The director of our preaward office circulates a list each month that shows the names of faculty members planning to submit applications, the sponsor's deadline, the preaward officer assigned to process the grant, and the internal deadline for submission. If nothing else, this makes the point to each PI that their application is not the only one being submitted for a given deadline; it also alarms investigators who haven't notifed the OSP of their intent to submit--"You left me off the list!" As for the turnaround time--each preaward officer processes applications in the order he or she receives them. We make no promises on turnaround time because it depends on where you stand in line, and the condition in which you submit the application. PJD **************************************************************** Peter J. Dolce, Ph.D. Associate Vice President for Research Grants Management and Compliance 1005 D. B. Todd Boulevard Meharry Medical College Nashville, TN 37208 Phone 615 327 6237 Fax 615 327 6716 -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Schier-Happell, Suzanne E Sent: Tuesday, August 05, 2008 1:46 PM To: xxxxxx@hrinet.org Subject: Re: [RESADM-L] Internal deadlines and processing times What a timely discussion! Our office just narrowly avoided a true fiasco last week with a couple of ACS proposals that we didn't have final drafts of until the day before they were due, and by that time it was nearly impossible to get the needed signatures (especially during the summer when people are on vacation). That has prompted our office to begin a discussion about enacting an internal deadline like the ones being discussed here. We currently have no stated policy regarding how far in advance PI's need to get their proposals to us, which means that we often (usually?) receive them at the eleventh hour. We realize that such a deadline is fully unenforceable, and of course we would never refuse to assist anyone who has something to submit, no matter how late it arrives in our office. However, putting an official deadline out there would clearly show PI's that submitting at the last minute is at their own risk, and that our ability to get the required signatures is not guaranteed if they come in after the internal deadline. Right now there is no such understanding, and it puts a lot of pressure on us from multiple directions--from the PI, who expects us to get his or her proposal submitted successfully, and from the school officials whose signatures are needed, who have busy schedules and don't always appreciate our asking them to drop everything to review and sign a proposal at the last minute. If only the deadline fairy would come and grant us one wish--to make everyone submit their proposals chronically early! But yes, five days sounds great to me. I think that may be a policy we adopt before the start of the new school year. Best regards, Suzanne Happell Assistant Director of Sponsored Programs Otterbein College -----Original Message----- From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Charlie Hathaway Sent: Tuesday, August 05, 2008 1:23 PM To: xxxxxx@hrinet.org Subject: [RESADM-L] Internal deadlines and processing times I have a meeting in an hour. I'd like to be able to say that most OSPs do __________________. So...super quick survey: We have all discussed how many days before a deadline we expect to see proposals/forms submitted for internal approvals. And we have all (+/-) agreed that you do everything you can to get every proposal out the door regardless of violation of internal deadlines. I understand that the job demands extraordinary effort and flexibility to get everything done on time...but Question: Do you have a policy saying that a proposal will be reviewed and approved within a specific time frame following submission of paperwork? Or do you just tell people "You will get it back in time to submit!" thanks Charlie Hathaway ====================================================================== 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") ====================================================================== ====================================================================== 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") ====================================================================== DISCLAIMER: This email and any files transmitted with it may be privileged, confidential, and contain health information that is legally protected. This information is intended only for the use of the individual or entity named above. The authorized recipient of this information is prohibited from disclosing this information to any other party unless permitted to do so by law or regulation. If you are not the intended recipient, you are hereby notified that any use, disclosure, copying, or distribution, is strictly prohibited. If you have received this information in error, please notify the sender immediately and arrange for the return or destruction of these documents. ====================================================================== 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") ======================================================================
