Timing the proposal development and submission process is a crucial factor in successfully seeking external funding. Proposals that do not meet established agency deadlines may be returned by the sponsor to the Principal Investigator (PI) unreviewed, or may be held for the next competition, seriously delaying the opportunity to carry out the proposed work. Keep in mind also that in instances where proposals have been developed in response to a particular agency solicitation, it is unlikely that there will be a second "round" of competition.
Another aspect of the PI's proposal development and submission responsibility is meeting internal University requirements. PIs must first verify with departmental chairs or division directors that the proposed project is in line with the unit's programmatic objectives. This is generally accomplished by discussion with the chair or director well in advance of the actual submission. In addition, completed proposals must receive internal institutional approval (sign-off) prior to submission.
At all Washington Square units except CIMS, proposals are routed for review and written approval accompanied at each step by the OSP Synopsis: Application for Approval for Research and Training Proposal Submission, which must have been signed and fully completed by the PI. The Synopsis form, which includes information on the PI, the proposal title, total dollars requested and first year budget details, regulatory issues, and similar material, is accompanied by a submission checklist.
The proposal, along with the Synopsis form, is sent first to the chair, division head, or designated representative for review and initial signature. If/when approved at that level, it is next taken to the appropriate dean or authorized research administrator for review and signature, and, if/when approved, to OSP for final approval and submission. The PI is responsible for obtaining all internal clearances before OSP can approve a proposal on behalf of the University.
PIs at CIMS should consult with the CIMS Sponsored Research Programs Office for requirements for proposal approval and Accepted Proposals at that unit.
OSP will send out by and cover the costs of standard commercial carrier when complete and correct or corrected materials and approvals are received at OSP at least three full working days in advance of the sponsor's deadline for receipt of the proposal. When this schedule is not met, OSP will expect the cost for the priority handling that will be needed to be borne by the PI's unit or the PI. In those instances where OSP is able to provide after hours review, PIs are responsible for delivering proposal packages to an off-site carrier shipping site.