Proposal Submission Policy

Effective Date: 2016-10-01

Proposal Submission Policy

POC:
Senior Vice President for Research
Effective Date:
October 2016
Approved by:
T. Dwayne McCay, President

Proposals for external funding must be processed through Sponsored Programs in the Office of Research. This applies to all grants, contracts and subawards. 

Proposals must be submitted to Sponsored Programs during business hours (Monday–Friday, 8 a.m.–5 p.m.) and three full business days before the funding agency deadline. A proposal deadline of Friday by 5 p.m., for example, requires submission to Sponsored Programs by 5 p.m., Tuesday. There are no exceptions for late submissions. 

The principal investigator (PI) is responsible for ensuring all documents are properly loaded into the system, adhering to the three-day deadline, including an internal budget approved by the unit supervisor (e.g., department head), dean’s office, and the director of contracts (or designated proxy). The PI has ensured the proposal is complete and consistent with the funding agency guidelines to include letters of support and other supplemental materials. 

It is recommended that the PI give notice to Sponsored Programs at least five working days before final submission to allow the director of contracts to provide guidance and support. 

Proposals must be reviewed by the director of research compliance before the three-day deadline for submission to Sponsored Programs. The director will work with the PI to ensure any export control issues are addressed in preparation for final submission to the funding agency. 

The submission of a proposal by the three-day deadline ensures: 

  • Export control regulations are reviewed
  • Internal budget is correct and complete
  • Supporting materials (e.g., support letters) are included in the proposal
  • Formatting requirements are checked to avoid rejection on technical grounds
  • Required signatures are obtained
  • Approval signatures are obtained for inclusion of cost matching commitments
  • DGRATS support is approved for mandatory or voluntary cost matching

The Office of Research reserves the right to not submit a proposal when it is incomplete, the three-day deadline is missed, or an export control review has not been completed.