Want to start a grant proposal?
- Do you want to start a grant or sponsored project proposal with us?
THE FIRST STEP TO DO SO IS TO COMPLETE THE "PROPOSAL INITIATION FORM."
CLICK ON THE PIF BUTTON JUST BELOW TO OPEN THE FORM. IT WILL AUTOMATICALLY BE SENT TO THE OFFICE THAT WILL BE HANDLING YOUR PROPOSAL ONCE YOU COMPLETE IT.
We have some important new grant proposal submission policies. Please review the information here from our leadership, Bob Crockett and Amy Velasco:
May 17, 2022Important 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:
2. Milestone #2 – 20 working days in advance of the submission deadline date or target submission date – Confirmation of proposal details
3. Milestone #3 – 15 working days in advance of the submission deadline date or target submission date – Budget wishlist/framework
4. Milestone #4 – 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 – 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 – 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.
Bob & Amy
Administrator in Charge, Research, Economic Development & Graduate Education
Cal Poly, San Luis Obispo, CA
Associate Vice President for Research Administration
Research, Economic Development, and Graduate Education
Cal Poly, San Luis Obispo, CA
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.
To facilitate submission of complete, approved proposals, the following internal deadlines are required for pre-award processing:
All campus-review-ready versions of routing documents must be provided to the PI’s Grants Analyst at least seven (7) working days before the known or expected submission deadline day. This provides the Grants Analyst the time needed to create the campus approval packet and start the review process for required campus approvals, and will provide the approvers sufficient time to review/approve proposals before the submission deadline. Please note: the submission deadline day is not included in the 7 working days.
*** This 7-working day deadline is a Go/No Go point. Missing this deadline will prevent the proposal or augmentation from being submitted to the sponsor. ***
Additionally, all final-version, ready-to-submit documents and required information for sponsor forms must be provided by the PI to the Grants Analyst at least two (2) working days before the sponsor’s deadline day. This provides the Grants Analyst the time needed to complete all data entry into the sponsor’s submission system, upload documents, and submit the proposal by the submission deadline. Please note: the submission deadline day is not included in the 2 working days.
*** This 2 working day deadline is a Go/No Go point for PIs to receive GDO staff assistance with the data entry and uploading process. ***
EXAMPLE NEW TIMELINE:
National Science Foundation proposal submission deadline
Friday, June 10
(7 working days in advance of the submission deadline)
8 am on Wednesday, June 1
Final Document Deadline
(2 working days in advance of the submission deadline)
8 am on Wednesday, June 8
**Please note: The submission deadline day is not included in the 7 and 2 working days.**