New Proposal Submission Deadline Policy

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NEW -  5/2 Day Proposal Submission and PI Eligibility policies are now in effect.    

NEW - Inventor Portal - Now Available

New Proposal Submission Deadline Policy

Issued: February 5, 2019

Effective: March 4, 2019

All proposals submitted through the Office of Sponsored Programs (OSP) must be completed and provided to OSP following a "5/2 day" proposal submission policy:

i. The complete Administrative Proposal* is required in its final version with placeholders for the final Technical Proposal** by 9 AM five (5) business days before the day of the sponsor deadline; and

ii. The proposal in its final form for submission to the sponsor, accompanied by the required unit/school/college approvals must be received by OSP by 9 AM two (2) business days before the day of the sponsor deadline.

*The Administrative Proposal generally includes the application cover page, budget, budget justification, institutional resources section, bio-sketches of all key personnel, current and pending support, subrecipient documentation, 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.

**The Technical Proposal generally includes the goals and aims of the research and other technical information in narrative form. Specific requirements may vary with each sponsor.

Unless the deadline is specifically defined as earlier than 5PM by the sponsor, the submission deadline is 5PM Eastern Time (ET) on the sponsor’s specified deadline date (even if the sponsor allows submissions beyond 5PM ET). 

This policy applies to ALL activity that is submitted to OSP for review and submission to sponsors (proposals, progress reports, letters of intent, subawards, etc.)

OSP Proposal Timeline Chart

*Failure to upload and provide the Required documentation will clasify the proposal as "late"; the PI assumes the risk that their proposal may not be submitted or that there would be insufficient time for adequate proposal review, that errors may need to be corrected in the electronic submission systems, and that the sponsor deadline may be missed.

Additional information regarding OSP commitment, late proposals submission, at-risk proposal submissions and more can be found under Frequently Asked Questions.

OSP Commitment

The Office of Sponsored Programs supports the University community in proposal development through value-added, high-quality service and professional partnerships with Principal Investigators in order to facilitate world-changing research.

Our Grants and Contracts Specialists work collaboratively with PIs and often partner with the Proposal Development team to prepare grant applications, serving as a dedicated central resource in all matters related to University and sponsor policies for proposal development and submission.

PIs that initiate their myResearch proposal, budget and budget justification 14 days in advance can take advantage of OSP support in the preparation of the proposals. By following the "5/2 days" proposal submission policy, Grants and Contracts Specialists will be able to commit additional services in the support of PIs proposals:

  • Review sponsor guidelines, identify key requirements
  • Assist with budget questions, related documentation and proposal submission forms
  • Prepare required sponsor administrative forms
  • Ensure that all SBU information included within the proposal is accurate and complete
  • Contact and collaborate with partner institutions to secure all necessary subrecipient documentation (14 days notice)
  • Assure all regulatory requirements and export control issues are identified
  • Review the final proposal package to ensure all administrative requirements have been met
  • Provide institutional approval for the proposal
  • Complete the review of the final submission package, upload administrative final documents and forms, and submit to the sponsor

To see a copy of the full policy click here

Policy Statement

Policy Statement

A critical function of the Office of Sponsored Programs (OSP) is to review, approve and submit proposals to all external sponsors.  It is in the best interest of the Principal Investigators to have OSP Specialists conduct a thorough review of applications prior to submission.  Sufficient lead time to effectively review the components of the application and conduct compliance checks is essential for a successful submission. Such lead time should be deemed an essential part of the proposal development process, which will reduce the risks associated with rushed reviews or unforeseen circumstances such as this system delays. Therefore, effective March 4, 2019, all administrative items are required in their final version with placeholders for the final science by 9 AM five (5) business days before the day of the sponsor deadline.  The proposal in its final form for submission to the sponsor, including the final science, is due by 9 AM two (2) business days before the day of the sponsor deadline.

During review, the OSP Grants/Contracts Specialist may request changes to the administrative and/or scientific components of the proposal in line with all university and sponsor policies.  All changes requested by OSP must be completed and returned to OSP no later than 9 am on the day of the sponsor deadline. OSP is not responsible for additional changes that the investigator may make to the proposal during this time or any adverse impact such changes may have on the proposal submission.  Requests to withdraw and resubmit changes once a proposal has been submitted to the sponsor are at the discretion of OSP.

For all proposals being submitted via the sponsor's electronic system (NSF FastLane, ASSIST, Workspace, etc.), if the system permits, OSP must be granted access to the submission a minimum of five (5) days in advance of the sponsor's deadline. If the sponsor’s system does not allow for the OSP to be given access, a copy of the proposal must be provided in accordance with the established 5/2 day policy.  

Proposals submitted to OSP "on time" will be reviewed in the order they are received and will receive priority over those submitted late. If a sponsor’s deadline occurs during a change in the university’s scheduled operations (i.e., inclement weather or other emergency), the Principal Investigator should contact the funding agency for an extension to the deadline date. When a sponsor’s deadline falls on scheduled SBU holidays or closings, the last day before the closing or holiday will become the submission deadline. Therefore, Administrative and Technical final Proposals must be provided in accordance with the established 5/2 day policy.  

IMPORTANT: To meet OSP’s proposal preparation deadlines, some departments and/or colleges/schools have an official lead-time policy that establishes an internal proposal preparation and review schedule.   Please be aware of those policies and allow appropriate lead time that support meeting the OSP proposal processing deadlines.

While OSP will make good faith efforts to provide diligent review, if your proposal is not submitted to OSP by the two (2) business day deadline, an exception request must be submitted through the Request for Waiver  form.     

Please note that the Office of Sponsored Programs closes at 5PM and no proposals will be submitted after hours, despite a sponsor deadline after 5PM.

Background

As a result of the high volume of last minute proposal submissions to OSP, it is necessary to adopt a proposal submission deadline policy that provides OSP staff with adequate time to review, approve, revise, and process proposals. OSP staff will review for conformity to sponsor guidelines, budget accuracy, acceptable contractual language, appropriate approvals, etc.

Some agencies’ electronic submission systems are unstable and become overloaded because of heavy access as the deadline approaches. It is strongly recommended to follow the proposal submission policy so that there is sufficient time to resolve technical issues. First time users of the electronic submission process should contact OSP thirty (30) days prior to the deadline for training.

It is recommended that complex proposals (i.e., those with contract documents incorporated, multiple consortium or subcontract arrangements, cost sharing from third parties, and/or complicated budgets) be submitted a day or two before the five (5) business day deadline to offset the extra time needed for review and approvals.

Applicability

This policy applies to all proposals (paper or electronic) submitted to any agency external to the university in support of any Sponsored Project.

Definitions

Administrative Proposal

The Administrative Proposal is one portion of the overall proposal that generally includes the application cover page, budget, budget justification, institutional resources section, 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.

Principal Investigator

A Principal Investigator (PI) is a SBU faculty or staff member who bears responsibility for the intellectual leadership of a project. The PI accepts overall responsibility for directing the research, financial oversight, and compliance with relevant university policies and sponsor terms and conditions of award.

Sponsored Project

Any externally funded research, training, evaluative testing, or public service project directed by SBU faculty or staff as part of their university work that requires the university to perform a specified program or deliver a specified product.

Technical Proposal

The Technical Proposal is one portion of the overall proposal that generally includes the goals and aims of the research and other technical information in narrative form. Specific requirements may vary with each sponsor.

Responsibility

Who should know this Policy

  • Provost, Vice Presidents, Deans and Associate Deans
  • Department Chairs and Directors
  • Principal Investigators
  • Departmental administrative support staff
  • Office of Sponsored Programs and Office of Proposal Development  

Principal Investigator

  • Initiate myResearch Grants proposal and develop the Budget and Budget Justification in myResearch Grants fourteen (14) days prior to sponsor's deadline. OSP Specialists would be able to assist with questions and preparation of administrative documentation.
  • Submit all Administrative Proposals for Sponsored Project funding to OSP through myResearch Grants for review and approval at least five (5) business days and all final Technical Proposals two (2) business days in advance of the day of the sponsor’s deadline
  • Compliance with this and all other applicable SBU and RF policies
  • Contact OSP thirty (30) days prior to first electronic proposal submission for training.
  • Refer to Proposal Development Timeline and Tips for Successful Submission.

Department Chair, Dean, Director

  • Promote faculty and staff awareness of this policy
  • Review and approve proposals

Office of Sponsored Programs

  • Review and approve all proposals submitted in a timely fashion

Contact Information

Office of Sponsored Programs

W5510 Melville Library

Stony Brook University

Stony Brook, NY 11794-3362

Phone: 631-632-4402/9949

Fax:  631-632-6963

Website:  http://research.stonybrook.edu/osp

Email:  osp@stonybrook.edu

Proposal Deadline FAQs

WHAT IS THE REASON FOR THIS CHANGE?

OSP is the sole institutional entity with authority to submit proposals for sponsored projects to external funding agencies. As such, OSP is responsible for assuring that proposals are consistent with sponsor requirements, with federal, state and local laws and regulations, and with SBU and RF's policies. In order to fulfill this responsibility, OSP needs sufficient time to review and approve proposals prior to submission. Additionally, proposal activity through OSP has consistently increased and most sponsors have implemented a variety of electronic submission systems that reduce the time flexibility that was previously available. When  submitting a proposal, the system may generate warnings and/or errors which could prevent the proposal from being validated. With the proper time allowed, it is possible to give you the option and time to review and correct any such warnings and/or errors. OSP will be able to resubmit the proposal. This level of service may only be available for proposals that arrive at OSP with the 5/2 business days lead time.

Additionally, problems beyond OSP control, such as corrupted files or internet interruptions, may result in proposals not being submitted in a timely fashion. It might well be possible that OSP staff cannot correct or submit a late proposal.

 

WHAT IF THE SPONSOR DEADLINE IS MIDNIGHT OR IN A DIFFERENT TIME ZONE?

OSP closes at 5 p.m. Therefore proposals must be received by OSP in time to submit the proposal by 5 p.m. of the due date even when the sponsor deadline is midnight or in a different time zone or is later than 5 p.m. Keep in mind that sponsors often consider the local applicant institution time as the deadline, even if they are in a different time zone.

 

IF MY PROPOSAL IS DUE FIRST BUT COMES IN LATER HOW WILL YOU REVIEW?

OSP staff will review and approve or submit the proposals in the order they are received. Once OSP has processed all proposals that arrived at OSP within the specified 5/2 day deadline, proposals that arrive later will be handled to the best of the staff's ability, and exception approval may be required.

OSP staff will do everything possible to get the proposal to the sponsor on time. However, as the amount of time for processing is reduced, so the chance for insurmountable obstacles increases. Certain parts of the review process are subject to the schedules of other offices. When there is sufficient lead time, OSP staff can compensate for these problems. Therefore, faculty should make every effort to provide the maximum time possible for OSP to process and adequately review their proposals.

 

WHAT IF THE PI OR THE PI'S TEAM IS SUBMITTING THE PROPOSAL TO THE SPONSOR?

In some cases, a PI or his/her team may have the ability to submit the proposal directly to the sponsor and only require a letter of intent from OSP (e.g. subawards, contracts). The same deadlines apply regardless of whether OSP or the PI's team will submit the proposal to the sponsor. The PI (or designated departmental administrator) will receive the applicable signed proposal forms back from OSP to be submitted to the sponsor by the department. A full electronic copy should be sent to OSP for filing. Lastly, please note that the policy only applies to proposals that have a sponsor deadline. 

 

WHAT HAPPENS IF MY PROPOSAL IS NOT SUBMITTED BY OSP DEADLINE?

While OSP will make good faith efforts to provide diligent review, if your proposal is not submitted to OSP following the 5/2 business days deadline in accordance with the Proposal Submission Deadline Policy, an exception request must be submitted by through the Request for Waiver form.  “Late” proposal becomes an “at-risk” proposal AND needs OVPR Approval.

WHAT HAPPENS IF A HOLIDAY FALLS WITHIN THE OSP DEADLINE DATES? 

 

If the sponsor deadline is on Tuesday, and Monday is a holiday observed by OSP staff, then the Administrative Proposal is due by 9am on the Monday before the holiday, and the final form is due by 9am on the Thursday before.

Tips for Successful Submission

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

14 DAYS BEFORE DEADLINE 

  • Solicitation must 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: https://research.stonybrook.edu/policies/proposal-deadline-policy.

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 waiver request 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.


 

Request for Waiver to 5/2 Submission Policy

Please click here to fill out the waiver form.

 

 

Standard Sponsor Deadlines

NSF Standard Deadlines: 

A link to NSF due dates can be found here: https://www.nsf.gov/funding/pgm_list.jsp?org=NSF&ord=date

NIH Deadlines:

Deadlines for Competing Grant and Cooperative Agreement Applications can be found on the NIH web site https://grants.nih.gov/grants/how-to-apply-application-guide/due-dates-and-submission-policies/due-dates.htm. Also, refer to the funding opportunity announcements for deadline information as not all applications are due on standard deadlines.

For additional funding opportunities, visit the Office of Proposal Development webpage.

      

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