The Proposal Submission Deadline policy is intended to incorporate a sufficient time period to allow for review and submission of all requests for externally funded sponsored programs. Proposals are reviewed at the Department, School and OSP levels. Approval signatures are required at the School and OSP levels.
|Submission Type||Date & Time|
Due to OSP (# of business days prior to sponsor)
|Items Required for Submission to OSP|
|Hard Copy/Paper Submission||5 Business Days 9:00 a.m.||Paper copy of Institutional Approval Form (IAF), Conflict of Interest (COI) Form, line item budget and full sponsor-required proposal|
|VCUeRA Submissions||5 Business Days 9:00 a.m.||Proposal created in VCUeRA System|
|Non-VCUeRA Electronic Submissions||5 Business Days 9:00 a.m.||Finalised Electronic Proposal uploaded to the VCU's Filelocker site (https://filelocker.vcu.edu). E-mailed internal documents sent to firstname.lastname@example.org|
Noncompliance with this policy may result in disciplinary action up to and including termination. VCU does not tolerate any form of retaliation against an employee who brings forth a good faith concern, asks a clarifying question, or participates in an investigation.
All individuals involved in sponsored programs are responsible for knowing this policy and familiarizing themselves with its contents and provisions.
An application for funding that contains all information necessary to describe project plans, staff capabilities, and funds requested. Formal proposals are officially approved and submitted by an organization in the name of a principal investigator. A proposal (application) can be considered an offer to do business, and requires the signature of an institution's authorized official.
Monday through Friday, 8 a.m. to 5 p.m. local time and excludes weekends and university holidays.
The Office of Sponsored Programs officially interprets this policy. The Office of Sponsored Programs is responsible for obtaining approval for any revisions as required by the policy Creating and Maintaining Policies and Procedures through the appropriate governance structures. Please direct policy questions to the Office of Sponsored Programs.
The Principal Investigator is strongly encouraged to notify their Department Fiscal Administrator/Grants Administrator of their intent to submit a proposal as soon as the decision is made. This prior notification is especially important in the following instances:
OSP records the date and time received for all proposals. Review queues are established based on date/time received. Proposals received after 5:00 p.m. are logged in the next business day. E-mail notifications are sent to the individuals on the contact list for the proposal.
Special Information on NIH proposals: OSP initial review of proposals will continue to be based on a first- come, first-served basis. Submission priority will be based on proposals that are reviewed and complete (with all final PDFs) as well as already-submitted proposals that need corrective action. Timely response to OSP review staff questions and requested changes will ensure your place in the submission queue.
Proposals not meeting the OSP deadline are logged in the same manner as above; however, the proposal is recorded as late in the VCUeRA system. The proposal is added to the review queue. Proposals received without adequate time for review may not be submitted.
This policy supersedes the following archived policies: