Prepare & Submit Proposal

You

Revise final draft
Submit final administrative documents to CGS
- Deadline: 6 days before sponsor deadline (see below)
Prepare for feedback from your Pre-award Grant Specialist
- Correct and/or edit any items as noted
Submit final technical/scientific documents to CGS
- Deadline: 3 days before sponsor deadline (see below)

Supporting Offices

CGS

Reviews final proposal draft and provide comments and edits to PI
Tracks IAF routing to support adherence to internal deadline
Submits final proposal to OSPA for review before submission to sponsor to support adherence to internal deadline
- Deadline: 3 days before sponsor deadline (see below)

OSPA

Reviews proposal for compliance with sponsor and UK guidelines
Transmits proposal to sponsor

CGS and OSPA services are required.

Deadlines

All proposal documents should be provided to CGS as they are ready for review and uploaded to the Cayuse proposal package.

Document Submission to CGS | 6 days before sponsor deadline

All proposal documents should be provided to CGS as they are ready for review and uploaded to the Cayuse proposal package.

Six (6) business days before the sponsor’s deadline, the following final and draft documents must be submitted by at 9 a.m. by the PI to CGS:

Final administrative documents (e.g., Facilities and Resources, Biosketches, CVs, finalized budget and budget justification for UK and any subrecipients, and letters of support).

Draft technical documents (e.g., Project Summary, Project Description, Specific Aims, Research Strategy, References cited, and other narratives and references).

CGS will have three (3) business days to review these documents, request final edits from PI, and complete building the proposal package in Cayuse or other sponsor submission system, as appropriate.

The CGS Pre-award Grant Specialist will create the IAF add required attachments, and route for necessary approvals as documents are received. The fully routed IAF is due to OSPA no later than three (3) business days prior to the sponsor’s deadline.

Final Submission to OSPA | 3 days before sponsor deadline

Three (3) business days before the sponsor’s deadline, CGS must submit by 9 a.m. the completed proposal package to OSPA, including:

Final administrative documents.

Final technical documents approved by the PI. These documents must be uploaded and approved by the PI in Cayuse.

OSPA will have three (3) business days to conduct a final review, ensure compliance and submit the proposal to the sponsor.

Submission

The Office of Sponsored Projects Administration (OSPA) is committed to support the success of UK’s research enterprise. The OSPA staff will work collaboratively with you, as Principal Investigator, and others across campus to provide client-centered specialized support and executive expertise in sponsor requirements, budget development and proposal submission. OSPA is committed to the timely submission of complete, accurate and fully compliant proposals.

Internal Deadlines: OSPA has a 3-day deadline requirement in order to support the timely submission of error-free, compliant proposals and facilitates discussions with your RA and others after review of the proposal so any necessary revisions or corrections can be made prior to the sponsor’s deadline. A complete and final proposal, accompanied by a fully approved Internal Approval Form (IAF), must be received by the Research Administrator (RA) in OSPA at least three (3) business days prior to the sponsor’s deadline. Please note that colleges may impose additional deadlines or other requirements for review and approval of proposals.

OSPA is committed to assisting you and providing the maximum level of customer service to ensure proposal review and submission go smoothly and, at its core, this new proposal deadline policy is intended to ensure both.

Most proposals are submitted electronically via online systems. Cayuse Proposals (S2S), a system-to-system web-based tool is available for most federal/grants.gov proposal submissions. Ask for more information about using Cayuse. In Cayuse Proposals (S2S) and other online proposal submission systems, OSPA provides the official institutional signature by submitting the proposal.

See the Cayuse Proposals (S2S) section under Electronic Resources for more information about the system.

IAF

IAF (Internal Approval Form) must be completed and certified by all parties at least 3 business days prior to the sponsor's deadline. See instructions for completing the IAF under Tools and Resources.
Online Financial Disclosure statement must be up to date.
Sponsor Facilities and Administrative (F&A) Guidelines, if F&A costs are less than the UK full rate, are attached.

Protocol Review: When applicable, regulatory approval has been sought and is indicated on the IAF: Human Subjects, Animal Subjects, Hazardous Materials, and/or Radiation Safety.