Susan,

While my department does not have official proposal deadlines, we use the below submission timeline internally for every submission.  It creates a few day buffer for each of the College’s (College of Arts and Sciences) and University deadlines which are a slightly different.   The faculty in my department are excellent at sticking to the below timeline (I give all the credit to my predecessor for that as she was integral in establishing that type of departmental culture).  However, there wouldn’t be any repercussions for missing one as long as they meet the CAS/University deadlines.  If a faculty misses a CAS deadline, they have to request approval from the Dean’s office to proceed with the submission with a strong justification for the missed deadline.  If they miss a university deadline, SPS may or may not have the time to provide a full review prior to submission or submit at all.

Please make note of the following no-later-than timeline for a 10/16 submission:

10-business days (10/2):              Subaward materials due (at least final budget numbers, if applicable) 
8-business days (10/6):                Budget finalized/approved (including subaward materials), all materials entered/uploaded in to the Workspace (minus scientific text), internal approval form

                                                         submitted
7-business days (10/7):                Preliminary application completed in Workspace for SPS initial review
5-business days (10/9):                Reviewed/Corrected application, based on initial review feedback, submitted to SPS
2-business days (10/14):             Final scientific text added to Workspace, submitted to SPS by 9am

Best,

Melissa

From: xxxxxx@lists.healthresearch.org <xxxxxx@lists.healthresearch.org> On Behalf Of Stark, Susan
Sent: Tuesday, August 2, 2022 8:59 AM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Internal Proposal Deadlines

Good morning!

Does your department or college have its own internal deadline for proposal submissions – prior to your institution’s deadline?  In order to allow for sufficient reviews to ensure they are compliant and error-free? 

At the University of Kentucky, the institutional deadline is three days in advance of the sponsor’s deadline.  Our college internal deadline is ten days. 

We are interested in learning how departments and colleges at other institutions handle these internal deadlines.  Are you tracking submissions that don’t meet your department/college internal deadline?  Are PIs asked to do anything in order to have their proposal proceed if an internal deadline is missed?  (Ours must explain the reason for being late to our Vice Dean of Research who then has to agree to let the submission proceed.) Is the PI given a limited number of late submissions before they’re told “no,” and if so, what is the number? Is there any time frame for the number of allowable late submissions? 

Responses to my email below would be appreciated.

Thank you,

Susan

Susan M. Stark, CRA

Director
College of Medicine Sponsored Research

     Administrative Services

University of Kentucky

Kentucky Clinic

740 S. Limestone, Room K009
Lexington, KY 40536-0284
Phone:  859-257-1746

E-mail: xxxxxx@uky.edu

Website: https://medicine.uky.edu/sites/research/sras

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