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College of Sciences
Faculty and Staff Resources

Service Zone and Proposal Submission Timeline Policy

COS Research is implementing this policy to ensure timely and efficient processing of proposal submissions.  This policy outlines the services and support provided to COS Faculty and defines a timely submission based on sponsor due dates. This policy covers both the initial notification of a pending proposal and timely submission of draft and final documents ahead of the sponsor deadline. Adherence to this policy by COS Faculty and the College Research Office will ensure COS Research can maintain a balanced workload while providing a fair and comprehensive review of sponsor requirements and documents prior to proposal submission.

Important Notes

  • The COS Research Office Business Hours:
    • Monday through Friday from 8am to 5pm.
    • Closed on Weekends and University Holidays. 
  • The COS AOR WILL NOT submit documents received after 5:00 p.m. Eastern time regardless of the sponsor deadline. 
    • Items received after business hours, will be checked the next business day. 
  • *NEW* Initial notification to COS Pre-Award regarding a proposal submission is via the Proposal intake form.  No other form of communication (including Email or PINS routing) will be considered notification. 
  • Proposals that do not meet these deadlines will receive limited COS Pre-Award services and Lead PIs will be expected to provide all documentation including collecting and managing subaward packets. 

Benefits to the COS Faculty

  • Defined Expectations: Defines the roles of and mutual expectations for PIs and Pre-Award Officers during the proposal development and submission process.
  • Compliance: Provides a timeline that allows for ensuring proposals are compliant with funding agency requirements.
  • Clarity and Consistency: Clarifies COS proposal preparation and submission procedures, making the proposal process more consistent, straightforward, and fair.
  • Early Submission: With sufficient notice, PIs can request early submission of proposals.
  • Strategic Workload Management: Enables COS Pre-Award office to strategically manage workload in an equitable manner to all COS faculty. 
  • SPARCS Timely Submission Policy: Adheres to the new SPARCS policy requiring more than 2 business days for SPARCS to review and sign off on proposals.

Service Zone Overview

Each service zone is based on when the PI completes the intake form, the proposal complexity, and proposal due date.

  • Green Service Zone:  Intake form submitted at least 20 business days prior to submission deadline. 
  • Yellow Service Zone:  Intake form submitted within 19 – 6 business days prior to submission deadline. 
  • Red Service Zone:  Intake form submitted within 5 or fewer business days prior to submission deadline.  

Final Non-Science Documents

(Budget/Justification, Senior/Key personnel documents, etc.)

  • Final non-science documents must be submitted to COS Pre-Award 5 Business Days prior to sponsor deadline.
    • (ex: 11:59 P.M. the previous Friday for a 5:00 P.M. Friday deadline)
  • Draft Science Documents: Draft Project Narrative / Description, Abstract, and References are submitted to the Pre-Award Officer for formatting review.
  • Final Budgets: Any “in-process” budget and / or budget justifications are now considered final and no further changes are permitted by the PI.

Final Science Documents

(Project Narrative/Description, Abstract, References)

  • Final science documents must be submitted to COS Pre-Award 3 Business Days prior to sponsor deadline.
    • (ex: 11:59 P.M. Tuesday for a 5:00 P.M. Friday deadline)
  • Final science documents received fewer than 3 business days prior to the sponsor deadline, will be submitted without review.  
  • Any documents received after 8:00 A.M. on the submission deadline, will move proposal to the Red Service Zone.
  • PI must meet these requirements to receive the full support of the COS Pre-Award Team, otherwise Lead PIs will have to submit all documentation & ensure compliance independently.

NOTE: When Pre-Award reviews your science documents for compliance with sponsor guidelines we review: margin settings, font size, section headings, sponsor-specific requirements including all author names in reference citations, prohibited use of hyperlinks, etc.

How can I calculate my proposal zone and submission timeline?

Use the Proposal Submission Timeline Calculator to determine what zone you will be in and when certain actions or documents are due to the COS Research Office.