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Dear Colleagues: As many of you know, our pre-award operation is short staffed at this time. In addition, we have observed our very prolific faculty submitting more and more proposals to both old and new sponsors. As we branch out to new sponsors, understanding their requirements may take additional time and care to assure compliance and avoid unfortunate situations. As we noted last year, we continue to see many last minute proposals. Last minute submissions result in other faculty being placed at the back of the queue and create more opportunity for errors. 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. * Please take this opportunity to review the OSP deadline policy. * Please direct questions regarding proposals to your department grant managers and Office of Sponsored Projects. * Please communicate well in advance with your department grant manager and understand that they have a long list of other responsibilities and proposals to prepare * Please reach out to your OSP Grants Officer to collaborate on complex proposals (well in advance of the deadline) * The deadline policies and routing procedures apply to grants and contracts. Please route all proposals 7 days in advance of the deadline and allow time for special considerations such as cost sharing or indirect cost rate approvals. * Exceptions to the 2 day final "ready for submission" policy should be directed to me. Adherence to the policy is appreciated by your department grant managers and OSP staff and helps to assure successful submission. Thank you. Sincerely, Jill Mortali, Director 6-0678 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 (# of business days prior to sponsor deadline) Items Required for Submission to OSP All Proposals, electronic and paper submissions 7 Business Days 9:00 a.m. Proposal Review Materials (see below for specific requirements) Electronic submissions only 2 Business Days 9:00 a.m. Final Proposal Package for Submission with research plan "ready to go" 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<http://www.dartmouth.edu/~ofr/limited.html> 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<http://www.dartmouth.edu/~osp/resources/fac_orient_handout.html>. 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 ######################################################################## To unsubscribe from the ROUNDTABLE list, click the following link: https://listserv.dartmouth.edu/scripts/wa.exe?SUBED1=ROUNDTABLE