Our policy, at least with regards to G.g proposals, has been to say we
require 96 working hours with the completed PureEdge or Adobe package
(plus internal routing form).  If a PI cannot give us the 96 hours, we
ask for a dean's memo acknowledging the lateness - this gives us the
opportunity to "share" the risk that we may not get it through the
portal due to having insufficient time to do our work.  The deans
understand that this is the point of their memo - it works well because
we do not have to turn someone away, but we do explicitly disclaim any
responsibility for problems since we've not been given our required
time.  We have had two "hatless" PIs and in both cases, we were held
harmless and the PIs learned a painful lesson that I believe will
encourage them in the future to comply with the four day deadline.

Good luck!

Gene Stein wrote:
> At one time or another we all would LIKE to have such a policy.  But for
> most institutions, it's not realistic.  To implement it, you must answer
> two questions:
>
> First, will the highest level of your university or organization buy
> into the plan?, and
>
> Second, are you willing to turn away a proposal with a high probability
> of success from your most productive PI when he/she brings you a
> proposal that's two or three days late? (Or when he/she gives you the
> proposal three hours before the deadline?)
>
> If you aren't willing to turn away your most productive PI, the plan
> won't work.  If you accept a late proposal from one PI, you'll have to
> accept late proposals from all.
>
> Gene Stein
> San Diego State University Research Foundation
>
> -----Original Message-----
> From: Research Administration List [mailto:xxxxxx@hrinet.org] On
> Behalf Of Kim A Pachetti
> Sent: Friday, December 12, 2008 9:00 AM
> To: xxxxxx@hrinet.org
> Subject: Re: [RESADM-L] Informal Survey
>
> charlie, that is priceless!  we all have these deadlines...but who has
> actually enforced them -- that's the story i want to hear.
>
>
> Quoting Charlie Hathaway <xxxxxx@AECOM.YU.EDU>:
>
>
>> The King's decree that all must wear hats acquires respect only if
>> the first hatless head is severed.
>>
>>
>> At 11:02 AM 12/12/2008, you wrote:
>>
>>> Good morning folks and Happy Holidays to all -
>>>
>>> Due to many late applications and our office being understaffed, I
>>> would like to consider a new internal policy that states something
>>> like:
>>>
>>> "Establishing an internal receipt deadline is a necessary step to
>>> maintain our ability to successfully submit grant applications on
>>> time to sponsors.  Due to the marked increase in grant applications
>>> and research agreements, it is imperative that OSP have appropriate
>>> time for institutional review and due diligence. Effective ________,
>>> grant applications along with complete internal documentation must
>>> be received in the Office of Sponsored Programs no later than ____
>>> (__) business days in advance of the sponsor's deadline.  OSP will
>>> no longer accept grant applications not meeting this requirement."
>>>
>>> Do any of your institutions that have a hard internal deadline like
>>> this?    Please let me know if you do have something similar, what
>>> the policy states, and how was it received amongst your faculty
>>> members.  I greatly appreciate everyone's input.
>>>
>>>
>>> Sincerely,
>>> Melinda Cotten
>>> Executive Director, Sponsored Programs (OSP)
>>> M. D. Anderson Cancer Center
>>> Houston, TX  77030
>>>
>>>
>>>
>>>
>>>
>>>
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>
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>
>
>
>

--
Jennifer Donais, CRA
Associate Director
Office of Grant & Contract Administration
Research Administration Building
70 Butterfield Terrace
University of Massachusetts
Amherst, MA 01003
(413) 545-5888	FAX (413) 577-1595
http:://www.umass.edu/research/ogca

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