Proposal Submission Process

OSP must receive the complete proposal package at least five (5) business days prior to the sponsor’s deadline. Your department or college may have additional deadlines ahead of OSP’s. Please be sure to contact your chair and dean/director as early as possible in your proposal development process to ensure you can meet their internal deadlines for reviewing and signing off on the PTF.

Complete Proposal Package: 

The current version of these forms are available under "Required Proposal Forms" on our Policy & Forms page

  • Proposal Transmittal Form
  • Financial Conflict of Interest Form
  • Budget Spreadsheet
  • Budget Justification
  • Project narrative
  • Other sponsor-required proposal components

OSP Review

OSP is responsible for ensuring compliance with the funder, government and the university requirements to maintain ethical research practices and to reduce institutional risk. OSP will carefully review the PTF for compliance issues that will need to be addressed prior to the research occurring. These include, but are not limited to:

  • Responsible Conduct of Research training for researchers included on the project
  • Human subject requirements are met via the Institutional Review Board and an appropriate determination and letter from IRB is provided prior to research beginning
  • Biosafety, hazardous materials, chemical hygiene, and/or animal care issues are addressed and mitigated prior to research beginning.
  • Export controls are addressed when transferring IP and materials out of the US or with foreign nationals.

Secondly, OSP provides an administrative review to ensure the proposal meets the sponsor’s guidelines and requirements for content and formatting. This review is performed to ensure that your proposal meets the highest standards possible before submission.

If the sponsor is a private foundation or corporation, OSP will facilitate CFR’s review and signature on the PTF.

If the proposal includes cost-share, OSP will facilitate the Controller’s review (to certify the funds obligated are available to be used as cost share) and signature on the PTF.

For all proposals, letters of intent, pre-proposals, etc., OSP will facilitate the Provost’s review and signature as the award will ultimately be an agreement between the institution and the sponsor.

Submission

All proposals will be submitted by the assigned SRO within OSP, unless otherwise determined during the proposal meeting.

Next Steps

Funding decisions vary by sponsor and typically can take up to six months. Please communicate with your SRO if you are contacted for more information during the sponsor’s award review process.

  • Contact OSP as soon as you receive a funding decision or other communication from the funder.
  • Once an award is made, OSP will work with SU Legal to negotiate and execute the contract. Only the Provost can sign a grant agreement.
  • Be sure to follow up on any compliance issues that will need to be ready before research can begin should the award be made (i.e. IRB approval, etc.)
  • Once executed, the award will be set-up in SU’s accounting system and an SRO will contact you to set-up a post award meeting/award orientation.
  • For an overview of the “post-award” aspects of sponsored projects and assistance with award management, please review the Sponsored Project Handbook Part II: Award Management Guide and review our Manage an Award webpage