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Timely Submission of Proposals

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

Notify OCGA 

Notify your assigned OCGA Officer when your proposal is finalized and ready for review.

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 and 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.

Step 2: Notify your assigned OCGA Officer

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

Proposal Review Policy

The type of proposal review will depend on when it is received. Complete proposals, with all required documents finalized and uploaded to EPD and/or sponsor’s portal, will be prioritized by the order received and based on the Proposal Submission Timeline below:

Proposal Submission Timeline

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

5+ Business Days before deadline date

2-4 Business Days before deadline date

1 or less Business Days before deadline date

Less than 6 business hours before the published deadline

Final proposals received after 4:30 p.m. on the 5th Business Day prior to the deadline due date, fall into the Cursory category.

Finalized proposals received after 4:30 pm on the 2nd Business Day prior to the deadline due date, fall into the As-Is category.

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

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

Type of Review

The Institutional Review of Proposals - Guidance for Departments (docx) establishes the different types of review based on the Proposal Submission Timeline above and is intended to be a living document. It will evolve based on changes in process and feedback. It contains:

  • Outline of what is needed at time of review by an OCGA Contract and Grant Officer
  • Outline of what is involved in a full institutional review, a cursory review, an as-is submission, and when a submission is not guaranteed
  • Appendix A: Proposal Review Checklist
  • Appendix B: Proposal Submission Timeline and Review

Here is quick reference of Apendix B: Proposal Submission Timeline and Review:

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Full Institutional Review

Institutional 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

Proposals submitted (i.e. sent to the notified OCGA Officer) 5 days or more before the published deadline will receive a Full Institutional Review of the application. Final proposals received after 4:30 p.m. on the 5th Business Day prior to the deadline due date, fall into the Cursory Review category. 

Cursory Review

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

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

As-Is Submission

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

No Guaranteed Submission

No guaranteed submission for proposals received less than 6 business hours before the published deadline. Proposals will be submitted as they are received. Consider the following when submitting within this portion of the timeline:

  • Errors that result in a rejection requiring 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 missing the Sponsor's deadline. 

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