OSPA Proposal Submission Due Dates - Five (5) Business Days Prior to Sponsor Due Date
To ensure that the Office of Sponsored Projects Administration (OSPA) properly executes the University's responsibilities with adequate time to provide investigators with appropriate feedback on their applications and to ensure timely submission to the funding agency, it is necessary that applications with published and/or established agency deadlines be received by OSPA by at least five (5) business days prior to the due date. Proposals that have no established deadlines will be processed as soon as possible depending on the circumstances and the urgency. Should there be any question regarding the routing of a proposal or contract for signature, contact OSPA for guidance.
Late proposals are at risk for submission failure. For this reason OSPA has implemented a five day proposal submission policy.
In addition, a new NIH rule which went into effect January 1, 2011 eliminates the error correction window for eRA Commons identified errors and warnings. The announcement can be found at: NOT-OD-10-123.
The following proposal submission due dates allow OSPA sufficient time to review the proposal thoroughly, identify necessary corrections and make appropriate recommendations. The review timeframe allows faculty sufficient time to finalize the proposal prior to final submission to sponsor.
Five (5) Business Days Prior to the Sponsor Due Date
All proposals submitted must be received by OSPA at least five (5) business days prior to the sponsor submission deadline. All proposals/electronic applications must be uploaded into Sparta for submission to the sponsor. Program/project announcements should also be uploaded for review of guidelines. As many of the electronic submission systems become extremely slow on deadline day, OSPA cannot guarantee submission by the imposed deadlines for proposals that are not received and approved by the five (5) business day deadline.
The PI/department must upload the final application into Sparta with enough lead time for department chair and management center approval. Management center approval must be received five (5) business days prior to the due date for submission to the sponsor.
This allows time for final review and submission in advance of the deadline to minimize possible technical problems and maximize time for corrections in response to proposal errors indicated by Grants.gov (or other electronic systems).
Late Submission for OSPA Due Dates
If proposal materials are not received in the Office of Sponsored Projects Administration by the internal due dates, the proposal is considered late. The proposal is added to the queue and is processed in the order it was received. The PI assumes the risk that there may be insufficient time for adequate proposal review, that he/she may need to correct errors in the electronic submission, and that the sponsor deadline may be missed.
General Notes to Consider
OSPA is the signature authority on all agreements and grants. All agreements/grants from the sponsor should be forwarded to OSPA for review, negotiation and signature. Any change to the human subject, lab animal, or radiological materials approvals should be forwarded to OSPA for submission to the agency.
For purposes of electronic submissions, OSPA closes at 5PM. The complete electronic submission must be received by OSPA in time to launch the proposal by 5PM of the due date even when the sponsor deadline is later than 5PM.
Priorities During Large Volume Submission Deadlines
As many of the electronic submissions systems become extremely slow on deadline day, OSPA cannot guarantee submission by the imposed deadlines for proposals that are not received and approved by the five (5) business day deadline. Be aware that when the number of proposals being submitted to meet a deadline is large, all proposals received on time will be fully processed, including necessary re-submissions, before those proposals that arrive late to OSPA. This is in fairness to those investigators who meet the published deadline. OSPA will, of course, do all it can to submit your proposal on time, but we wanted to make you aware of the way that proposals are prioritized and the risk associated with not meeting OSPA's deadlines.
Circumstances Beyond Our Control
OSPA staff will do everything possible to get the proposal to the sponsor on time. However, as the amount of time for processing is reduced, the chances for obstacles increase. Faculty should make every effort to provide the maximum time possible for OSPA to process and adequately review their proposals.
Any questions regarding this policy statement should be directed to the Office of Sponsored Projects administration at 216-368-4510 or firstname.lastname@example.org.