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University Policies

University Policies

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ROWAN UNIVERSITY POLICY 


Title: Internal Deadlines for Proposals to External Funders       
Subject: Office of Sponsored Programs      
Policy No: OSP:2015:07                                                            
Applies: University-wide                   
Issuing Authority: Vice President for Research
Responsible Officer:  Director, Office of Sponsored Programs
Adopted: 08/28/2015
Last Revision: 05/02/2025
Last Reviewed: 05/02/2025


I.     PURPOSE

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 ensure that proposals submitted from Rowan University’s OSP 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.

II.    ACCOUNTABILITY

OSP shall implement this policy under the oversight of the Vice President for Research. The Deans, Associate Research Deans, and the respective Department Chair/Unit Heads shall enforce compliance with this policy.

III.    POLICY

  1. 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 prime 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 Sponsored Program’s (SP) web-based grants management software.

  2. OSP 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 OSP Proposal Specialist. Only exceptional circumstances will be considered.

  3. The following deadlines apply to proposals submitted via OSP staff:

    1. Subaward documentation – 7 business days prior to submission deadline

      1. Rowan’s Principal Investigator (PI) must provide subaward documentation including but not limited to, budget, budget justification, intent to collaborate, and subrecipient questionnaire to the OSP Proposal Specialist no later than seven business days prior to submission deadline. The Rowan PI’s budget will not be reviewed until all subaward documents have been received.

    2. Internal approvals – 5 business days in advance

      1. The Rowan PI must finalize a Cayuse SP record, including final budget, no later than five business days prior to submission deadline – the Cayuse SP record is to be reviewed and routed by the OSP Proposal Specialist. This provides adequate time for all approving parties involved to review the proposed project information. Each electronic signature indicates that 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:

        1. PI or Project Director (PD) – Your endorsement of the proposal certifies that you are the author of the proposal and determined that the requested time, facilities, equipment, and funding are sufficient to accomplish the proposed project or task. Further, you agree to be responsible for the proper conduct of the proposed program and to abide by all applicable laws and the policies and regulations of Rowan and the proposed funding source.
        2. Department Chair – Your endorsement certifies that you reviewed the proposal and concur with the representations of the PI or PD. It also certifies that the PI/PD’s teaching load will be compatible with the proposed time requirement of the project and that adequate space, equipment, and facilities are either already available or required modifications/new additions have been approved and the funding source identified.
        3. Dean – Your endorsement certifies that you concur with the representations of the PI/PD and Department Chair and attest that the proposed activity contributes to the attainment of the goals for the college. Further, your endorsement signifies approval of any identified college funding commitments.
        4. OSP – OSP’s endorsement certifies that the budget is complete and accurate, and that the proposal meets the requirements of the sponsoring agency, Rowan, and State of New Jersey. OSP’s endorsement also certifies that the proposal is, to the best of OSP’s knowledge, complete and accurate.
    3. Final budget – 5 business days in advance
      1. The final detailed budget should be attached to the Cayuse SP record 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.
    4. Final proposals. Final proposals require significant time to review. OSP will provide comprehensive review of the proposal and relay any issues/concerns to the PI prior to submitting. Note that submission may be unexpectedly delayed by sponsor server congestion during peak deadlines, intermittent Cayuse vendor outage, or Rowan network outages, so early submission is encouraged. OSP requires the use of Research.gov for National Science Foundation proposals and Cayuse 424 for almost all other federal submissions. Due to the nature of final proposal documents, multiple internal deadlines apply:
      1. Final administrative proposal documents - 3 business days in advance. Final administrative proposal documents include completed business and administrative components including, but not limited to all investigator biographical information, an OSP-approved budget and justification, mentoring/conduct plans, subaward documents, and relevant research compliance documents. These documents should be uploaded into the relevant proposal submission portal no later than 3 business days prior to the submission deadline. 
      2. Final scientific proposal documents – midnight prior to the submission deadline
      3. Final proposal scientific proposal documents include scope of work/narrative, abstract, and other proposal documents that are scientific in nature. OSP understands that last-minute revisions to these documents can strengthen the submission, so adjustments to scientific documents are permitted up until midnight prior to the deadline. Final scientific documents must be uploaded to the submission portal by midnight prior to the submission deadline.
      4. On the day of the submission deadline, no further changes are allowed. An OSP Proposal Specialist will submit the proposal based on their other submission workload queue, meetings they are required to attend, and availability/functionality of submission portals. PIs will be notified when their proposal is successfully submitted.
      5. Submissions that do not meet the above deadlines require approval from the Division of University Research and the academic Dean’s Office (or Vice President’s Office, if an administrative unit) to ensure they align with university and college priorities and make optimal use of university resources. This waiver form can be accessed on the OSP website. Proposals that are granted an internal deadline waiver may be submitted by OSP without review of required components or formatting. Further, the deadline may be missed if OSP staff are working on proposals that meet the above deadlines or otherwise have required meetings. In no circumstances will OSP submit a late proposal that lacks Dean- or Vice President-level approvals.
      6. Limited submission opportunities are funding opportunities that place a limit on the number or types of applications Rowan can submit, either as a pre- or full proposal. Such restrictions are included in the grant announcement. Interested teams should notify the Office of Research Development (ORD) prior to the internal deadline. If more than one team is interested in submitting than permitted per the announcement, ORD will facilitate an internal competition to determine which proposal(s) moves forward.



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