Re: Rush/Last Minute Proposal Policies? McCann, John 01 Feb 2005 18:36 EST

About a year ago, I queried this list regarding the same question.  Around 25-30 people replied, and virtually all said that policies sanctioning late proposals have no teeth.  I compiled the replies to my query, and would be happy to e-mail the document to anyone interested.

John McCann, M.P.A., Ph.D.
Academic Grants Manager
The Evergreen State College
Olympia, WA 98505
Phone 360-867-6045
Fax 360-867-6745
E-Mail xxxxxx@evergreen.edu

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@HRINET.ORG]On Behalf
Of Carlson, Claire
Sent: Tuesday, February 01, 2005 2:43 PM
To: xxxxxx@HRINET.ORG
Subject: Re: [RESADM-L] Rush/Last Minute Proposal Policies?

I used to work at a university that copied and mailed out proposals at
no cost to the PIs.  Because of the ever increasing number of
last-minute proposals, we changed the policy so that we only copied and
mailed if we received the proposal five working days before the
deadline.  If they came in past that point, the PI had to copy and mail
at their own expense.  The result was that we rarely ever copied and
mailed proposals after the establishment of the deadline.  The bottom
line was that PIs did not find free copying and mailing sufficient
incentive to get things done early.  PIs just have too many competing
demands.  I don't think we can ever get rid of last-minute-itis.

Claire

Claire L. Carlson
Associate Vice President for Research
The University of Montana
Research and Sponsored Programs
University Hall 202
Missoula, Montana  59812-4104
Phone (406) 243-5796
Fax (406) 243-5739
NOTE NEW E-MAIL ADDRESS:  xxxxxx@umontana.edu

-----Original Message-----
From: Bushnell, Barbara [mailto:xxxxxx@COBA.USF.EDU]
Sent: Tuesday, February 01, 2005 3:23 PM
To: xxxxxx@HRINET.ORG
Subject: Re: [RESADM-L] Rush/Last Minute Proposal Policies?

Many years ago I attended one of the NCURA Fundamentals of Sponsored
Research programs.   One speaker, from one of the Washington state
universities, said his office had a firm policy of not sending anything
out overnight express.  Proposals had to be in Sponsored Research 10
days in advance of the deadline for review.  They sent out everything
regular mail.   PI's or their departments had to cover the costs of any
express mail required for any of the proposals that did not meet the 10
day deadline.  He said it was rare that they ever had a problem.    I
thought the policy was outstanding.

Barb

Barb Bushnell
Coordinator, Accounting
University of South Florida
College of Business Administration, BSN  3403
4202 East Fowler Avenue
Tampa, FL  33620
Phone:  (813) 974-3270
Fax:  (813) 974-3030

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@HRINET.ORG]On Behalf
Of Susan Meslang
Sent: Tuesday, February 01, 2005 4:57 PM
To: xxxxxx@HRINET.ORG
Subject: Re: [RESADM-L] Rush/Last Minute Proposal Policies?

We are having the same problems - no matter the funding agent.  In the
past everything was done to get a proposal submitted on time even when
the PI submitted it very late - resulting in sloppy work, late hours
etc.  We are eager to hear how others handle this.

Susan W. Meslang
Director of Grants and Sponsored  Programs Tidewater Community College
121 College Place
Norfolk, Virginia  23510-1907
Office 757 822-1773
Cell 757 409-2887
Fax 757 822-1007
xxxxxx@tcc.edu

>>> xxxxxx@UAF.EDU 1/25/2005 6:17:27 PM >>>
Hello all,

We're having a lot of trouble with rush and last minute proposals,
especially for the NSF deadline that passed yesterday. Does anyone have
a good policy for dealing with these types of proposals, or does anyone
use any sort of incentive/penalty system if the proposal is on-time vs.
late? We are considering a small pool of money with a drawing per year
for investigators that get their proposals in on time. Conversely, there
is serious talk from on high about charging the offending unit a fee if
the proposal is last minute. Obviously training will factor some into
this situation as we implement our upcoming faculty training, but for
now, we really feel the need to implement a policy that deals with
proposals that don't follow our 5 business day rule. Any ideas
appreciated.

Sincerely,
Andrew Gray

--
====================================================
Andrew M. Gray, CRA - Senior Pre-Award Administrator UAF Office of
Sponsored Programs 909N Koyukuk Drive / P.O. Box 757270 Suite 212F West
Ridge Research Building Fairbanks, AK 99775-7270

Phone:  (907) 474-1851
Fax:    (907) 474-5444
E-mail: xxxxxx@uaf.edu
Web:    http://www.uaf.edu/osp/

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 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.hrinet.org (click on "Listserv Lists")
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 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.hrinet.org (click on "Listserv Lists")
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