Procedure Library

OSP Business Practices - Proposal Review & Submission

Purpose

To clarify OSP practices and outline expectations for proposal review and submission.

Applicability

These practices apply to Principal Investigators (PIs) and department administrators working with OSP during the proposal development and submission process.

Proposal Submission Expectations

• PIs and/or department administrators should notify OSP of their intent to submit a proposal as early as possible, ideally when the decision to prepare an application is made - often several weeks before the deadline.
• Early notification enables OSP to:
  • Track anticipated submissions, and
  • Ensure availability for review and submission support.
• OSP frequently receives multiple proposals within minutes of the sponsor deadline, which increases the risk of submission failure and creates significant time pressures.

5 Business Day Guideline

• All proposals should be submitted to OSP at least five (5) business days before the sponsor deadline for review and validation.
• The submission to OSP must include the complete application and a corresponding Document Summary Sheet (DSS).
• This requirement applies to electronic and hardcopy submissions. 
• Because of increasing complexity in proposal requirements and electronic systems, the 5-day review window remains essential.
• OSP processes proposals in the order that complete and ready-to-submit applications are received. Proposals received five business days in advance receive priority.

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OSP Review and Submission Process

Standard Review (complete proposal received > 5 business days before deadline)

A standard review includes:

• Validation of compliance with federal, state, University, and sponsor guidelines
• Analysis and verification of budget compliance and accuracy
• Review of administrative components
• Facilitation of required commitment letters (e.g., subcontracts, cost share, facilities support)

A standard review does not include a review of multiple iterations.

Review Timeline

• Unless otherwise communicated, OSP will provide feedback at least two (2) business days before the external deadline.
• If revisions are requested, the final application should be provided to OSP no later than one (1) business day before the deadline, at which time OSP will submit.
• If no issues are found, OSP will submit the application with sufficient time to ensure successful sponsor receipt. 

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Late Submissions

OSP will make every reasonable effort to submit proposals received fewer than 5 business days before the deadline.

However, PIs assume full responsibility and risk for applications submitted in this timeframe.

Review Levels for Late Submissions

Exigent Review (3-4 business days before deadline)

• Limited review focused on:
  • Budget overview
  • Major compliance issues

No Review (1-2 business days before deadline)

• OSP will attempt to submit the proposal as received
• No review or feedback is likely
  
  
  

Related Policies and Procedures

• Grant Life Cycle > Submit Your Proposal > Understand Submission Processes
• Procedure Library > OSP Business Practices - General Communication
• Procedure Library > OSP Business Practices - Proposal Preparation