Proposal Submission Policy

This policy will require faculty researchers and research advancement staff to work well ahead of sponsor imposed deadlines. Due to significant increases in proposal volume and in anticipation of continued growth in sponsored project activity, this policy is established to ensure the quality of proposals that are submitted for external funding. By doing so, the goal of on-time and error-free proposal submissions becomes more realistic and manageable. It will also ensure that proposals that are compliant with the policy are given priority for comprehensive reviews by the research advancement team and the Office of Research and Sponsored Projects Administration.

The PI is responsible for assembling the necessary information with guidance from the sponsor’s FOA and the assigned Research Administrator (RA).  The PI is entitled to enhanced Research Advancement services with appropriate advanced notice (see submission policy below). If there are any subcontracts or if your proposal involves a clinical trial, notify your RA as soon as possible to receive more information on required forms. Once the proposal components are finalized, ORSPA will review and submit the proposal application via the Application Submission System.

Applicability

This policy applies to all proposals to be submitted for extramural funding.

If applying to a limited submission, please adhere to ASU policy RSP 301. The 10-day window will apply if the PI is granted approval to submit before the established timeline in this policy. Otherwise, the window begins upon notification.

Proposals seeking intramural funding are typically submitted by the PI, they will receive budget assistance on a first come, first serve basis.

Policy

See full policy document

Proposals fulfilling the following timeline (starting 10 business days prior) will be given priority status for reviews and submission.

In the case of extenuating circumstances, a PI may apply to the Dean’s Research Office for a waiver to adjust submission deadlines. The ADR will determine if a waiver should be granted.

If Pre-Award has not had the opportunity to review a complete proposal and it has not been initiated within the10 day window, the PI will understand that Pre-Award staff cannot ensure that the proposal will be submitted on time and/or received by the funding agency without errors. This is particularly likely at “high volume” dates, such as regular submission dates for NIH (October, February and June)

In fairness to those investigators who comply with the 10-day proposal submission policy, proposals received outside this window of time (if a waiver is granted) will be processed on a first come, first serve basis, after on-time submissions have been reviewed and submitted.

Submission Timeline

Download the proposal timeline tool to calculate deadlines (.xlsx)

30-60 days prior to the sponsor’s deadline

The PI should complete the intake form with the required proposal information to be added to the Research Advancement queue and also get on the official ORSPA submission schedule. More notice is always welcome.

This allows sufficient time for review of the Funding Opportunity Announcement (FOA), coordination with collaborating institutions, and gathering of necessary proposal documents (biosketches, budget components, current and pending etc…)  

Requests submitted 30 days or less prior to the sponsor deadline may not be processed due to priority given to proposals already in the submission queue. This is most likely to occur when we are approaching one of the three NIH submission cycles. Additional time should be allotted if security risks or subawards are aspects of the application.  

At least seven (7) business days prior to sponsor due date

The PI submits all final proposal documents (budget, budget justification and all remaining required documents) to the assigned research administrator. 

At this point, the proposal will be routed for official approval. If the budget is changed after this point, it will require rerouting for approval. If this occurs, an on-time submission can be jeopardized.

In the case of extenuating circumstances, a PI may apply to the Dean’s Research Office for a waiver to adjust submission deadlines. The ADR will determine if a waiver should be granted. A waiver will be denied if there is a high volume of proposals in the Research Advancement Team's queue. A healthy environment for high quality on-time proposal submissions will be prioritized at all times.    

If Pre-Award has not had the opportunity to review a complete proposal and it has not been initiated within the 7-day window, the PI will understand that Pre-Award staff cannot ensure that the proposal will be submitted on time and/or received by the funding agency without errors. This is particularly likely at “high volume” dates, such as regular submission dates for NIH (October, February and June).

In fairness to those investigators who comply with the proposal submission policy, proposals received outside the submission window (if a waiver is granted) will be processed on a first come, first serve basis, after on-time submissions have been reviewed and submitted.

Contact Information

Lisa Allen, M.Ed, CRA
Assistant Director for Research Advancement
lam130@asu.edu

Page updated on Mar 16, 2021 9:29 am MST