Grants Development Office

Office of Research and Economic Development

Post-Award Administration

Cal Poly Proposal Routing Deadlines


Photo of a white cat wearing glasses and a lab coat, with caption that reads, "Curiosity is a good thing for this researcher, because this researcher planned ahead!"

In order to assure proper campus review and processing of proposal documents, and to provide appropriate support to researchers who plan ahead, please note the following deadlines:

1. Five (5) working days required for proposal routing

A signature-ready copy of any grant/contract proposal must be received by the Office of Research and Economic Development - Grants Development Office (ORED/GDO) at least five (5) working days prior to the proposal submission deadline.  This includes proposals in which Cal Poly is a sub-awardee or otherwise involved.

A signature-ready copy includes the final, fixed compliant budget with final budget justification, final proposal title and period of performance, complete and near-final drafts of sponsor-required documents (e.g. project abstract, project narrative, management plans, facilities information, and other proposal-specific documents), as well as written commitments and final detailed budgets from third-party collaborators or cost-share providers.  In addition to this deadline, the electronic versions of all final proposal documents must also be provided to GDO at least one business day in advance of the submission deadline.  This allows time for proper file merging and conformance with sponsor format and transmission directives.

This assumes that the Principle Investigator and/or proposal writing team will have been working with the appropriate GDO Grants Analyst well in advance of the internal routing deadline to ensure that the relevant documents are ready for signature no later than five days prior to the deadline.  The Grants Analyst will provide assistance in preparing a compliant budget and appropriate budget justification, as well as review your routing documents to ensure that they are signature ready.  As the campus review process is primarily focused on understanding and approving faculty/staff involvement, campus commitments, third-party commitments, and other compliance issues, the documents routed for approval need to be as complete as possible.  Near-final generally means that all portions of the proposed work plan, facilities use, and related project commitments are provided, but may still need to be polished, references added, figures captioned, and/or other formatting and general proofreading completed.  


Research-related contracts (e.g. non-disclosure agreements, material transfer agreements, data sharing contracts, research collaboration, sponsored project agreements, etc.) must be submitted to ORED/GDO at least ten (10) working days prior to the desired date of Cal Poly comments on the contract.  This assumes that the project has already received campus approval by completing the process described above.  Contracts for proposals that have not yet been routed for campus approval require at least ten working days in addition to the time needed to complete the campus approval process. Any necessary revisions requested by Cal Poly (following contract review) may take the other party additional time to consider.  Allowing additional time will enable the other party to respond to any requested revisions and help avoid impacting your project.

3. Exceptions

Unusual circumstances beyond the control of the principal investigator/researcher may allow for limited and rare exceptions to these required deadlines.  However, exceptions are not intended to allow for proposal development or preparation activities to be initiated past the timelines above.  Exceptions assume circumstances beyond the control of the principal investigator/researcher and that the principal investigator/researcher has been working with ORED/GDO well in advance of the timelines above in order to address the unusual circumstances.


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