The approval process involves many entities, including several University departments. The development of a competitive proposal is timely and includes multiple steps, processes, and timelines that help ensure authorized representatives have an adequate amount of time to do their jobs. Review the details below:
The Proposal Submission Timeline
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Start of Semester
- Research Pre-Planning
- Dev Research Strategy
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30 Days Out
- PI Notifies RDO
- Email RDO
- Link to RFP
- Concept Paper
- Budget Estimate
- Obtain Chair Approval
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25 Days Out
-
14 Days Out
- Routing Begins
- Near Final Narrative
- Final Budget
- Subaward Docs
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7 Days Out
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2 Days Prior to Deadline
The Proposal Submission Process
Refine Research
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Meet with RDO
- Develop 1-pg Concept Paper
- Research aligns with COE Mission
- Program Design
- Measurable Goals
- Actionable Objectives
- Budget
- Key Personnel
- Faculty (on campus)
- students
- subawards (off campus faculty)
- consultants
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Obtain Dean Approval
Identify Funding Sources
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RDO Reserach/Identify Funding Sources
- Faculty select best match
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Obtain UA Clearance for Foundations
- Notify OGC
- Develop Budget
- Develop Timeline Checklist
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PI Obtains Chair Approval
- RDO secures letters of support
- OGC obtains subaward docs
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PI Finalizes Documents
Submit Proposal
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PI Completes CAYUSE to Start Routing
- Requires near final narrative & final budget
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Must route at least 7 days prior to submission date
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Obtain University-wide Approvals
The Proposal Submission Timeline Policy
If a proposal or contract requires the President's signature, allow ten (10) business days in addition to the internal deadline schedule. If it involves cost-sharing, subcontracts, or other additional requirements, please allow approximately five (5) business days in addition to the internal deadline schedule. For hardcopy submission, an additional day is required. For example, if the agency's deadline is a July 1 receipt date, the proposal must be express mailed by OGC no later than June 29 at 1:00 pm for receipt by the sponsor on June 30.
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As soon as a decision is made to pursue a grant or contract opportunity, but no later than four (4) weeks prior to the deadline.
- PI contacts the RDO about a Request for Proposals (RFP), contract agreement, or invitation to submit a proposal
- Within three (3) business days of PI’s notice, OGC reviews the relevant guidelines, prepares a checklist of all required documents and supporting information, and identifies target deadlines
- PI notifies Department Chair and Dean of his/her intent to submit a proposal, with a cc: to the OGC Coordinator assigned to his/her college
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Twenty-Five (25) business days prior to submission deadline
- PI, RDO, and OGC prepare and/or review the initial budget and draft narrative
- PI informs his/her College Business Officer of budgetary details
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Fourteen (14) business days prior to the sponsor deadline
- PI submits to OGC near-final narrative and completed routing form
- PI and OGC finalize the budget
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Ten (10) business days prior to the sponsor deadline
- PI submits all required documents to OGC. For example: Abstract, Final Proposal Narrative/Project Description, GEPA Statement, Biographical Sketch, etc.
- Any residual issues identified by OGC are resolved by PI and OGC.
- OGC initiates CAyuse routing of proposal
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Seven (7) business days prior to the sponsor deadline
- Internal routing via Cayuse is completed
- OGC completes and uploads all required Documents and supporting information
- OGC conducts final review of the complete Application Package
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Two (2) business days prior to the sponsor deadline
- OGC submits a complete and validated Application Package
