Important Reminder: OSP Proposal Review Process and Internal Deadlines
Due to several “near death” experiences of proposal rejection and a trend of receiving approximately 50% of proposals after the two day deadline, we are issuing this reminder of the OSP deadline policy. Unfortunately, we also see many
instances of receiving the proposals for the very first time after the 2 day deadline. In benchmarking against peer institutions, we believe that our policy of requiring administrative components 7 days prior to the deadline and final research plan 2 days
before is quite reasonable.
Over the past year, we have noticed a steady erosion of adherence to the policy. Specifically, we are seeing proposals that don’t even have basic administrative requirements available until the day of the deadline. While we appreciate
the difficulties of the funding cycle and the stress on faculty for proposal development, the danger in not allowing sufficient time for OSP review is that OSP won’t have sufficient time to review. Issues that might prevent the sponsor from accepting the proposal
cannot be identified or prevented. OSP staff have routinely processed any and all proposals whether on time or late. The risk is great for last minute submissions.
We encourage you to reach out to OSP in advance for special assistance with large or complex proposals.
We are happy to take any suggestions that you might have to alleviate this problem. However, we are asking for your adherence to the policy. At a minimum, please provide the required administrative signoffs,
final budgets, budget justification and subcontract documents 7 days prior to the deadline. In only rare and exceptional cases will we accept a proposal that has not submitted administrative requirements by the 2 day deadline (which is
less than ideal). Given the risk to everyone, we also cannot routinely ignore these requirements just because a proposal is large or complex. Again, the issue isn’t as much OSP workload as the potential for rejection by the sponsor which would be an
unsatisfactory outcome for all parties concerned. Exceptions to the 2 day final “ready for submission” policy should be directed to me or Christine Bothe. Thank you.
Sincerely,
Jill Mortali, Director 6-0678
Christine Bothe, Associate Director 6-3097
Proposal Submission Deadline Policy
The Proposal Submission Deadline policy is intended to incorporate a sufficient time period that would allow for review and submission of all requests for externally funded grants and contracts.
Proposals are reviewed at the Department, School and OSP levels.
|
Submission Type |
Due Date |
Items Required |
|
All Proposals, |
7 Business Days |
Proposal Review |
|
Electronic |
2 Business Days |
Final Proposal Package |
30-90 Days Prior to the Deadline
The Principal Investigator informs Department and OSP of intent to submit.
As soon as the principal investigator decides to submit a proposal he/she should inform the leadership of their department or school, their department finance/grant management staff and the
Office of Sponsored Projects of his/her intent. This allows OSP to begin communication with the PI and the Department Administrator and to plan the flow of proposal submissions. This prior notification is especially important in the following instances:
o
Large, complex programs
o
Multi-project programs, involving Dartmouth departments and/or other institutions
o
Unusual terms and conditions referenced in the funding announcement
o
Limitations on the number of institutional applicants (Note: Limited applications are selected through a process in the Provost’s
office. See procedures at the
Office of Foundation Relations web site.)
o
Requests for deviations from School or College policies or practices
o
New initiatives involving significant resources requiring School/departmental approvals
Seven (7) Business Days Prior to the Sponsor Deadline (9:00 a.m.)
PI / DEPT submits Proposal Review Materials to the Office of Sponsored Projects.
To begin the review and assist OSP in an orderly and efficient process, please submit a package consisting of the following materials:
o
Signed Routing Form (or Rapport routing)
o
Sponsor guidelines, funding announcement
o
Proposal abstract
o
Budget, including commitments for any matching funds
o
Budget justification
o
List of key personnel
o
Any special administrative documents required by the sponsor or prime collaborator
For additional information concerning proposal review requirements, checklists, and other considerations, please refer to the
Dartmouth College Principal Investigator Handbook.
OSP Review Process
The Office of Sponsored Projects Reviews the Proposal Materials.
o
The OSP proposal review process assists the PI to ensure compliance with sponsor and institutional policies.
o
Electronic submissions: When the proposal review has been completed the OSP proposal coordinator will inform the principal investigator and
department administrator of any changes to be made. It is the responsibility of the PI /DEPT to make these changes.
o
Paper Proposals or Department Submission to Sponsor: The PI / DEPT will receive the signed proposal forms back from OSP to be submitted to
the sponsor by the department. A full electronic copy should be sent to OSP for filing.
Two (2) Business Days Prior to the Sponsor Deadline (9:00 a.m.)
Electronic Submissions: Delivery of the Final Proposal Package to the Office of Sponsored Projects for Submission to the Sponsor.
o
The PI /DEPT must release the complete proposal to the Office of Sponsored Projects by 9:00 a.m. two (2) business days prior to the deadline
for electronic submission to the sponsor. This allows time for possible technology slow downs and for the PI / DEPT to make corrections in response to system errors indicated by Grants.gov (or other electronic systems). Proposals are listed in the queue and
submitted to the sponsor as soon as possible.
o
Via e-mail from Grants.gov or directly from the sponsor, the PI / DEPT monitors submission of the proposal through to Sponsor acceptance
of the proposal for review. If there are errors requiring correction, the PI / DEPT makes the necessary corrections and contacts OSP to resubmit.
Late Submission to Internal Deadlines
If proposal materials do not reach the Office of Sponsored Projects by the internal deadlines the proposal is late. The proposal is added to the queue. The PI assumes the risk that he/she may
need to correct errors in electronic submission and that the final proposal deadline may be missed.
Jill M. Mortali
Director
Office of Sponsored Projects
Dartmouth College
11 Rope Ferry Road
Hanover, NH 03755
603-646-0678
