OSP is the sole institutional entity with authority to submit proposals for sponsored
projects to external funding agencies. As such, OSP is responsible for assuring that
proposals are consistent with sponsor requirements, with federal, state and local
laws and regulations, and with SBU and RF's policies. In order to fulfill this responsibility,
OSP needs sufficient time to review and approve proposals prior to submission. Additionally,
proposal activity through OSP has consistently increased and most sponsors have implemented
a variety of electronic submission systems that reduce the time flexibility that was
When submitting a proposal, the system may generate warnings and/or errors which
could prevent the proposal from being validated. With the proper time allowed, it
is possible to give you the option and time to review and correct any such warnings
and/or errors. OSP will be able to resubmit the proposal. This level of service may
only be available for proposals that arrive at OSP with the 5/2 business days lead
Additionally, problems beyond OSP control, such as corrupted files or internet interruptions,
may result in proposals not being submitted in a timely fashion. It might well be
possible that OSP staff cannot correct or submit a late proposal.
OSP closes at 5 p.m. Therefore proposals must be received by OSP in time to submit
the proposal by 5 p.m. of the due date even when the sponsor deadline is midnight
or in a different time zone or is later than 5 p.m. Keep in mind that sponsors often
consider the local applicant institution time as the deadline, even if they are in
a different time zone.
OSP staff will review and approve or submit the proposals in the order they are received.
Once OSP has processed all proposals that arrived at OSP within the specified 5/2
day deadline, proposals that arrive later will be handled to the best of the staff's
ability, and exception approval may be required.
OSP staff will do everything possible to get the proposal to the sponsor on time.
However, as the amount of time for processing is reduced, so the chance for insurmountable
obstacles increases. Certain parts of the review process are subject to the schedules
of other offices. When there is sufficient lead time, OSP staff can compensate for
these problems. Therefore, faculty should make every effort to provide the maximum
time possible for OSP to process and adequately review their proposals.
In some cases, a PI or his/her team may have the ability to submit the proposal directly to
the sponsor and only require a letter of intent from OSP (e.g. subawards, contracts).
The same deadlines apply regardless of whether OSP or the PI's team will submit the
proposal to the sponsor.
The PI (or designated departmental administrator) will receive the applicable 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. Lastly, please note that the policy
only applies to proposals that have a sponsor deadline.
While OSP will make good faith efforts to provide diligent review, if your proposal
is not submitted to OSP following the 5/2 business days deadline in accordance with the Proposal
Submission Deadline Policy, an exception request must be submitted by through the
Request for Waiverform. “Late” proposal becomes an “at-risk” proposal AND needs OVPR Approval.
If the sponsor deadline is on Tuesday, and Monday is a holiday observed by OSP staff,
then the Administrative Proposal is due by 9am on the Monday before the holiday, and
the final form is due by 9am on the Thursday before.