Proposal Deadlines and GIM 19

proposal deadlines chart

To ensure that the University’s Office of Sponsored Programs (OSP) can provide adequate review of applications and submit them through sponsor systems before the deadline, please meet the following timelines for all applications. Route applications early so that OSP can provide feedback on the business and administrative elements while the PI is finalizing the scope of work/scientific narrative.

7+ Business Days The eGC1 with all final business elements and draft scope of work/narrative should be received by OSP. This version must be complete enough for OSP to do a meaningful review. This proposal version should be marked “no” to Ready to Submit.
4+ Business Days The Dean’s Office must receive the eGC1 at least 24 hours prior to the OSP three-day deadline in order to allow sufficient time for review. This closer review at the College level reduces the chances of your proposal being returned at the University level and it avoids serious problems of committing nonexistent resources to funded proposals.
3+ Business Days OSP must receive the final application in complete and final format in order to submit the application (or sign the face page and/or cover letter, if a paper submission). The Ready to Submit question on the eGC1 should be marked “yes” and OSP must be given access to the application in the sponsor’s system, if applicable (e.g., FastLane).
< 3 Business Days Any application received by OSP after 5pm three business days prior to the sponsor deadline will not be reviewed and will be sent back to the PI and Department, with directions on how to request a waiver.
Waivers Rare and exceptional cases. Waivers must be submitted to OSP via the Dean’s office. See GIM 19 for details.

Here is an example of meeting proposal deadlines working backward:

Sponsor due date: Monday — e.g., April 7, 2014

OSP final form due date: 5:00 p.m. PT on the Wednesday prior to sponsor deadline — e.g., April 2, 2014

Dean’s Office due date: 5:00 p.m. PT on the Tuesday prior to sponsor deadline — e.g., April 1, 2014

eGC1 with business elements: 5:00 p.m. PT on the Thursday of the previous week — e.g., March 27, 2014

OSP has developed the two helpful tables that provide additional detail on OSP proposal deadlines, specifically what portions of a proposal should be complete by the seven-day deadline and what risks are run by submitting information to OSP closer to the sponsor deadline.

GIM 19 Slides_Page_1 GIM 19 Slides_Page_2

College GIM 19 Waiver Request Process


All PIs should make the best possible effort to submit grant and contract proposals on-time, according to OSP’s deadlines as outlined in GIM 19. While OSP does permit waivers to the deadlines, waivers are only granted to exceptional cases, specifically when any of the following conditions are met:

  • Official university closure (e.g., inclement weather)
  • PI or Co-PI serious illness, injury, or death of a key personnel
  • Documented notification of the funding opportunity was made less than two weeks prior to the deadline

All requests to OSP for GIM 19 waivers must be received from the Dean’s Office (via the Associate Dean of Research). Requests to OSP directly from unit heads or faculty will be returned by OSP without consideration. Requests of the Dean’s Office to forward a waiver request must come from the unit head and include an endorsement of the request. Waiver requests should be received a reasonable amount of time in advance of the GIM 19 3-day deadline. Only under exceptional circumstances will the Dean’s Office and OSP consider requests received on or after the GIM 19 3-day deadline.


When a PI foresees the possibility of a complicated or delayed proposal submission for any reason, the PI should contact the Dean’s office as soon as the possibility arises. The PI, their unit head, and the Dean’s office will collectively determine whether or not a GIM 19 waiver request needs to be submitted, based upon the acceptable reasons for a waiver as outlined above.

Should the determination be made that a waiver request is warranted, the PI will draft a request that includes the rationale for requesting the waiver and send the request on to their unit head. The unit head will then add an endorsement of the waiver request and send it on to the Dean’s Office (specifically to the Associate Dean of Research). The Dean’s office will then send the request on to OSP for consideration.