REVISED (5.2022) Submission Deadlines for Sponsored Project Proposal Processing

We have some important new grant proposal development and submission policies. Please review the information here from our leadership, Bob Crockett and Amy Velasco:

May 17, 2022 Important Changes to Proposal Submission Policies

Greetings, Cal Poly Researchers –

Just over a week ago, R-EDGE sent a message to the Cal Poly research community explaining our current staffing crisis, and seeking your support as we implement policies that help our pre-award (GDO & CEI) staff balance their workload.  We are currently at less than ½ of our minimum staffing levels to support proposal development and submission, so any policy changes we make are in the spirit of being able to maximize the number of proposals we can support.  The single most impactful way we can accommodate proposals with our reduced staff is by providing them with sufficient lead time.  That was the motivation for the policy we introduced on the 6th, which extended the routing deadline by two additional working days. 

In consultation with our pre-award staff and college leadership, we are expanding this concept by introducing a series of milestones that formalize the proposal process over an extended period.  This policy update will require earlier planning and more rapid responses on your end, but please understand that this formal process for earlier and continual communication between PIs and their analyst is both a necessary solution to our near-term staffing issue as well as a path towards more comprehensive PI support when we are able to fully restaff.  These milestones are the responsibility of the PI, and will be implemented immediately for proposals with submission dates in June and beyond.  R-EDGE will follow up with a communication plan to ensure that PIs understand where they are in the proposal submission process, what is expected of them at the next step, and when upcoming PI deliverables are due.

IF MILESTONES ARE NOT MET, A DEADLINE-DRIVEN PROPOSAL WILL FALL OFF THE LIST AND NOT BE SUBMITTED.

PI-REQUIRED GRANT SUBMISSION MILESTONES:

1.       Milestone #1 – As soon as the opportunity is identified – Submission of Proposal Initiation Form (found on the preaward.calpoly.edu website)

2.       Milestone #2 – 8 AM on 20 working days in advance of the submission deadline date or target submission date – Confirmation of proposal details

3.       Milestone #3 – 8 AM on 15 working days in advance of the submission deadline date or target submission date – Budget wishlist/framework

4.       Milestone #4 – 8 AM on 10 working days in advance of the submission deadline date or target submission date – Complete budget draft, budget justification draft (if required)

5.       Milestone #5 - ROUTING DEADLINE – 8 am on 7 working days in advance of the submission deadline date or target submission date – Final ready-to-route budget, budget justification (if required), proposal summary, facilities use and other campus commitments statement

6.       Milestone #6 – FINAL DEADLINE - 8 AM on 2 working days in advance of the submission deadline date or target submission date – Final ready-to-submit documents

Proposals will be prioritized on a first-come, first-served basis, based on the receipt of the Proposal Initiation Form available from the pre-award website. Proposals without deadlines will be assigned a target submission date that aligns with the milestones above and availability in the pre-award queue at the time of receipt of the Proposal Initiation Form.  The target date will be discussed with the PI during the initial intake process to confirm readiness to meet the milestones and the target deadline.

If milestones are not met, a deadline-driven proposal will fall off the list and not be submitted. 

For proposals without formal deadlines, missing a milestone will cause the proposal to be placed at the end of the queue with the target dates reset once it has been confirmed that the PI commits to submitting under the new timeline.

Even though this change in framework for proposal submission was triggered by our current staffing limitations, we are genuinely excited by the positive impact that earlier planning will have on our ability to produce high-quality, competitive proposals.  Thank you in advance for your support.

Best,

Bob & Amy

Robert Crockett

Administrator in Charge, Research, Economic Development & Graduate Education

Cal Poly, San Luis Obispo, CA

Amy Velasco

Associate Vice President for Research Administration

Research, Economic Development, and Graduate Education

Cal Poly, San Luis Obispo, CA

 

PIs MUST SUBMIT A PROPOSAL INITIATION FORM AS SOON AS THEY IDENTIFY A FUNDING OPPORTUNITY TO WHICH THEY WANT TO APPLY IN ORDER TO INITIATE A NEW PROPOSAL WITH OUR OFFICES. The PROPOSAL INITIATION FORM is located on the preaward.calpoly.edu website.

PIs must be in continuing communication with their Grants Analyst and respond to Analyst requests for documents and proposal information in a timely and responsive manner per all Analyst requests and all stated deadlines.

PIs also must provide final submission documents in the sponsor-required format and using the sponsor-required file-naming conventions to avoid confusion and better facilitate a sponsor-compliant submission.

NEW TIMELINE EXAMPLE:

Please note: The submission deadline days are NOT included when calculating the working days.

Sponsor deadline Sponsor proposal submission deadline

  Wednesday,     August 31

Milestone 1 As soon as the opportunity is identified: Submission of Proposal Initiation Form (found on the preaward.calpoly.edu website)        ASAP
Milestone 2 20 working days in advance of the submission deadline date or target submission date: Confirmation of proposal details      8 AM on Wednesday,         August 3  
Milestone 3 15 working days in advance of the submission deadline date or target submission date: Budget wishlist/framework 

8 AM on  Wednesday,        August 10

Milestone 4 10 working days in advance of the submission deadline date or target submission date: Complete budget draft, budget justification draft (if required)     8 AM on Wednesday,        August 17
Milestone 5

ROUTING DEADLINE8 am on the day that is 7 working days in advance of the submission deadline date or target submission date: Final ready-to-route budget, budget justification (if required), proposal summary, facilities use and other campus commitments statement.

8 am on Monday, August 22

Milestone 6

FINAL DEADLINE - 8 am on the day that is 2 working days in advance of the submission deadline date or target submission date: Final ready-to-submit documents in the sponsor-required format and using the sponsor-required document-naming conventions.

8 am on Monday, August 29

 

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