Office of Research Resources for Researchers

Proposal Initiation Form (PIF) Submission to CGS

1. A PIF must be submitted no later than one month (30 days) prior to a sponsor’s deadline to initiate the proposal process.

Document Submission to CGS

1. All proposal documents should be provided to CGS as they are ready for review and uploaded to the Cayuse proposal package.

2. Six (6) business days before the sponsor’s deadline, the following final and draft documents must be submitted by at 9 a.m. by the PI to CGS: 

   1. Final administrative documents (e.g., Facilities and Resources, Biosketches, CVs, finalized budget and budget justification for UK and any subrecipients, and letters of support). 

   2. Draft technical documents (e.g., Project Summary, Project Description, Specific Aims, Research Strategy, References cited, and other narratives and references).

CGS will have three (3) business days to review these documents, request final edits from PI, and complete building the proposal package in Cayuse or other sponsor submission system, as appropriate.

1. The CGS Pre-Award Grant Specialist will create the IAF add required attachments, and route for necessary approvals as documents are received. The fully routed IAF is due to OSPA no later than three (3) business days prior to the sponsor’s deadline.

Final Submission to OSPA

1. Three (3) business days before the sponsor’s deadline, CGS must submit by 9 a.m. the completed proposal package to OSPA, including:

   1. Final administrative documents.

   2. Final technical documents approved by the PI. These documents must be uploaded and approved by the PI in Cayuse.

2. OSPA will have three (3) business days to conduct a final review, ensure compliance and submit the proposal to the sponsor.

Exceptions to the Timeline in this Policy
Exceptions to this policy (6- and 3-business-day deadlines) should be requested via communication from the ADR to the VPR and will only be granted under exigent circumstances such as those outlined below. Work on the proposal will cease while the exception is under review:

1. Short notice by the sponsor or pass through entity. Any proposal with less than a 30-day turnaround from the date of notice or publication of the solicitation will be exempt from the 6-day (CGS) and 3-day (OSPA) policy.

2. Serious illness or death of Co-PI or family member.

3. Proposal package updates by the sponsor that necessitate creation of a new package within 2 weeks of the sponsor’s deadline.