters, subcontractor documents, cost sharing agreements, etc
• Create the Cayuse Record

1+ week before the deadline

• Complete Cayuse SP (and 424 where applicable), attach necessary files needed for approvals
  • Budget and justification
  • Draft research plan (note: you can continue to work on the research plan)
  • Cost share agreements, if applicable
  • Subcontractor documents, if applicable
    • Budget
    • budget justification
    • Statement of Work (SOW)
    • Letter of Intent from the subcontractor's organization (for NIH proposals, this should include a conflict of interest statement)

5-7 days before the deadline

• Submit Cayuse SP for routing. This is very important. It can take a few days to get signatures and OSRAA requires 3 days to review after all units have authorized the proposal.
• Create proposal in the sponsor's website (e.g. Fastlane) as applicable

3-5 days before the deadline

• Upload all pieces of the proposal to the sponsor website. You can continue working on the technical proposal and references.
• Reach out to Proposal Support for any logistical pieces you might need assistance with at this point, so you can focus on writing.

1-3+ days before the deadline

• Review and reply on comments from OSRAA
• Upload any remaining proposal pieces

1+ day(s) before

• After OSRAA approval, notify OSRAA at [email protected] when your proposal is ready to be submitted, if submitting via sponsor's website.
• OSRAA will not submit your proposal without your explicit permission.

Proposals marked rushed by OSRAA

The College of Science (COS) drafted this policy to comply with and support the proposal submission policies and procedures outlined by OSRAA and whose objective aims to ensure that all proposals are thoroughly reviewed and submitted before the sponsor’s deadline (Full Policy Statement).Proposals that do not comply with this timeline are marked “rushed” by OSRAA and are at risk of not receiving a full review and in extreme cases they are risk of not being submitted to the sponsor. Periodically, OSRAA transmits a list of “rushed” proposals to COS Leadership with a request to help decrease the number of rushed proposals.

While the COS fully supports OSRAA’s proposal submission timeline and makes every reasonable effort to ensure that all proposals comply with this policy, we recognize that achieving 100% compliance is not practical due to the dynamic nature of research. Therefore, we have developed an internal policy to identify proposals where further follow-up action is needed with the lead project investigator (PI). The goal of this policy is to prevent future rushed proposals, while providing faculty with the support that they need to meet their submission deadlines.

If a proposal is marked rushed the COS RDU will follow up with the PI to get clarity on the circumstance.