Proposal Deadline Policy FAQ
Read the slide deckor view the recording of the Proposal Deadline Policy Q&A Session (Thursday, March 16).
Does the policy apply to deadlines of April 3 (or later) OR proposals routed on April 3 (and thereafter)?
The new policy applies to proposals routed to Sponsored Research on April 3 and thereafter. The first deadline the new policy applies to is Monday, April 10. To be guaranteed on-time submission to the sponsor, proposals due on April 10 should be routed to Sponsored Research by April 3 (or earlier).
What about proposals due within the five business days after CERES goes live? Will there be a grace period to allow time to build proposals in the new system?
Proposals in CERES will be reviewed on a first-in, first-out basis in line with the policy. SR recommends focusing on routing proposals first that are due shortly following the system launch.
Timing & Queuing
How do you calculate at least five (5) business days before the published deadline?
To calculate five business days, start counting at 1 the day before the sponsor due date. (The sponsor's due date is Day 0.) University closures and holidays are not counted. For example, five business days prior to the Monday, June 5, 2023 deadline is Friday, May 26, due to the university holiday on Monday May 29.
By what time are proposals due on the internal deadline due date?
Is first-in, first-out being managed by capsule or across the University?
First in, first-out will be managed by capsule.
Where can units see the proposal queue, including a designation for proposals submitted outside policy?
Capsule Business Reps can access the Capsule Dashboard to see the number of proposals by capsule.
How will Sponsored Research handle sponsor-initiated proposals when a faculty member is invited to submit with a short turnaround time?
Proposals with documentation of sponsor invitation without a published deadline will be submitted within five (5) days of SR receiving a complete, compliant proposal.
Is there a prioritization for proposals that come into SR the day they are due?
If I get my proposal in to SR at least five (5) business days but there are adjustments needed, will my proposal still be considered on time for guaranteed submission?
Proposals that are ready to submit at least five (5) business days before the deadline are guaranteed submission. If a corrected proposal is received after the five (5) business day deadline, it is not considered on time. In other words, if the proposal needs to be corrected and then is re-routed to SR less than five (5) business days before the sponsor deadline, it is not on time – even if the proposal was originally routed to SR five (5) or more business days in advance of the sponsor deadline.
Will any exceptions be made to the priority of submission?
How will faculty and RAs know where they are in the full queue? If CERES allows them to swap out science documents after it is submitted to SR, how can they judge how long they may have for that to be done?
Review & Comments
What constitutes a complete proposal?
What level of review will be done if a proposal is routed to SR at least five (5) days before the sponsor deadline?
All proposals will receive the same level of review based on SR proposal review criteria.
Will there be an additional five (5) business day deadline for a pre-review of the "admin shell"?
Reviews are no longer separated, i.e., there are no distinct administrative and final reviews. There is one review of the final, complete, compliant, accurate, application for submission to the sponsor. Proposals should arrive as final and complete – this includes complete technical and administrative components.
What is the SR commitment on turnaround time to review a proposal received per the policy? When can we expect comments back from SR after routing a proposal?
SR targets up to two (2) business days for reviewing a proposal. The implementation of this policy will prevent any delays in review of submissions getting deprioritized by last minute proposals.
What if SR has a question and sends it back but our answer doesn't change anything in the proposal. Will it still lose its spot and be considered late?
Will the RA have another chance to upload new versions of documents prior to submission? What happens if SR has no clarifications to request?
Proposals should only be routed to SR when the complete, compliant application is ready to submit. When SR has no corrections to request, they will proceed with submission to the sponsor (for system-to-system proposals).
Will the "admin shell review" process continue under the new policy?
Submission & Notifications
If proposals are ready for submission five (5) days prior to due date, when will the proposal be submitted to the sponsor by SR?
If SR did not request revisions in a proposal, then it is being submitted upon completion of the review. The goal is to submit proposals as early as possible.
Will SR verify the proposal is ready to be submitted with the PI/Department?
Will SR return a proposal automatically if the science is missing or will SR perform the review and note the missing science so that it can be addressed by the department? Can we submit proposals for dept review without uploading the science documents?
SR will return incomplete proposals without review. Local business process will apply for earlier steps in the process, including department review.
Will SR still submit my proposal if it arrives at SR the day it is due?
Will SR still submit applications that come in after 5:00PM?
SR does not review the science, so why is there a need to complete the science 5 business days before the deadline?
If my application has been submitted to the sponsor and there are changes needed, will SR resubmit?
What types of proposals are most at risk of not being submitted?
Any proposal that is incomplete or arrives after the five (5) business day deadline is not guaranteed for submission. Applications with additional complexities, such as those that require acceptance of award terms, should be submitted as early as possible in order to facilitate that review.
Will Sponsored Research send a notice if a proposal submission is rejected due to lack of time? Who will SR notify if a proposal is not submitted?
If a proposal is rejected by a sponsor system and SR receives a rejection notice or notification that a proposal has been withdrawn, SR will forward the notice to the RA and PI.
Who will be accountable when faculty do not provide documents by the deadline? When RAs receive short notice of a due date?
The faculty member is accountable /responsible for communicating deadlines and providing documents to RA’s and accepts the risk of a failed submission (to the sponsor) if a complete, compliant proposal does not arrive in SR at least five (5) business days ahead of the sponsor’s deadline.
Does this policy apply to RPPRs?
If the "route for specialist review" means the proposal is ready for submission, how do we assure SR confirms with the PI the science documents are final in case they are being updated or found an error?
SR will not require ready for submission confirmation as routing and submission of the proposal to SR is the indication it is ready to be submitted.