Proposal Deadlines

As stated in a letter dated 3/22/2021 from Vice Chancellor Scott Brandt, effective April 15, 2021, OSP will no longer accept or process any proposal submitted all or in part after an established deadline without an approved exception.

In order to ensure a manageable workload for our staff, superior quality of service for our faculty and researchers, and a streamlined process, deadlines have been revised and a simple online approval process for exceptions has been instituted, which will only be allowed in limited circumstances. The new policy for late proposals is as follows:

Exceptions: Limited exceptions are possible if the PI accepts the consequences of the reduced processing time up to and including the possibility of non-submission or sponsor rejection without review.

  1. Technical narratives in final submittable form with zero other changes will be accepted up to 8 business hours prior to the sponsor deadline. Please use the Exception to UCSC Internal Deadline for Technical Narrative Submission form to request exception to 8-hour deadline for technical narrative. 

  2. Other exceptions may be requested by PIs with the support of their Dean and will be granted by the VCR when 1a) the delays are due to circumstances outside of the PI’s control OR 1b) the VCR determines that the proposal is of strategic importance to the campus, AND 2) handling of the proposal is feasible given OSP’s workload. Please use the Exception to UCSC Internal Deadline for Proposal Submission form to request exception to other internal deadlines.

  

UCSC Deadlines for Proposal Submission

UCSC Deadlines for Proposal Submission

Action

Standard Proposal
(No complicating elements) 

Complex Proposal
(w/complicating elements) 

Very Large Proposal
(Direct costs >$10M/year, DARPA) 

Initiate proposal w/OSP and provide:
  1. Link to the RFP, RFQ, etc.
  2. Budgetary info 
  3. Where appropriate
    1. ETP request to serve as PI
    2. Cost sharing or IDC waiver request
    3. Sub-awardee information
10 work days 20 work days 2 months
Proposal materials frozen 
(In submittable form, draft tech. narrative ok)
5 work days 5 work days Determined by OSP at initiation
Technical narrative frozen
(In submittable form w/zero changes to other materials)
2 work days 2 work days
Complicating Elements: ⧫ Direct costs between $2M and $10M per year; ⧫ Cost sharing or IDC waiver requested; ⧫ Multi-institutional collaboration, including sub-awards where we are prime or sub-awardee; ⧫ Construction grants; ⧫ Required additional space; ⧫ A foreign sponsor; or ⧫ The proposal is for a contract or the sponsor’s funding opportunity announcement states that the resulting award may be a contract.

NOTES

  1. Missed deadlines: OSP will not accept or process any proposal submitted all or in part after an established deadline without an approved exception. Limited exceptions are possible if the PI accepts the consequences of the reduced processing time up to and including the possibility of non-submission or sponsor rejection without review.
    1. Technical narratives in final submittable form with zero other changes will be accepted up to 8 business hours prior to the sponsor deadline with approval. See 1.c. for the request form.
    2. Other exceptions may be requested by PIs with the support of their Dean and will be granted by the VCR when 1a) the delays are due to circumstances outside of the PI’s control OR 1b) The VCR determines that the proposal is of strategic importance to the campus, AND 2) processing the proposal is feasible given OSP’s current workload.
    3. Exception requests must be submitted online: Use the exception for technical narrative submission form or the form for other deadline exceptions for these requests.  
  2. Cost sharing requests: Use this form to begin the cost share request process.
  3. IDC waiver requests: Use the indirect cost exception form for all requests other than indirect exceptions based on non-profit sponsor policy.
  4. ETP requests: Use this form to request exception to policy to act as PI.
  5. Limited submission opportunities may have additional deadlines to enable down-selection.

  

**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.