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Timely Submission & Proposal Review Policy

Read about proposal submission deadlines for all proposals submitted to OCGA.

Coinciding with the implementation of Kuali Research, new proposal timelines have been established and will be enforced starting July 1, 2020.  A grace period is allowed to give departments time to adapt their practices to the new timeline. 

The new research proposal submission timelines, 14/5/2, will support the most effective use of Kuali Research, ensure necessary oversight of proposals, and reduce administrative effort by departmental research administrators and PIs:

  • PIs shall notify research administrators of their intent to submit proposals no later than 14 business days prior to the sponsor deadline. 
  • Research administrators should initiate a Kuali Research proposal record no later than 14 business days prior to the sponsor deadline. 
  • KR proposal records shall be routed with the Final Proposal Package to the assigned Sponsored Project Office (OCGA, SIO-OCGA or HS-SPPO) 5 business days prior to the sponsor’s published deadline.
  • The final draft of the research plan is due to OCGA, SIO-OCGA or HS-SPPO, 2 business days prior to the sponsor’s published deadline.

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Notify OCGA

Notify your assigned   OCGA Officer when your proposal is finalized and ready for review. Finalized Proposal Packages will be reviewed based on the Proposal Review Policy and Proposal Submission Timeline.

Step 1: Finalize Proposal Package

Some documents must be in FINAL form:

  1. Sponsor's Proposal Guidelines AND Prime Sponsor's proposal guidelines 
  2. Application face page
  3. Detailed budget + budget justification

The following documents can be in DRAFT form:

  1. Scope of Work / Research Plan
  2. Any other required sections or elements, e.g. Funding Opportunity Announcement (FOA), IRB Letter, IACUC Letter, PI Exception Letter
  3. 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.
  4. KR Proposal Record

Step 2: Notify your assigned OCGA Officer

Proposals are considered ready for review when the required documents are attached to the KR Proposal Record and the contract officer is notified by the department. However, OCGA can begin review within the sponsor's system IF the sponsor requires the proposal to be created in their electronic system AND the Contract and Grant Officer has access to that system. NOTE: the department must upload the final proposal to KR after it is submitted to the sponsor.

Proposal Review Policy

The type of proposal review will depend on the date and time it is received.Finalized Proposal Package, with required documents finalized and uploaded to KR and/or sponsor’s portal, will be prioritized by the order received, based on the date and time and based on the Proposal Submission Timeline below:

Proposal Submission Timeline for Review

Proposals received 5+ Business Days ( Full Review) or 2-4 Business Days ( Institutional Review) before the deadline date will take priority for review and submission before proposals received 1 or less Business Days ( As-Is Submission) or less than 6 hours before the published deadline ( No Guaranteed Submission). See below for details on timeline and review:

Full Review Guaranteed Institutional Review As-Is Submission No Guaranteed Submission

14+ Business Days before deadline

5+ Business Days before deadline

2-4 Business Days before deadline

1 or less Business Days before deadline

Less than 6 Business Hours before deadline

Proposal must be created Final Proposal Package must be received...

PI should notify research administrator of their intent to submit a proposal.

Research administrator should initiate a Kuali Research proposal record no later than 14 business days prior to the sponsor deadline. 

 

...before 4:30 p.m. on the 5th Business Day prior to the published deadline

...before 4:30 pm on the 2nd Business Day prior to the published deadline

...more than 24 hours prior to the published deadline

...more than 6 Business Hours prior to the published deadline

Note: Final proposals received after 4:30 p.m. on the 5th Business Day prior to the deadline due date fall under Institutional Review.

Note: Final proposals received after 4:30 pm on the 2nd Business Day prior to the deadline due date fall under  As-Is Submission.

Note: Finalized proposals received within 24 hours of the published deadline will be submitted without review.

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

 The  Institutional Review of Proposals - Guidance for Departments (docx) establishes the quality and thoroughness of the review based on the Proposal Submission Timeline above and includes: an outline of required documents, and outline of what is involved in a Full Review, a Institutional Review, an As-Is Submission, and  No Guaranteed Submission, Appendix A: Proposal Review Checklist, and Appendix B: Proposal Submission Timeline and Review. It is intended to be a living document that will evolve based on changes in process and feedback.  

Figures from FY2019
 Proposals 5,019 $4.7 B
 Awards 4,480 $1.3 B

Types of Review

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Full Review

Full Review aims to ensure that projects conducted by University employees, or with the use of University resources and facilities comply with the relevant University policies and guidelines. Institutional issues include but are not limited to:

  • integrity in research
  • appropriateness of the activity to the University's mission
  • protection of human and animal rights
  • use of University facilities and resources
  • cost-sharing
  • adherence to personnel policies as it relates to sponsored research
  • intellectual property
  • conflict of interest
  • recovery of costs, both direct and indirect
  • liability, insurance, and indemnification
  • export controls

Final Proposals Packages received (i.e. sent to the notified OCGA Officer) 5 days or more before the published deadline will receive a Full Review.**

**Final proposals received after 4:30 p.m. on the 5th Business Day prior to the deadline due date, fall under  Institutional Review

Institutional Review

Institutional Review includes review of:
  • FOA,
  • IDC Calculation,
  • cost share, (if applicable),
  • KR record,
  • application face page (if applicable), and
  • possible errors &/or warnings that would prevent submission.

Proposals subject to  Full Review will receive priority for review and submission, preceding the submission and review of proposals that qualify for  Institutional Review.

**Final proposals received after 4:30 pm on the 2nd Business Day prior to the deadline due date fall under  As-Is Submission.

As-Is Submission

As-Is Submissions are submitted, without a review of any documents AND/OR possible errors or warnings.

Proposals subject to Full Review or Institutional Review will recieve priority for review and submission, preceding the review and possible submission of those qualifying for As-Is Submission.

**Final proposals received less than 6 hours prior to the deadline due date fall under No Guaranteed Submission.

No Guaranteed Submission

No Guaranteed Submission proposals will be submitted as they are received.

Proposals that qualify for a  Full Review Institutional Review , or  As-Is Submission will be given priority before proposals received less than 6 hours before the published deadline. Therefore,  No Guaranteed Submission proposals may not be submitted.

Consider the following when submitting a proposal within  No Guaranteed Submission:

  • Errors that result in a rejection and require a resubmission to the Sponsors’ automated web services system.
  • Network volume can slow down transmission of a proposal to Sponsors’ automated web services system and result in a proposal submission timestamped after the Sponsor's deadline. 
  • These proposals will not receive any review by a Contract & Grant officer in OCGA.
  • There is no guarantee that OCGA will be able to submit these last minute proposals to the sponsor.


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