DEADLINE PROCEDURES FOR CONTRACTS & GRANTS

(Sent to C&G Representatives 5/15/01; Updated 12/20/02)

On May 2, 2001, Executive Vice Chancellor Hall issued a letter to the campus community announcing the end of the waiver procedure for the Contracts and Grants Office four day proposal review deadline. Effective for all proposals with a June 2, 2001, deadline or later the waiver letter approved by the Dean is no longer required. However, every proposal will receive a compliance review before it is signed and submitted and thus proposals received after the Contracts and Grants Office 9am four day deadline run the risk of being submitted late. If a principal investigator or fellow believes that there are mitigating circumstances for not meeting the deadline and wishes to send an explanatory letter with the proposal, Contracts and Grants will include the letter if the proposal is submitted after the funding agency deadline. The following information responds to the questions that have been received to date.

1. The new procedure applies to proposals having a funding agency deadline of June 2, 2001, or later. Proposals having a funding agency deadline of June 1, 2001, will be accepted under the current waiver procedure.



2. All proposals are included in this new procedure. This includes fellowships and non-competing continuations.



3. Proposals will be reviewed in the order received by each Contracts and Grants Office analyst.



4. Proposals arriving less than four working days before the funding agency deadline cannot be guaranteed of submission by the agency deadline, but will be submitted within four working days after receipt by Contracts and Grants, assuming that all compliance issues have been resolved.



5. A letter to the funding agency is not required by the Contracts and Grants Office. However, funding agencies, including the NIH, are under no obligation to accept a late proposal without an explanation and a letter is recommended. NIH guidance on late proposals is found on page 22 of the current PHS 398 application kit.

This change in policy is being implemented to assure that all proposals comply with university and funding agency policies, thus reducing campus liability to audit or to corrective action by a funding agency.

Clarification update 12/20/02: Incomplete proposals will not considered to be on time.