ROWAN UNIVERSITY POLICY
Title: Internal Deadlines for Proposals to External Funders
Subject: Office of Sponsored Programs
Policy No:
Applies: University-wide
Issuing Authority: Vice President for Research
Responsible Officer: Director, Office of Sponsored Programs
Adopted: 08/28/2015
Last Revision: 08/28/2015
Last Reviewed: 08/28/2015
The Office of Sponsored Programs (OSP) is committed to the timely submission of complete, accurate, and fully compliant proposals. In order to achieve this, it is critical that OSP receive proposals in sufficient time to provide adequate review. This policy is in place to assure that proposals submitted from Rowan University's Office of Sponsored Programs are processed in a timely manner and are submitted in compliance with all sponsor and University requirements. These deadlines do not override departmental or college deadlines in advance of those cited below.
At the direction of the Vice President for Research, the Office of Sponsored Programs shall implement this policy starting September 1, 2015. The Deans, Associate Research Deans, and the respective Department Chair/Unit Heads shall enforce compliance with this policy.
OSP is the only office vested by Rowan University with the authority to sign and submit research proposals on behalf of Rowan University. OSP must verify that a proposal is current, complete, and accurate. Therefore, OSP must review, approve, and sign/electronically sign all proposals, including those when Rowan will be a subcontractor prior to submission to the funding agency. Faculty members are not authorized to submit proposals without prior College, Department, Center, Institute, and OSP review and approval, as relevant. This is done using Rowan's Cayuse SP web-based grants management software.
OSP has two locations: James Hall Suite 3129, Glassboro and UEC Suite 1040, Stratford; office hours are from 8:30-4:30. All business must be conducted during these hours unless advanced arrangements have been made with your assigned Proposal Specialist. Only exceptional circumstances will be considered.
The following deadlines apply to proposals submitted via OSP staff:
Internal approvals via Cayuse SP should be received by OSP no later than five business days prior to submission. This provides adequate time for all parties involved to review the proposed project information. Each electronic signature indicates the signer believes that the proposed research or sponsored activity will be beneficial to all concerned and that his/her unit assumes responsibility for commitment of resources or persons under the unit's jurisdiction as indicated by the proposal. For multi-disciplinary projects, all associated investigators, chairs, and deans must endorse.
The final detailed budget should be provided to OSP no later than five business days prior to submission. This provides adequate time for OSP to review and approve the budget, as well as to transpose the budget into the required sponsored format or template.
A final proposal consists of completed science and business components including, but not limited to, a final research plan, all investigator biographical information, an OSP-approved budget and justification, and relevant research compliance documents.
Final proposals require significant time to review and are required 3 business days in advance. OSP will provide comprehensive review of the proposal and relay any issues/concerns to the Principle Investigator (PI) prior to submitting. Note that submission may be unexpectedly delayed by grants.gov server congestion during peak deadlines or Rowan network outages, so earliest submission is encouraged.
OSP encourages the use of FastLane for National Science Foundation proposals and Cayuse 424 for all other federal submissions, as these systems provide error-checking and validation prompts prior to submission. OSP discourages the use of Adobe grants.gov packages unless required.