Skip to main content

Proposal Deadlines Guidance

In accordance with University and System policies, all sponsored program proposals must be reviewed by authorized representatives within the Office of Sponsored Programs (OSP) or when delegated to the School of Medicine Sponsored Programs Office opens in a new tab (SOMSPO). Consequently, all applications for externally sponsored funding must be reviewed by OSP or SOMSPO on behalf of the University prior to submission to the funding agency. It is critical that proposals be submitted prior to internal deadlines to ensure a thorough review, which facilitates streamlined award execution and set-up processes while also confirming compliance with Federal, University, and sponsor policies and requirements.

Proposal submission deadlines exist to preserve the integrity of the research process for the University, departments, and investigators alike. This collective responsibility ensures proposals are submitted and reviewed following established standards and procedures (see OSP Operating Standard, 300.03 – Deadlines for Proposal Submission to University Offices) opens in a new tab. Furthermore, proposals in compliance with University policies and guidance will receive a full and complete review and be submitted on time.

The internal proposal deadlines guidelines must be followed for all proposals, including when the sponsor due date is flexible, or the department prefers to submit the application prior to the sponsor deadline. In these situations, a partial review will not be provided, and any internal deadlines will be adjusted to allow for 5 business days to complete a full proposal review.

Overview of Roles and Deadlines

Roles and Responsibilities

PI and Research Administrators (Department)

  • Responsible for all application documents, the completed application, internal routing, and approval of the RAMSeS IPF.
  • Responsible for ensuring that the Award Admin Department delivers a prompt authorization decision to avoid any delays for OSP/SOMSPO in the Admin Office in Process status.
  • If errors and omissions are noted, the PI/Department is responsible for correcting them prior to application and IPF submission for OSP/SOMSPO review.
  • If corrections are needed after IPF submission, OSP/SOMSPO will need to correct them.

SOMSPO Grants Analyst (Central Office)

OSP Sponsored Programs Specialist/Officer (Central Office)

See full list of Roles and Responsibilities by sponsored programs task

Internal Deadlines Due to OSP or SOMSPO:

5 business days prior to sponsor deadline:

  • Completed RAMSeS IPF routed to OSP/SOMSPO
  • Final administrative components of proposal*
  • Draft technical components of proposal*
    *See complete list of Administrative and Technical Components in Required Components

2 business days prior to sponsor deadline:

  • Final application package received by OSP/SOMSPO
  • Final technical components received by OSP/SOMSPO

NOTE: Please remember that additional time for OSP/SOMSPO approval is necessary when processing a large multi-project application or federal contracts. Please notify the appropriate central office well before the deadline that you have a large project or federal contract upcoming and allow enough time for preparation, routing, and review.

Requirements by Deadline
NOTE: OSP and SOMSPO reserve the right to return IPFs if all required administrative documents are not attached by the stated deadlines.

5 Business Days Prior to Sponsor Deadline

At least 5 business days prior to the sponsor’s deadline (by 8:00 AM), the RAMSeS IPF must be completed and routed to OSP/SOMSPO and include the following required proposal attachments:

  • Internal budget
  • Budget justification
  • Agency guidelines for the submission
  • Proposal application with final administrative and draft technical components*
    *See complete list of Administrative and Technical Components in Required Components
  • Provide access to the application in one of the following ways:
    • Attach a PDF of the application, either downloaded from a sponsor submission portal or when the submission will be made in hardcopy
    • Allow access to proposal application if using agency web portal to prepare and submit online (i.e., Cayuse, NSF Research.gov, Grants.gov Workspace, eRA Commons ASSIST, NASA NSpires or various foundation websites such as Proposal Central)

See OSP 300.3: Procedure 1 – Using RAMSeS for Proposal Development and Submission opens in a new tab for full IPF process.

2 Business Days Prior to Sponsor Deadline

At least 2 business days prior to sponsor deadline (by 8:00 AM), OSP/SOMSPO must receive the following:

  • Final application package, including all final technical components*
    *See complete list of Administrative and Technical Components in Required Components
  • Application must be “ready to submit” and OSP/SOMSPO will need full access to the sponsor portal.
    • I.e., Cayuse, ASSIST, Grants.gov, Research.gov, or other application mechanism must be completed, and the PI or designee must indicate that the version is final and “ready to submit” to the agency
  • Training Grants: final biosketches and tables
  • OSP/SOMSPO will conduct a final review of the completed application package and suggest edits (if needed) to make the proposal compliant

2 business days prior to sponsor deadline up to the day-of sponsor deadline:

  • OSP/SOMSPO submits to funding agency. The timing of submission to funding agency depends on several factors including:
    • Volume – workload (proposals in process and already in queue) at central office at the time of submission.
    • Compliance issues – if any edits are requested to the final application package

    NOTE: Use the Submission Notes section of the IPF in RAMSeS to communicate with the central office about any special circumstances pertaining to your submission.

Required Components

Checklist of Administrative Components

FINAL due 5 business days prior to sponsor deadline
Per instructions above, provide access to, or attach draft copy of, sponsor application package and include the following:

  • List all project personnel with stated percent effort, including non-UNC personnel.
    Reminder: At time of award, UNC Health personnel proposed may not be able to participate based on full review or if proposed inappropriately.
  • Sponsor’s Budget
  • Final Budget Justification
  • Biosketches (exception: Training Grant biosketches are due 2 days before)
  • Waiver Requests (as applicable)
    • F&A Waiver Form
    • PI Waiver Form
  • Subcontract information (as required) – additional guidance available from the Proposal section of the Subagreement webpage
    • Fully executed Letter of Intent
    • Scope of Work (SOW)
    • Budget
    • Budget Justification
  • Letters of Commitment for In-Kind/Cost-Share or Matching Support (as applicable)
  • Certs and Reps (as required)
  • Current and Pending Support (as required)
  • Data Management Plan (as required)
  • Facilities, Equipment and Other Resources (as required)
  • Letters of Reference (as required)
  • Letters from Consultants (as required)
  • Other supplemental docs – vendor price quotes, fee for service documentation (if using an external agency), management plans, etc. (as required)
  • Other administrative/business or regulatory documents requested by the sponsor for this specific proposal per the guidelines for this submission (as required)

Checklist of Technical Components

DRAFT due 5 business days prior and FINAL due 2 business days prior to sponsor deadline

  • Abstract/Project Description/Science
  • References Cited
  • Sections on Human and Animal Subjects (as applicable) Rev. 5-7-2014 v.10 3
  • Human Subjects – recruitment plans (as applicable)
  • Other items regarding the technical/scientific aspects of this proposal per the guidelines for this submission (as required)
  • NIH Research Performance Progress Report (RPPR)
    • Draft RPPR due at 5 business days prior as an attachment to the IPF
    • Final RPPR due at 2 business days prior and routed in eRA Commons to OSP/SOMSPO authorized official (listed as the Proposal Specialist in RAMSeS)
Partial Reviews & Consequences

Understanding Partial Reviews

Proposal applications completed according to process guidelines will receive a full submission review. Late or incomplete submissions only receive a partial review of proposal components and materials and additionally, may not receive institutional signature before the sponsor deadline. OSP may also not be able to accept or approve awards on behalf of the University if the proposal was not first reviewed for compliance prior to submission to the sponsor.

Partial reviews are not an option that departments may choose; rather, they are a result of a delayed submission. A partial review will only be completed when there is an established sponsor deadline, AND when the initial submission to OSP or SOMSPO occurs outside of the listed deadlines. For submissions on a flexible sponsor deadline, OSP and SOMSPO will always adjust the internal deadline in the IPF to allow for 5 business days to complete a full proposal review.

It is highly discouraged for OSP and SOMSPO to process partial reviews as it exposes the University to several compliance risks and can lead to negative consequences at both the proposal phase and at the time of the award.

Consequences of Partial Reviews

Rejection of Proposal Submission
If the University has not met the sponsor and agency guidelines, proposals may be administratively rejected without being peer-reviewed.

Non-Acceptance
The University may not be able to accept the award or only a reduced or modified award.

Delays in Award Set-up
Late submissions often result in delays in award setup as additional time is needed to review all proposal components and materials not completed with a full review.

Acceptance of Non-Standard Terms
If the University is unable to negotiate terms and conditions that were accepted as part of the proposal submission, the Principal Investigator and Department may have to agree to non-standard terms if an award is to be executed.

Back to Top