Elsa,
We're a very small and very centralized combined pre-/post award office
[a total of 3 FTE staff] and a rapidly increasing number of proposal
submissions. No assistance is available at the department level for
budgets, etc.
Last fall I sent an email to all faculty asking them to 1) contact me
as soon as they know they want to submit a proposal and 2) to submit
completed proposals to us 3 days in advance of the deadline. I
explained that we now frequently have multiple proposal submissions for
the same deadline and that if everyone waits until the last minute we
might be unable to accommodate someone. Proposals submitted less than 3
days before the deadline will be processed on a time-available basis.
While we'll still do all we can to make certain the proposal is
submitted, I can't guarantee that we'll make the deadline.
I've had a tremendously positive response to the first request.
Compliance with the actual 3 days in advance request is spotty. The
faculty understand the rationale behind my request. They just have
problems (for various reasons) in complying. As long as they understand
the potential consequences, there's not much else I can do.
The reality is we've never missed a deadline due to a last minute
submission. Our "record" for a last minute electronic submission was 90
seconds before the deadline. The professor was standing next to me as I
submitted it and he looked like he would pass out when it took the
system longer than he thought it should to acknowledge receipt and time
stamp the application. I laughingly told him that in the future it
would be helpful if "we" gave ourselves more time. Since my hair
already is gray, the only option left is for it to fall out, and my head
is far too lumpy to successfully carry off that "look."
He left my office promising never, ever do to cut it that close to a
deadline agin. Since he hasn't submitted any proposals recently, I
can't tell you whether the impact was long-term or only temporary.
Linda
Linda Campbell
Director of Sponsored Projects
Santa Clara University
500 El Camino Real
Santa Clara, CA 95053-0250
phone: 408.554.4408
fax: 408.554.2389
email: xxxxxx@scu.edu
>>> xxxxxx@HSC.WVU.EDU 1/23/04 7:12:21 AM >>>
Hello, all,
I have some questions that have arisen lately because of our sponsored
programs office's policy of requiring five working days to process
proposals.
1. How many days of lead time prior to an agency deadline do you
require to process a proposal?
2. Do you have a written policy? [If you have such a policy, is it on
your Web site?... I have searched several research office Web pages
and
do not find any policies of this nature.]
and related questions:
1. What do you do if a PI fails to submit a proposal to your office in
a timely manner:
2. Have you ever failed to submit a proposal because your office did
not have the stated time for processing?
3. If yes, how many?
Thanks for any responses. I will create a table for distribution (# of
days, policy, Web site for policy, etc.)
Elsa Nadler
Elsa G. Nadler
Grants Manager
Department of Community Medicine
1 Medical Center Drive
PO Box 9190
West Virginia University
Morgantown, WV 26506-9190
Tel: 304/293-3546
Fax: 304/293-6685
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