Grants Development Office

Division of Research, Economic Development, & Graduate Education

Post-Award Administration

Getting Started

REVISED (5.2022) Deadlines for Sponsored Project Proposal Submission and Processing

 

PIs MUST SUBMIT A PROPOSAL INITIATION FORM AS SOON AS THEY IDENTIFY A FUNDING OPPORTUNITY TO WHICH THEY WANT TO APPLY. The PROPOSAL INITIATION FORM is located on the preaward.calpoly.edu website.

PIs must be in continuing communication with their Grants Analyst and respond to Analyst requests for documents and proposal information in a timely and responsive manner per all Analyst requests and all stated deadlines.

PIs also must provide final submission documents in the sponsor-required format and using the sponsor-required file-naming conventions to avoid confusion and better facilitate a sponsor-compliant submission.

To facilitate submission of complete, approved proposals, the following internal deadlines are required for pre-award processing:

All campus-review-ready versions of routing documents must be provided to the PI’s Grants Analyst at least seven (7) working days before the known or expected submission deadline day. This provides the Grants Analyst the time needed to create the campus approval packet and start the review process for required campus approvals, and will provide the approvers sufficient time to review/approve proposals before the submission deadline. Please note: the submission deadline day is not included in the 7 working days.

*** This 7-working day deadline is a Go/No Go point. Missing this deadline will prevent the proposal or augmentation from being submitted to the sponsor. ***

Additionally, all final-version, ready-to-submit documents and required information for sponsor forms must be provided by the PI to the Grants Analyst at least two (2) working days before the sponsor’s deadline day. This provides the Grants Analyst the time needed to complete all data entry into the sponsor’s submission system, upload documents, and submit the proposal by the submission deadline. Please note: the submission deadline day is not included in the 2 working days.

*** This 2 working day deadline is a Go/No Go point for PIs to receive GDO staff assistance with the data entry and uploading process. ***

EXAMPLE NEW TIMELINE:

 

National Science Foundation proposal submission deadline

 

Friday, June 10

 

Routing Deadline

(7 working days in advance of the submission deadline)

 

 

8 am on Wednesday, June 1

 

Final Document Deadline

(2 working days in advance of the submission deadline)

 

 

8 am on Wednesday, June 8

**Please note: The submission deadline day is not included in the 7 and 2 working days.**

Our new PreAward website provides quick paths to starting a proposal, finding funding, and getting in touch with the correct pre-award office and Analyst for your proposal. 

To help you get started when we're not available, we encourage you to use the resources linked below.

Forms

Institutional Data Information for Proposals

Online Tools Required for Submission

Research Policies and Guidelines/Compliance

Related Content

Training Available

Training Modules Available for Animal Subjects, Human Subjects, and Ethical Conduct in Research

CITI Program

SPIN Database for Funding Opportunities

Cal Poly faculty, students, and staff can search the SPIN database for funding opportunities. Contact the Grants Development Office for assistance.

More on SPIN.