REVISED (5.2022) Deadlines for Sponsored Project Proposal Submission and Processing
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
(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.
- Initiate a proposal with us here; the form will automatically be sent to GDO.
- Contact your analyst
- An Overview of Indirect Costs at Cal Poly
- Grant Writing and Proposal Preparation Resources
- Opportunities for University-Business Collaboration
- Contract and other agreement templates