Proposal Submission Timelines – 14/5/2

• Sponsor's Proposal Guidelines AND Prime Sponsor's proposal guidelines, if applicable (e.g., RFP, PA, BAA, FOA, email instructions, etc.)

• Application face page (if required)

• Detailed budget + budget justification (internal UCSD budget if a detailed budget is not required by the sponsor)

• All other proposal requirements (PIE Exception, cost-sharing letters, biosketch/CV, other support document, etc.)

• Scope of Work / Research Plan

• Outgoing Subrecipient proposal package, including Subrecipient Commitment Form (if not in FDP Clearinghouse), Subrecipient-specific Scope of Work, Subrecipient-specific Budget, and Budget Justification, etc.

• Final draft Scope of Work / Research Plan

• Final draft Outgoing Subrecipient proposal package, including Subrecipient Commitment Form (if not in FDP Clearinghouse), Subrecipient-specific Scope of Work, Subrecipient-specific Budget, and Budget Justification, etc.

• Final version Scope of Work / Research Plan

• Final version Outgoing Subrecipient proposal package, including Subrecipient Commitment Form (if not in FDP Clearinghouse), Subrecipient-specific Scope of Work, Subrecipient-specific Budget, and Budget Justification, etc.

2+ Business Days before deadline date

(ideally proposals should be routed to OCGA 5 Business Days before the deadline to allow adequate time for review)

Less than 2 Business Days before deadline date

Less than 6 business hours before the published deadline

• Final proposals received before 4:30 p.m. on the 2nd Business Day prior to the deadline due date, fall into the Institutional Review category.

• OCGA will conduct an institutional review based on institutional risk, for consistency with institutional policies/requirements, and identification of possible errors and/or warnings that would prevent proposal submission (if applicable).

• Final proposals received less than 2 Business Days before the deadline is considered an “As-Is” submission.

• As-Is submissions are submitted, without a review of any documents or possible errors and/or warnings.

• No guaranteed submission for proposals received less than 6 business hours before the published deadline.

1. Review institutional eligibility requirements and ensure all identifying proposal information provided about UC San Diego, the Sponsored Projects Offices, and/or The Regents is required, accurate, and/or correct. 

2. Review all items that trigger a compliance review such as human subjects, animal subjects, conflict of interest, export control, background IP, exceptional PI status, etc.

3. Check to make sure that effort is budgeted for all Single and/or Multiple PD/PIs (for NIH, this also applies to Co-I, Sr/Key Persons). Also for NIH Other Significant Contributors or UCSD consultants who do not have measurable effort on the application but should be listed at 0% in PD (for COI purposes) (both in the proposal package and the KR PD record must match).

4. Confirm that the appropriate Facilities & Administrative (F&A)/Indirect Cost (IDC) rate and base is applied to the proposal budget.

5. Ensure specific University costs are applied as required.

6. Review budgeted costs to ensure they are aligned with sponsor policies.

7. Verify that there is appropriate documentation of any committed/in-kind University or third-party cost sharing.

8. Review proposal package to see if it is specified that new space is needed to complete the project and if so, ensure KR PD record question is answered accordingly.

9. Ensure all required internal documents have been included in the KR PD record.

10. Determine if anything in the sponsor’s guidelines or award terms would prevent submission of the proposal or acceptance of an award if the proposal is funded.

11. Review and signature of certifications, assurances and representations.

12. Communicate issues and concerns identified during the Institutional Review.

Proposal Details

1. Proposal Type 

Proposal Details

2. Activity Type 
   • This impacts compliance and routing.

Proposal Details

3. Project Dates 

Proposal Details

4. Project Title

Proposal Details

5. Sponsor Codes 
   • Prime sponsor
   • Pass-through entity sponsor (entity immediately funding UCSD), if applicable

Proposal Details

6. Original Institutional Proposal ID (applicable if the Proposal Type = Continuation or Revision)

Proposal Details

7. Keywords

Delivery Info 

8. Submitted By
   • OSP or Department

Delivery Info 

9. Submission Description 

• For NIH applications, need ASSIST number. For NSF, need Temporary Proposal ID.
• For subawards, need instructions on where to submit.
• Portal information needed for certain sponsors.

Sponsor and Program Info 

10. Sponsor Deadline Type
    • Hard or Internal

Sponsor and Program Info 

11. Sponsor Deadline

Sponsor and Program Info

12. Notice of Opportunity - Required if applicable

Sponsor and Program Info

13. Opportunity ID - Required if applicable

Sponsor and Program Info

14. Opportunity Title - Required if applicable

Sponsor and Program Info

15. Sponsor Proposal ID - must provide Grant# if resubmission, renewal, continuation, revision.

Sponsor and Program Info

16. Subaward Check Box (check if there’s a subrecipient or a Multi-Campus Award which is when another UC campus is acting as a “subrecipient”)

Sponsor and Program Info 

17. Anticipated agreement type
    • This impacts compliance, routing to the correct SPO/team, and the questions that populate.

Key Personnel

18. Key Personnel 
    • Important for federal proposals (Audit finding)
    • Linked to KCOI
    • Must list all Key Personnel, and if applicable, Mentor and Co-Mentors
    • First year effort must be included in the Org tab, under the relevant effort period (Academic Year, Calendar Year, or Summer) for all Key Personnel.

Questionnaire

19. All questions must be answered.

Compliance 

20. Compliance
    • Must add applicable compliances

Attachments

21. Sponsor Documents, see above.

Attachments

22. Internal Documents, see above.

Budget 

23. Direct Cost, F&A, Total, Start, End, and Cost Share 

Supplemental Info

24. COA/Financial Unit (this impacts routing)

Determine who the Sponsor Agency: NIH Direct Flow, Other Federal, Industry, Non-Profit, Foreign Local State, or UCOP.

Determine which internal UCSD that will Review/Submit the proposal: OCGA, HSSPPO, OCTA (clinical trials only), GSR

Determine if the there is deadline for the proposal

14 Business Days (or earlier) Before Published Deadline

• Principal Investigator (PI) notifies Research Administrator of intent to submit a Proposal and provides required information:
• Note: those in bold are required to start a Kuali Research Proposal Development Record

Opportunity Number/Solicitation

Proposal Type (e.g., New, Renewal, Revision, etc.)

Activity Type (e.g., Basic Research, Clinical Research, Instruction & Training, etc.)

Lead Unit (Defaults to Initiators Unit)

Project Start and End Dates

Project Title

Sponsor

Sponsor Deadline (Due Date)

Sponsor Deadline Type (Hard Deadline or Internal)

Anticipated Agreement Type (e.g., Grant, Contract, Cooperative Agreement, Fellowship, etc.)

Sponsor Proposal Number if resubmission

Animal (Y/N), IACUC Approval Date

Environment Health and Safety; GMO,etc. (Y/N)

Exporting/International (Y/N)

Human Subjects (Y/N), IRB Approval Date

Cost Sharing (Y/N)

Subrecipient (Y/N), Name of Sub

Clinical Trials (Y/N)

PI Exception (Y/N)

Set up agency profile (i.e. grants.gov workspace/fastlane/Assist record) - ensure all appropraite parties have accounts

Research Administrator (RA) creates the Kuali Research Proposal Development (KR PD) record by completing the required fields in bold (listed above). For more information, go to UCSD Kuali Research Training.

Provide RA with draft detailed budget + draft budget justification (internal UCSD budget if a detailed budget is not required by the sponsor)

Types of Proposal Review:

1)​ Full Review: Received ​10 - 5 Business Days Before Deadline Due Date; Must be received by 4:30 pm. 

2) ​Cursory Review: ​Received 4-3 Business Days Before Deadline Due Date. Must be received by 4:30 pm. 

3) ​​As-Is: Must be received by 4:30 pm. 

5 Business Days (or earlier) Before Published Deadline

PI completes the KR Research Questionnaire and Certification, due prior to routing

RA routes the KR Proposal to the assigned Sponsored Project Office (OCGA, SIO-OCGA or HS-SPPO) with the following required proposal package components:

Final

Sponsor's Proposal Guidelines AND Prime Sponsor's proposal guidelines, if applicable (e.g., RFP, PA, BAA, FOA, email instructions, etc.)

Application face page (if required)

Detailed budget + budget justification (internal UCSD budget if a detailed budget is not required by the sponsor)

All other proposal requirements (PIE Exception, cost-sharing letters, biosketch/CV, other support document, etc.)

Draft

Scope of Work / Research Plan

Outgoing Subrecipient proposal package, including Subrecipient Commitment Form (if not in FDP Clearinghouse), Subrecipient-specific Scope of Work, Subrecipient-specific Budget, and Budget Justification, etc.

Be sure to allow enough time (in advance of 5 business days) for departmental routing and approval of proposals with critical criteria:

Cost Sharing

PI Exceptions

New Space

2 Business Days (or earlier) Before Published Deadline

PI provides RA with final draft of proposal package components

RA updates the KR Proposal accordingly

Final Draft

Final draft Scope of Work / Research Plan

Final draft Outgoing Subrecipient proposal package, including Subrecipient Commitment Form (if not in FDP Clearinghouse), Subrecipient-specific Scope of Work, Subrecipient-specific Budget, and Budget Justification, etc.

8:00am Day of Published Deadline

PI provides RA with final version of proposal package components and confirms proposal is ready to be submitted to the sponsor

RA updates and KR Proposal accordingly

Final Version

Final version Scope of Work / Research Plan

Final version Outgoing Subrecipient proposal package, including Subrecipient Commitment Form (if not in FDP Clearinghouse), Subrecipient-specific Scope of Work, Subrecipient-specific Budget, and Budget Justification, etc.

Proposal Documents (Not all required for each Proposal)

Cover Letter

Project Summary/Abstract - Limit 30 lines

Project Narrative - Limit 3 sentences

Bibliography & References Cited

Facilities & Other Resources

Equipment

Other Attachments

Biosketch - New Biosketch format 5 page limit

Introduction: Resubmission and Revision only

Specific Aims 1 page limit

Research Strategy xx page limit

Progress Report Publication List (renewal only)

Vertebrate Animals

Select Agent Research

Multiple PD/PI Leadership Plan

Consortium/Contractual Arrangements

Letters of Support

Resource Sharing Plan(s)

Authentication of Key Biological and/or Chemical Resources

Other Requested Information

Inclusion of Women and Minorities and Children

Recruitment and Rention Plan

Study Timeline

Protection of Human Subjects

Data Safety Monitoring Plan

Overall Structure of the Study Team

Statistical Design and Power

FDA-regulated intervention

Dissemination Plan

Delayed Onset Studies

Human Subjects Enrollment table

Budget Justification

Awarding Component/Study Section Assignment Request

Fabrications (if applicable)