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Proposal Submission Timelines – 14/5/2

14/5/2 Required Information and Timelines

To successfully manage the increasing volume of proposals combined with new regulatory compliances, the following timelines have been established and will be monitored by campus leadership.

14 business days or earlier before published deadline

  • Principal Investigator (PI) notifies research administrator of intent to submit proposal and provides required information: 
    • 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
    • Sponsor Deadline Type (hard deadline or internal)
    • Anticipated Agreement Type (e.g., grant, contract, cooperative agreement, fellowship, etc.)
  •  Research Administrator (RA) creates the Kuali Research Proposal Development (KR PD) record by completing the required fields (listed above)For more information go to UCSD Kuali Research Training. 

5 business days or earlier before published deadline

  • PI completes the KR Research Questionnaire and Certificationdue 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 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 
  • 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 Review Policy

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 sponsor’s portal (if applicable), will be prioritized by the order received and reviewed in accordance with the Proposal Submission Timeline below:

 

Institutional Review As-Is Submission No Guaranteed Submission

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.

The Office of Contract & Grant Administration (OCGA), through their contract and grant officers/analysts is one of the designated campus office with delegated authority to solicit, accept, and execute extramural contracts and grants. OCGA is responsible for reviewing and endorsing extramural proposals, or Institutional Review, on behalf of The Regents of the University of California.

  • integrity in research;
  • appropriateness of the activity to the University’s mission;
  • protection of human and animal subjects;
  • 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 F&A);
  • liability, insurance and indemnification; and
  • export controls