Proposal Submission Timelines – 14/5/2
14/5/2 Required Information and Timelines
To successfully manage the increasing volume of sponsored research proposals combined with new regulatory compliances, proposal submittal timelines have been established and will be monitored by campus leadership. This policy was established by the academic vice chancellors to ensure that compliance with ever changing regulations can be validated before proposals are submitted and reviewed by funding agencies, therefore instilling confidence that researchers have the best chance of having their research projects funded. Refer to the December 20, 2020 campus notice.
14 business days or earlier before published deadline
- Principal Investigator (PI) notifies research administrator of intent to submit a 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) create 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 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 |
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DRAFT |
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- 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 |
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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 |
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Proposal Review Policy
Proposal Review Policy
The type of proposal review will depend on the date and time it is received. A 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 |
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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 |
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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
Institutional Review
An Institutional Review is a focused review of extramural funding proposals by UC San Diego’s Sponsored Projects Offices (SPO) of key areas of institutional risk that could create financial, audit, and/or policy risks for the University.
Under Institutional Review, Contract and Grant (C&G) Officers do not review the technical or administrative sections of proposals, save for those noted in items 9-11 below. Principal Investigators (PIs) and their submission teams will be responsible for the technical substance of a proposal. As modern sponsor submission portals include various checks to ensure compliance with proposal formatting requirements as well as prompts to include required information, the need for central offices to focus on reviewing such elements is greatly diminished.
Through training, outreach, and ongoing collaboration, the Sponsored Projects Offices will work in partnership with researchers and department research administrators to understand sponsor policies and requirements that apply to a proposal submission.
The following are core elements that the SPOs agree constitute an Institutional Review. Additional review criteria may be warranted depending on the sponsor and proposal type (e.g. terms and conditions may need review and acceptance at time of proposal submission).
Institutional Review Elements |
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Proposal Data Integrity
All parts of the organization, from Fund Managers and PIs to the Sponsored Projects Offices, play a role in ensuring that data in proposal records is accurate. The accuracy of Proposal Development records impacts the efficiency of proposal review and other administrative processes. Departments must strive to include complete and accurate information when routing a KR record to a SPO.
- A Contract and Grant Officer will not review or submit a proposal without a successfully routed KR record.
- All Sponsored Project Offices will ensure that PD records are complete and accurate prior to submitting the record in KR.
KR Tab | Data Element |
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Proposal Details |
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Proposal Details |
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Proposal Details |
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Proposal Details |
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Proposal Details |
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Proposal Details |
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Proposal Details |
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Delivery Info |
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Delivery Info |
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Sponsor and Program Info |
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Sponsor and Program Info |
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Sponsor and Program Info |
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Sponsor and Program Info |
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Sponsor and Program Info |
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Sponsor and Program Info |
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Sponsor and Program Info |
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Sponsor and Program Info |
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Key Personnel |
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Questionnaire |
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Compliance |
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Attachments |
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Attachments |
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Budget |
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Supplemental Info |
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Proposal Preparation Checklist
Please print and use the Proposal Preparation Checklist below to get started.
Proposal Submission Types, Timelines & Checklist | |
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Determine who the Sponsor Agency: NIH Direct Flow, Other Federal, Industry, Non-Profit, Foreign Local State, or UCOP. |
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Determine which internal UCSD that will Review/Submit the proposal: OCGA, HSSPPO, OCTA (clinical trials only), GSR |
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Determine if the there is deadline for the proposal |
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14/5/2 - Proposal Submission Timelines & Checklist (For Proposals with a Published Deadline) |
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14 Business Days (or earlier) Before Published Deadline
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Opportunity Number/Solicitation |
Proposal Type (e.g., New, Renewal, Revision, etc.) |
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Activity Type (e.g., Basic Research, Clinical Research, Instruction & Training, etc.) |
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Lead Unit (Defaults to Initiators Unit) |
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Project Start and End Dates |
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Project Title |
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Sponsor |
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Sponsor Deadline (Due Date) |
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Sponsor Deadline Type (Hard Deadline or Internal) |
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Anticipated Agreement Type (e.g., Grant, Contract, Cooperative Agreement, Fellowship, etc.) |
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Sponsor Proposal Number if resubmission |
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Animal (Y/N), IACUC Approval Date |
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Environment Health and Safety; GMO,etc. (Y/N) |
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Exporting/International (Y/N) |
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Human Subjects (Y/N), IRB Approval Date |
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Cost Sharing (Y/N) |
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Subrecipient (Y/N), Name of Sub |
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Clinical Trials (Y/N) |
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PI Exception (Y/N) |
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Set up agency profile (i.e. grants.gov workspace/fastlane/Assist record) - ensure all appropraite parties have accounts |
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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. |
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Provide RA with draft detailed budget + draft budget justification (internal UCSD budget if a detailed budget is not required by the sponsor) |
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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. |
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3) As-Is: Must be received by 4:30 pm. |
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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: |
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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) |
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Detailed budget + budget justification (internal UCSD budget if a detailed budget is not required by the sponsor) |
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All other proposal requirements (PIE Exception, cost-sharing letters, biosketch/CV, other support document, etc.) |
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Draft
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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. |
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Be sure to allow enough time (in advance of 5 business days) for departmental routing and approval of proposals with critical criteria: |
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Cost Sharing |
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PI Exceptions |
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New Space |
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2 Business Days (or earlier) Before Published Deadline |
PI provides RA with final draft of proposal package components |
RA updates the KR Proposal accordingly |
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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. |
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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 |
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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. |
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Proposal Documents (Not all required for each Proposal) |
Cover Letter |
Project Summary/Abstract - Limit 30 lines |
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Project Narrative - Limit 3 sentences |
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Bibliography & References Cited |
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Facilities & Other Resources |
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Equipment |
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Other Attachments |
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Biosketch - New Biosketch format 5 page limit |
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Introduction: Resubmission and Revision only |
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Specific Aims 1 page limit |
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Research Strategy xx page limit |
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Progress Report Publication List (renewal only) |
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Vertebrate Animals |
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Select Agent Research |
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Multiple PD/PI Leadership Plan |
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Consortium/Contractual Arrangements |
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Letters of Support |
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Resource Sharing Plan(s) |
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Authentication of Key Biological and/or Chemical Resources |
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Other Requested Information |
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Inclusion of Women and Minorities and Children |
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Recruitment and Rention Plan |
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Study Timeline |
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Protection of Human Subjects |
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Data Safety Monitoring Plan |
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Overall Structure of the Study Team |
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Statistical Design and Power |
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FDA-regulated intervention |
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Dissemination Plan |
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Delayed Onset Studies |
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Human Subjects Enrollment table |
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Budget Justification |
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Awarding Component/Study Section Assignment Request |
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Fabrications (if applicable) |