DEFINITIONS AND TIMETABLE FOR THE FIVE STAGES OF PROPOSAL PROCESSING

1. PROPOSAL PREPARATION AND SUBMISSION

    a. Definition: From the time the PI(s) submit(s) a proposal to the department and/or School Business Manager (BM), until the time SPS mails it to the sponsor.

    b. Timeframe: Seventeen working days to several months including time at:
         i.  Department and/or school (three days to several weeks);
         ii. SPS (one day to several weeks)*

    c. Comments: Separate guidelines can apply to industrial proposals. Discuss these proposals with your Business Office as soon as possible.

2. PROPOSAL REVIEW

    a. Definition: From the time SPS mails the proposal to the sponsor, until the time the sponsor notifies SPS as to whether or not they are going to fund the project.

    b. Timeframe: Several weeks to many months.

    c. Comments: The PI(s) is/are encouraged to keep in touch with the sponsor during this time. In general, SPS does not contact the sponsor. However if the proposal review time takes more than one year, SPS will contact the PI(s) to determine the status of the proposal.

3. PRE-AWARD

    a. Definition: From the time the sponsor notifies SPS that they wish to fund the project, until the time all contractual negotiations are completed and both parties have signed the agreement.

    b. Timeframe: Two days to several months.

    c. Comments: The PI(s) may need to contact technical personnel at the granting agency during this stage.

4. AWARD

    a. Definition: From the time SPS receives a signed and fully executed agreement from the sponsor until the time the PI(s) receive(s) a "Notice of Award" (NOA) letter from SPS.

    b. Timeframe: One to three days.

    c. Comments: Funds cannot be expended for a project until the PI(s) receive(s) notification from SPS that an account number has been established.

5. POST-AWARD

    a. Definition: From the time the PI(s) receive(s) the NOA letter until the time the project is completed.

    b. Timeframe: Several months to several years.

    c. Comments: During this stage, SPS provides assistance with no-cost extensions, budget revisions, deviations in payment schedule, or any other major changes to the original program in the agreement.

*These two time periods occur simultaneously. Approximately 95% of all proposals brought to SPS are submitted to the sponsor within five business days.