Signature Authority & Proposal Submission Deadlines

The Office of Sponsored Programs (OSP) provides control of the administrative and financial aspects of sponsored programs to maintain consistency with the University’s research mission. These sponsored programs may encompass any scholarly, professional, or creative activity conducted by University personnel using support from external funding sources through grants, contracts, cooperative agreements, or other agreements. OSP is also responsible for the review, negotiation, approval, and execution of sponsored program awards to assure compliance.

In accordance with University and System policies, all sponsored program proposals must be reviewed by authorized representatives within OSP or when delegated to the Sponsored Programs Office (SPO). Consequently, all applications for externally sponsored funding must be reviewed by OSP or SPO on behalf of the University prior to submission to the funding agency. It is critical that proposals be submitted prior to internal deadlines to ensure a thorough review, which facilitates streamlined award execution and set-up processes while also confirming compliance with Federal, University, and sponsor policies and requirements.

Faculty and staff are not authorized to commit to any sponsored program activities through proposal submission, award acceptance, and post-award management. Failure to obtain all required University approvals prior to submission may result in the University’s inability to accept or support a proposal or award.

Per OSP Operating Standard 300.03 – Deadlines for Proposal Submission to University Offices, OSP and SPO have outlined internal deadlines for receiving proposals to review prior to the sponsor submission deadline. Prior review and approvals from the department are also required to assure internal support for the proposed activities. These prior internal approvals are obtained during the routing of the RAMSeS Internal Processing Form (IPF) and should include necessary proposal components and be submitted according to the deadlines listed below.

Submission deadlines exist to preserve the integrity of the research process for the University, departments, and investigators alike. It is our collective responsibility to ensure proposals are submitted and reviewed following established standards and procedures.

Risks of Late Submission with a Partial Review

Proposal applications completed according to process guidelines will receive a full submission review. Late or incomplete submissions will receive only a partial review of proposal components and materials and additionally, may not receive institutional signature before the sponsor deadline. OSP may also not be able to accept or approve awards on behalf of the University if the proposal was not first reviewed for compliance prior to submission to the sponsor.

Partial reviews are not an option that departments may choose; rather, they are a result of a delayed submission. A partial review will only be completed when there is an established sponsor deadline, AND when the initial submission to OSP or SPO occurs with less than 5 business days remaining until that date. For submissions on a flexible sponsor deadline, OSP and SPO will always adjust the internal deadline in the IPF to allow for 5 business days to complete a full proposal review.

It is highly discouraged for OSP and SPO to process partial reviews as it exposes the University to several risks and can lead to negative consequences at both the proposal phase and at the time of the award.

Consequences of Late Submission with a Partial Review

Rejection of Proposal Submission – If the University has not met the sponsor and agency guidelines, proposals may be administratively rejected without being peer-reviewed.

Acceptance of Non-Standard Terms – If the University is unable to negotiate terms and conditions that were accepted as part of the proposal submission, the Principal Investigator and Department may have to agree to non-standard terms if an award is to be executed.