Proposal Deadlines

Streamlined Policy

In a letter dated 02/22/2019 from Vice Chancellor for Research Scott Brandt the deadline policy for the Office of Sponsored Projects was streamlined to eliminate the requirement of a Late Proposal Authorization Request (LPAR). The new policy for late proposals is as follows;

Proposals provided to OSP by the following deadlines will receive full support and submission. Support for proposals provided to OSP all or in part after the deadlines will depend upon timing and workload; any errors or omissions up to and including non-submission and/or sponsor rejection without review shall be the responsibility of the PI.

As always, exceptional circumstances, especially those outside of the PIs control, will whenever possible receive equally exceptional effort on the part of our staff.

OSP Deadlines

In order to provide the best possible service, the Office of Sponsored Projects has the following deadlines for proposal processing. The deadlines depend upon the presence or absence of the complicating factors. Examples of complicating factors;

  • Direct costs greater than $2M/year and less than $10M/year;
  • Mandatory cost sharing;
  • Multi-institutional collaboration;
  • Required additional space;
  • A foreign sponsor;
  • The proposal is for a contract or the sponsor’s funding opportunity announcement [FOA] states that the resulting award may be a contract.
Standard proposals (no complicating factors) Non-standard proposals (w/complicating factors)

1. Notify OSP10 working days before the submission deadline. Provide: i) basic proposal information (PIs, etc.), ii) a preliminary budget, iii) a reference to the proposal guidelines, and iii) vital interest indirect cost waiver request (if applicable)

1. Notify OSP: 20 working days before the submission deadline. Provide: i) basic proposal information (PIs, etc.), ii) a preliminary budget, iii) a reference to the proposal guidelines, and iii) vital interest indirect cost waiver request (if applicable)

2. Budget finalization5 working days before the submission deadline.

2. Budget finalization: 10 working days before the submission deadline.

3. Final versions of all required documents (possibly including a draft technical section*): 5 working days before the submission deadline.

3. Final versions of all required documents (possibly including a draft technical section*): 5 working days before the submission deadline.

4. Final technical section and proposal certifications2 full working days before the submission deadline.

4. Final technical section and proposal certifications: 2 full working days before the submission deadline.

Very large proposals: (Direct costs $10M/year or more)

Any proposal with direct costs greater than $10M/year requires UCOP approval. Any such proposal must be brought to OSP’s attention at least 2 months in advance of the submission deadline. Other deadlines will be adjusted accordingly.

NOTE: All unusually large or complex proposals should be brought to OSP’s attention as early as possible to enable the best possible support. Additionally, proposals are required to be submitted through OSP. If your proposal was not submitted through OSP, the deadlines above apply to “back in” your proposal.

*If a draft technical section is submitted, OSP must be notified that a final version will be submitted later. The final technical section may not change i) the amount of project funds requested from the sponsor, ii) the project’s budget justification, iii) cost sharing or matching, iv) F&A (indirect) costs requested, v) effort of key project personnel, vi) named consultants and/or subcontractors, or vii) administrative costs requested.

OSP Proposal Deadline Summary

Standard Non-standard Very large
Notify OSP 10 working days 20 working days 2 months+
Budget Finalization 5 working days 10 working days 1 month
Final documents 5 working days 5 working days 10 working days
Final technical section and certifications 2 working days 2 working days 5 working days

**The OSP Deadline Calculator is a helpful tool to determine exactly when the proposal components are due, as it takes holidays and weekends into account.