Internal Proposal Receipt Deadline

TO: Faculty and Staff Principal Investigators

SUBJECT: Internal Proposal Receipt Deadline

Electronic business processes have changed our lives, sometimes streamlining activities and sometimes creating challenges. One current challenge is the federal government’s transition to Grants.gov as the single portal for submission of electronic grant proposals. Due to the sheer volume of submissions and the newness of the system, it can take hours to upload a single proposal.

Although most proposals are received in the Office of Sponsored Projects Administration (OSPA) the day of the deadline or one day in advance, we have been able to accommodate a large number of last minute paper proposals. However, it will simply not be possible to submit the same number of electronic proposals in the same timeframe. This is in large part because of agency factors. Hopefully, this process will get smoother over time and we will continue to make every effort to submit your proposals on time.

In order to insure that OSPA has the ability to submit your proposal before the sponsor’s deadline, I am instituting an internal receipt deadline. Effective for any sponsor deadline of May 26, 2006 or thereafter, the completed proposal must be received by the OSPA Research Administrator three (3) business days in advance of the sponsor’s deadline. Remember to take into account that the usual department and college approvals are required prior to submission. This is in effect for all proposals, paper or electronic.

Many universities have had internal deadlines for years and others are now instituting them to accommodate electronic submission. I have discussed this change in procedure over the past few months with the Associate Deans for Research, and I know many of them have already informed you. If you do not meet the new internal OSPA deadline we simply cannot guarantee that your proposal can be submitted within the required timeframe. Last year we lost out on submitting a proposal to DOD that was due at 5pm, because OSPA received it at 4:58. We do not want to see any proposal or application fail to be successfully submitted, but we need your help.

We are preparing for the large volume of electronic proposals that will be submitted as all federal agencies, including the National Institutes of Health and the National Science Foundation, require each program to use Grants.gov by:

  • Keeping you informed via Grants Bulletin items
  • Establishing a proposal upload site on the OSPA website to transmit a proposal to the Research Administrator
  • Providing educational sessions on Grants.gov.

I want to do everything possible to support proposal submission by faculty and staff. Establishing an internal receipt deadline is a necessary step to maintain our ability to successfully submit proposals on time. If you have any questions about this policy or Grants.gov, please contact Deborah Davis or your Research Administrator in OSPA.

University of Kentucky | UK Research
Updated March 9, 2012 | Questions/Corrections to Sean Scott