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GIM 19

Internal Deadlines for Proposals to Outside Agencies

UNIVERSITY OF WASHINGTON

Office of Research
Office of Sponsored Programs

GRANTS INFORMATION MEMORANDUM 19

March 9, 2012

SUPERSEDES: GIM 19 (July 20, 2010)

Purpose

The Office of Sponsored Programs (OSP) is committed to assuring timely submission of complete, accurate and excellent proposals. In order to achieve this, it is critical that OSP receive proposals in sufficient time to provide adequate review of the applications. With the advent of Grants.gov and other electronic submission systems, it can take up to 48 hours or even longer to process applications once they are submitted by OSP. Once a proposal is submitted to NIH and other outside agencies, the proposal is final and no corrections may be made, unless responding to system-generated errors prior to the Sponsor deadline. This policy is revised to assure that applications submitted from the University of Washington are processed in a timely manner and are submitted in compliance with all sponsor and University requirements.

Applies to: All proposal submissions, including subcontract proposals, and noncompeting continuations (e.g. NIH progress reports), in both paper and electronic format.

Background

Effective beginning with the January 01, 2011 deadlines, the Office of Sponsored Programs will ensure, using its best effort, the on-time submission of applications to the sponsoring agency when each of the following timelines detailed below is met. It should be noted that individual colleges, schools and/or departments may impose additional deadlines in advance of those cited below.

University Policy

Seven (7) Business Days in Advance

An approved eGC-1 and the proposal containing all final business elements should be received by OSP at least seven (7) working days prior to the sponsor deadline. Final business-related elements of the proposal include but are not limited to the budget, budget justification, cost share commitments, identification of required resources, subcontracts and significant financial interest disclosures. These elements should be in their final form and viewable by OSP on the associated Sponsor online system (e.g. NSF Fastlane), though the description of the "Scope of Work" ("SOW") may still be in a draft form. Note, however, that the SOW must be far enough along to allow for the accurate identification of any potential compliance issues vis-a-vis export controls or the use of humans or animals in the research. The SOW submitted must be the SOW affiliated with the business proposal. Proposals received seven days or more in advance of the sponsor's deadline will receive a detailed review by OSP to provide greater assurance that the proposal can be submitted error-free. Proposals that fail to meet this deadline and requirement will be subject to substantive review to the extent reasonable, given the nature of the proposal and arrival date in OSP.

Three (3) Business Days in Advance

OSP must receive the final application, in complete form and ready for submission to the sponsor (i.e. "Ready to Submit") three business days prior to the sponsor deadline. "Ready to Submit" means a full and complete application in final format that is ready for submission to the Sponsor.

Proposals received by 5:00 pm, three (3) business days in advance of the sponsor deadline (e.g. Monday by 5:00 pm for a sponsor deadline on Thursday) that have all elements completed (business and science) will be reviewed by OSP staff to the extent necessary to assure the proposal is transmitted to the Sponsor for review. In addition, such proposals will be reviewed for accuracy, completion, and compliance with Sponsor, University and Federal and State requirements, to the extent reasonable given the nature of the proposal, when the proposal was first received by OSP, and when received by OSP in "Ready to Submit" status

All proposals, both paper and electronic, received by OSP after 5:00 pm, three (3) business days prior to the sponsor deadline will be returned to the PI and department contact and will not be submitted to the Sponsor unless a waiver to the deadline is granted by the Assistant Vice Provost for Research. Any proposal submitted under such a waiver will be reviewed by OSP only to the extent necessary to assure the proposal is transmitted to the Sponsor for review.

Non-competing Continuations

Non-competing continuations (e.g. NIH progress reports) received by OSP after 5:00 pm, three (3) business days prior to the Sponsor deadline will be reviewed and submitted by OSP within five business days of the date the GC-1 is received in OSP and is "Ready to Submit."

Exceptions and Waivers

Waivers to the three (3) business day rule will be made only for official university closure (e.g. inclement weather), due to PI or Co-PI serious illness, injury, or death of a key personnel, or if documented notification of the funding opportunity was made less than two ( 2) weeks prior to the deadline. Any proposal received by OSP under an approved waiver will be submitted to the sponsor; however, for those proposals requiring submission via Grants.gov, OSP cannot ensure that the electronic submission will be transmitted from Grants.gov to the sponsor agency error-free and in time to meet the sponsor's deadline.

Procedures and Guidance

Responsibilities

Office of Sponsored Programs:
Principal Investigator:
Director, Chair and Dean:

Definitions

Business day:
Weekday that UW is open for business. Excludes weekends and holidays.
Business Elements:
Includes but not limited to the budget, budget justification, cost share commitments, identification of required resources, biosketches, subcontractor supporting documents, and significant financial interest disclosures.
eGC1:
Electronic form submitted to capture required approvals prior to submission the external sponsor. The eGC1 contains a copy of the proposal, the budget, institutional signatures and/or eGC1 approvals, basic compliance information, contact information, and submission instructions, as needed.
Ready to Submit:
Full and complete application in final format that is ready for submission to the sponsor.

Contacts

SubjectContactEmailPhone
Proposal Review and Submission Office of Sponsored Programs osp@uw.edu 206-543-4043
eGC1 and SAGE Office of Research Information Services sagehelp@uw.edu 206-685-8335

Content Creator

Responsible University Office Policy Owner
Office of Sponsored Programs Assistant Vice Provost for Research, as delegated by the Vice Provost for Research

Revision History

Amendment No. Date Amended Purpose Who/Title