Proposal Timeline Policy

Authority to Submit

Proposals for externally-sponsored projects (e.g., grants or contracts) must be submitted by California State University, Fullerton’s Office of Grants and Contracts (OGC) on behalf of the University and an eligible Principal Investigator (PI). Generally, any proposal not submitted by OGC will lack necessary institutional approvals and therefore cannot form the basis for an award, should a proposal be successful.

Background

Effective December 26, 2014, the Chancellor’s office issued ICSUAM Section 11000PDF File , “Administration of Grants and Contracts in Support of Sponsored Programs.” ICSUAM Section 11000 applies to all sponsored programs applied for, awarded to and/or administered by any campus of the California State University, the office of the Chancellor, or any Auxiliary. This executive order sets policy to be followed by each of the 23 CSU campuses and any auxiliary administering sponsored programs. Article 3 of this executive order explicitly requires pre-award review and approval of proposal submissions. 

Policy

It is the policy of California State University, Fullerton that submissions to external sponsors cannot be made without review and prior approval by appropriate administrators and units within the campus (i.e. President’s University designee) in compliance with ICSUAM Section 11000 . For this reason, the university has implemented the “Extramural Grant and Contract Proposal Submission Timeline Policy."

Timeline

All proposals must be received by the Office of Grants and Contracts (OGC) no later than seven business days prior to the sponsor deadline. In order for a proposal to be considered “on time,” the following documents are required to begin internal routing and approvals:

  • Finalized budget
  • Final budget Justification
  • Final (or near final draft) Project Narrative
  • Completed Internal Routing form

Proposals outside of this seven-day timeline may not be submitted to the sponsor. A Principal Investigator (PI) planning to submit a proposal that is outside the required timeline must secure prior written approval from the Associate Vice President, ORSP. Approval of the AVP-ORSP may only be provided under the most extraordinary circumstances. Any proposal received five business days or less prior to proposal deadline will not be reviewed and submitted.

Please see the Grant Submission Timeline Policy Memo PDF File and the Addendum to the Proposal Submission Policy (June 2015)PDF File  for important internal guidelines.

There are various internal deadlines in the proposal development process as described below.

Timeline Processes

1. As soon as a decision is made to pursue a grant or contract opportunity, but no later than four (4) weeks prior to deadline. If a proposal or contract requires signature by the President or Provost, or if it involves cost-sharing, subcontracts and other additional requirements, please see “Important Special Requirements” below.

a. PI Contacts the OGC about a Request for Proposals (RFP), contract agreement, or invitation to submit a proposal.

b. Within three (3) business days of PI’s notice, OGC reviews the relevant guidelines, prepares a checklist of all required documents other supporting information, and identifies target deadlines.

c. PI notifies Department Chair and Dean of his/her intent to submit a proposal, with a cc: to the OGC Coordinator assigned to his/her college.

 2. Ten (10) business days prior to submission deadline

a. OGC and PI prepare and/or review initial budget and draft narrative.

b. PI informs his/her College Business Officer of budgetary details

 3. Seven (7) business days prior to sponsor deadline

a. PI submits to OGC near final narrative and completed routing form. 

b. PI and OGC finalize the budget.

c. OGC initiates Cayuse routing of proposal.

 4. Three (3) business days prior to sponsor deadline

a. PI submits all required documents to OGC. For example: Abstract, Final Proposal Narrative/Project Description, GEPA Statement, Biographical Sketch, etc.

b. Any residual issues identified by OGC are resolved by PI and OGC.

 5. Two (2) business days prior to sponsor deadline

a. OGC completes and uploads all required Documents and supporting information.

b. OGC conducts final review of the complete Application Package

c. Internal routing via Cayuse is completed.

 6. One (1) full business day prior to sponsor deadline  

OGC submits complete and validated Application Package.

NOTE : For hardcopy submission, an additional day is required. For example, if the deadline provided by agency is July 1 receipt date, the proposal must be express mailed by OGC no later than June 29 at 1:00 pm, for receipt by sponsor on June 30.

Important Special Requirements

  1. Proposals or contracts that require the President’s signature or official endorsement need additional time to process. For proposals requiring signature by the President, PIs should allow ten (10) business days in addition to the internal deadline schedule provided above. For example, rather than 2 days prior to proposal submission deadline, the final proposal package and any other documents must be submitted to the Office of Grants and Contracts no later than twelve (12) business days prior to submission deadline.
  2. Proposals that include or require special items such as those listed below need additional time for institutional review and approvals. PIs should allow approximately five (5) business days in addition to the internal deadline schedule provided above.
    • Cost-Sharing
    • Institutional data (e.g. historical enrollment data, financial statements, etc.)
    • Need for instrumentation or infrastructure improvements, additions, or upgrades
    • Need for additional space
    • Subcontract(s)
    • Signed Memoranda of Understanding, Non-disclosure Agreements, etc.