Announcement:
Proposal routing has changed. Please route proposals through the Beaver Research Hub. Questions? Please contact [email protected].
Overview
The OSRAA Proposals Team oversees submission of pre-application items and full proposals from researchers for external funding. This page provides an overview of timelines and polices that apply to this process at OSU.
Pre-Application Items
Letters of Intent (LOIs), Pre-Proposals, or similar pre-application documents must be submitted to OSRAA for review and authorization if one of the following conditions occur at this phase of submission:
- The sponsor requires the signature of or an online portal or email submission by an Authorized Organization Representation (AOR) or other institution-level business representative for the submission (e.g., National Science Foundation)
- The sponsor requires a detailed budget
In these instances, OSRAA does require routing of the pre-application items through the Beaver Research Hub, allowing us to provide at least a cursory review of pre-application material and ensure institutional and sponsor compliance before it is submitted to a sponsor.
Timeline for OSRAA Review
Pre-application package/item(s) must be routed to OSRAA for Central Review in the Beaver Research Hub and made available to OSRAA staff through a sponsor portal (if applicable) by 8 a.m. PST on the submission deadline date in order to receive review and guarantee timely submission. If the submission is not received by the internal deadline, OSRAA cannot guarantee timely review and submission.
Full Proposals
All project proposals (or similar pre-award records) submitted to external sponsors that have the potential to result in funding must be submitted to OSRAA for review and authorization prior to submission to the external sponsor. This includes proposals for grants, contracts or cooperative agreements.
Timeline for OSRAA Review
To ensure review and submission of proposals by prescribed deadline dates, PIs should allow at least five (5) business days (including the submission deadline day) for initial review of a proposal record by OSRAA. Proposals that are not routed to OSRAA for initial review by 8 a.m. four (4) full business days ahead of a submission deadline and/or that are not in final, ready-to-submit format by 1 a.m. on the deadline date will be considered a "Rush" proposal and may not receive a full compliance review. During popular deadline periods, additional time for proposal processing may be necessary. In these instances the Proposals Team will notify the PI and support staff ahead of time that high volume is expected.
The following steps outline the basic process for full proposals:
|
Business Days to Submission |
Person(s) Responsible |
Action |
|---|---|---|
|
7+ |
PI/Co-PI(s) or Primary Contact (i.e. CARE Support Staff) |
Create a Beaver Research Hub record + submit for review Complete all Proposal Smartforms and Budget(s) & upload required attachments. Grant AOR access to view/edit/submit in the sponsor portal. |
|
7+ |
PI/Co-PI(s) |
Certify |
|
6+ |
Responsible Unit Reviewer (i.e., dept chair or unit head) |
Review + Approve or send Clarification Request to PI/Primary Contact |
|
6+ |
|
|
|
4+ |
PI/Co-PI(s) |
Ensure proposal makes it to OSRAA |
|
2+ |
OSRAA Proposal Analyst |
Complete initial review, send Clarification Request to PI/Primary Contact |
|
0 7:59 a.m. PST on submission date |
Primary Contact |
Finalize proposal + respond to Clarification Request and/or Authorize Submission |
|
0 After 8 a.m. PST on submission date |
OSRAA Proposal Analyst
|
Complete final review |
|
Submit Authorize PI/support staff to submit, or submit directly as AOR |
||
| After Submission: Post Submit updates from sponsor | PI/Primary Contact or OSRAA Proposal Analyst | Submit Request to Update proposal record to reflect "Post-Submission" status, coordinate on preparing + submitting items back to sponsor. |
|
After Submission: Prior to commencing award activities – or, if needed, during proposal development |
PI/Co-PI(s) |
Consult appropriate oversight units or committees for special requirements |