Be available

It is critically important that once you submit your proposal to OSP, that you or your staff are readily available to respond to questions and to make any necessary proposal fixes required for OSP to submit the proposal.

Understand how large volumes are prioritized 

OSP will prioritize proposals received on time.

Manage risk

Please remember to accommodate deadlines from your unit and special circumstances.

Follow OSP Proposal Timeline 

The information below is a representative example of the proposal submission timeline for PIs and departmental administrators. Note that sponsors may require additional documentation in addition to what is suggested here. This timeline should allow sufficient lead time to receive required internal approvals and ensure thorough review prior to submission. 

3 MONTHS BEFORE SPONSOR DUE DATE 

• Identify Opportunity & Obtain/Disseminate RFP/FOA to OSP
• Review program announcement, guidelines, and instructions
• Communicate with unit/department staff for consultation/coordination/timeline for proposal completion
•  Unit, PI or department staff provides program announcement, guidelines and instructions to OSP
• Prepare outline and/or first draft of research/program plan
• Confirm eligibility and study application requirements
• Coordinate with participating organizations/institutions
• Discuss effort, cost share, and matching funds with your chair/division director
• Plan ahead; know what needs to be completed and plan time accordingly (Commit cost share only if necessary)

2 MONTHS BEFORE DEADLINE 

• Contact colleagues
• Initiate Technical/Proposal Development
• Identify Proposal Effort/Start Dates
• Identify Tasks, Milestones & Deliverables

1 MONTH BEFORE DEADLINE

• Prepare necessary forms.
• Share draft of proposal with colleagues/research committee.
• Prepare a preliminary budget/cost estimate, including a funding target for subawards, and know how flexible the budget categories are.
• Discuss cost estimating process for the proposed project. 
• Meet with unit/department/OSP administrators for proposal creation support. 
• Prepare and submit IRB/IACUC/IBC Protocol documentation, if applicable.

14 DAYS BEFORE DEADLINE

• Solicitation must  be shared for OSP Review if not done upon PI's decision to submit. Both PI and OSP must ensure compliance with university and sponsor requirements.
• Initiate myResearch proposal and develop budget and budget justification in myResearch. OSP can start the review process at that time and can assist with any questions or forms, including Subrecipient documentation.
• Know your emergency contacts information in case you need help: Chair; Research Dean; Departmental Administrator; OSP Administrators, OSP Assistant Director and OSP Director. 

Proposal deadline policy can be found here.

5 BUSINESS DAYS BEFORE DEADLINE - REQUIRED

Submit the following through myResearch:

• Final Budget, Budget Justification, Statement of Work, Application cover page,  subaward items (Budget, Budget Justification, Statement of Work, Commitment Form), as well as institutional resources documentation, curriculum vitae or bio-sketches of all key personnel, current and pending support, and any other business or administrative materials required by the sponsor. The administrative portion of the proposal encompasses all content excluding the technical portion. Specific requirements may vary with each sponsor. OSP Contacts: https://research.stonybrook.edu/whom-to-contact 

2 BUSINESS DAYS BEFORE DEADLINE - REQUIRED

Final proposal should be provided to OSP for submission. The Final Technical Proposal must include final versions of:

• Project Summary/Abstract 
• Project Narrative
• Bibliography & References Cited
• Facilities & Other Resources
• Specific Aims
• Research Strategy
• Current and pending support
• Resource Sharing Plan(s)

MyResearch proposal must be received with all required signatures and unit/school/college approvals. If not, the proposal is considered to be a “late” proposal.

1 BUSINESS DAY AND/OR DAY OF DEADLINE

“Late” proposal becomes an “at-risk” proposal AND needs OVPR approval through a waiverrequest before OSP can review and submit a proposal.

OSP has committed to submit most “on-time” proposals one day before the day of the sponsor's deadline.