Internal due dates for application review prior to OSP submission

or

When to I need to get my materials to OSP for submission to the sponsor?

The internal due dates presented below allow OSP research administrators and PIs to work together and address any corrections or omissions that we identify during our review for compliance with SU policies and solicitation instructions.  Adherence to these internal deadlines helps avoid an application’s being returned unreviewed as well as avoidable follow-on work by the PI after submission. Our current service guidelines are:

Item

Days before submission date

What to provide to OSP:

1.

As soon as decision is made to apply (ordinarily 3 – 4 wks)

  •  The solicitation URL or other available instructions;

  •  The application deadline (in event there is more than one); and

  •  The project team’s composition – PIs and other key personnel

    • include non-SU collaborators and their OSP points of contact
2. 7 business days before

Budget, budget justification and draft narrative

  • Why are all these documents required?

    • To allow OSP to advise on the completeness of budget, which is the financial expression of the work plan, and to identify any special considerations as may emerge from our review.
3. 5 business days before

Materials from collaborators
4. 3 business days before The final, complete application
5. By submission date

Fully signed Internal Routing and Review form; copies okay to facilitate signatures

  • All senior personnel;
  • Their chairs or supervisors; and
  • All deans, as applicable.
 

We have learned from experience that “last minute” applications - those made available to OSP on the day of or one day before the due date - are much  more likely to be non-compliant with sponsor’s requirements than those from faculty/staff members who adhere to OSP service guidelines.  We also have found that OSP’s efforts to support last minute applications are compromising the quality of support provided to those who do adhere to service guidelines. Our ability to work with faculty or staff to address compliance requirements has also been impacted by the inaccessibility of the PI during the review period.  We ask that the PI be available during the review period so we may work with him or her.

Effective July 1, 2010, to insure quality service, to comply with SU and sponsor’s policies, and to clarify how OSP will manage its workload for proposal review and submission, we will process applications as follows:

Complete Applications Provided to OSP (item #4) Advanced notice & full adherence

OSP actions  [1]

(items #1 and #2)

Sponsor-requested

Post Submission Corrections Processed

OSP-generated

Pre-Award Revisions
≥  3 full business days Yes Full review Yes

Presumed to comply
≥  3 full business days No Full review Ordinarily

Presumed to comply
<  3 full business days before due Yes May submit with minimal review Maybe

To comply with SU and sponsor policies
<  3 full business days before due No May submit with minimal review No

To comply with SU and sponsor policies
On due date No and PI or co-PI not eligible Will not submit N/A N/A


Minimal review may include obvious formatting and budget errors, and other items as time permits as OSP will not knowingly submit inaccurate or false information.

 


[1] Advanced notice and full adherence means that OSP has had sufficient time to review the solicitation guidelines and the budget, budget justification and draft narrative as described above before receipt of the final, complete application.  Ordinarily the information in step # 1 will be provided to OSP 3 – 4 weeks before the deadline if not earlier.

NOTE: OSP appreciates that on occasion an unexpected funding opportunity may arise that requires flexibility on all parts, and we will do all we can to accommodate such circumstances.  However, the above guidance is applicable to routine federal and non-federal sponsors with ‘standard’ deadlines including but not limited to NIH, NSF, & USED.