Extramural Proposal Routing Process
When do I route my proposal for grants and contrats?
There are two due dates for proposals. The Sponsor Due Date is the date your grant is due to the sponsor. The OSP Due Date is seven (or more) business days prior to the sponsor due date.
Please submit your proposals early to OSP.
Here’s why: We do this to protect you and the University. Several approvals are required for each grant (deans, chairs, controller, OSP, etc.), and there is always a possibility of someone being unavailable on any given day, which means your grant might not get approved for submission. Also, sometimes we may catch something that could seriously affect your competitiveness for a particular funding opportunity, and we want to make sure you have time to make improvements and corrections so that you have the best chance of success. Finally, nearly all grant proposals are now submitted electronically. The internal five-day deadline will ensure that you can submit your proposal early, and avoid missing a deadline due to technical issues with the submission site.
Our recommendation: Let OSP know you are planning to submit a proposal even before you begin to craft it. Not only will this ensure we are prepared to receive your transmittal form when the time comes, but we may find ways to help you in the process and save you time -- we can even manage the routing process for you.
The Routing Process and Transmittal Form
Most all requests for external funding (whether through grants, contracts, awards, or agreements) are made by Bradley University on behalf of a project director (PD) or principal investigator (PI). If the funds are going to be managed through Bradley accounts, then the award is to Bradley. Even when a fellowship or prize may be submitted directly to a PD or PI and not pass through Bradley accounting (for example, an ACLS or Fulbright Fellowship Award or a research prize from a professional organization), it may still be in your best interest to route your request as this gives your department chair and college dean the chance to recognize and support your efforts, ensures the commitment of any resources, supplies, or time you need to complete the project, and it allows OSP to include you in our annual report and grant-seekers and award recipients recognition.
The following timetable is the recommended minimum for the internal routing of all proposals:
Ten Days before Submission Deadline:
- Route packet to your Department Chair/Center Director for review and signature. The materials to be routed are:
- the proposal narrative including the FINAL budget, assurances forms, etc., a completed Transmittal Form signed by the PI, a copy of the agency's program guidelines (RFP).
- If you haven't already, or if there have been changes, complete or update your Significant Financial Interest training and disclosure to OSP.
Seven Days before Submission Deadline:
- Route your packet to the Office of Sponsored Programs.
Within Five Days before Submission Deadline:
- OSP will coordinate the remainder of the approval process, including routing the packet to your College Dean for review and signature, securing the Controller's Office review and signature, and notifying you when your proposal has been fully reviewed and approved for submission.
Administrative Responsibilities During the Routing Process
Principal Investigator / Project Director: The PI/PD is responsible for ensuring that the proposal packet is completed and in compliance with funder guidelines/requirements in time for routing, and for completing a transmittal form to accompany the proposal packet during the routing process.
Co-Principal Investigators and Other Personnel have the responsibility of working closely with the PI in the development of the grant proposal. the Co-PI/PD and other personnel should be identified on the front of the routing form. They will sign on the second page, as will their Department Chairs/Center Directors and College Deans as part of the routing processes. By signing, Co-PIs/PDs and other personnel are agreeing to commit to fulfilling their roles and obligations as described in the proposal.
Department Chairperson / Center Director: By signing the routing form, department chairs and/or center directors are both approving the submission of the proposal and making the following certifications:
- compliance with existing University and department policies;
- Approval of and commitment to any compensation or cost-share commitments described in the proposal or budget
- compliance with financial, facility, and administrative requirements;
- justification of any stated need for security;
- capability of the department or division to provide necessary administrative support (personnel and supplies);
- availability of departmental or divisional facilities and equipment to fulfill project needs;
- adequacy and correctness of the budget and the determination of the department or division to prevent cost overruns. Cost over-runs are typically the responsibility of the PI and the Unit that administers the grant (Department, Center or Institute);
- recognition of applicable regulations and the existence of plans for appropriate action with the regulations.
Dean of the College: The Dean's signature on the Transmittal Form certifies the following:
- that the project shall be carried out within a regular department or division of the University, or through the cooperation of several departments or divisions, and that it shall be led by a member of the faculty or authorized professional staff;
- that the program shall be normally directed by University-related rather than external personnel;
- that the University has administrative control and responsibility for the work
- that any cost-match, compensation, or release time requested has been appropriately committed, authorized and approved
Center or Institute Director: The Director exercises similar oversight responsibilities as those enumerated above for the Dean. A Director's review, however, is focused on the proposal's furtherance of Center or Institute objectives and policies. The Director also assesses the application's adherence to overall University policies and procedures.
Office of Sponsored Programs: The endorsement of the Executive Director for Research and Sponsored Programs signifies that:
- the proposal has been properly reviewed,
- the is complete and in line with funder and University guidelines and requirements,
- the proposal has received the appropriate prior approvals,
- the PI/PD, co PIs/PDs, and other persons named in the proposal have completed required significant financial interest training and disclosures and/or have confirmed their compliance with Bayh-Dole regulations regarding intellectual property
- Indirect Costs have been requested in compliance with federal Uniform Guidance requirements,
In addition, there are also a number of certifications that are required for all proposals being submitted to a federal agency regarding disbarment, conflict of interest, influencing members of Congress, drug-free workplace, etc.
The Controller's Office Responsibilities in the routing process are:
- to check the final budget proposal for accuracy;
- to confirm proposal compliance with funder and University policies and procedures;
- to confirm and provide final review and approval of the proposal for submission.
Other Authorizations/Approvals: In some cases, other approvals or sign-offs may be necessary. For example, if you are applying for a fellowship that may permit you to take academic leave outside of a regularly scheduled sabbatical leave, you will need Provost approval and sign-off. If your request is being submitted to a private foundation or a corporation, the Advancement Office will need to be informed and approve the submission so that they can manage the cultivation of Bradley relationships with such entities. The Office of Sponsored Programs can help you identify when additional signatures are needed.
Submitting the Proposal
It is the PI/PD's responsibility to mail or submit the proposal to the funding agency by the specified deadline. OSP will call the PI/PD or his/her designate for pickup. In cases where proposals must be submitted by an Authorized Organizational Representative (AOR), it is the PI/PDs responsibility to coordinate this submission with the Executive Director for Research and Sponsored Programs who can serve in this capacity.