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Steps and Timeline for Proposal Development and Submission


Steps and Timeline For Proposal Development and Submission

Listed below are general steps and guidance on the proposal submission process.  You will work very closely with your pre-award administrator* throughout the entire process. 

At least 6-8 weeks

PI sends ORA Pre-award Administrator* details regarding upcoming submission, email should contain:

  • Funding Announcement
  • Potential Collaborators, including Co-investigators within or outside of the college and Subawards
  • Any other important project information

ORA Pre-award administer will then schedule Kick-off meetingmeeting.

*If you are unsure of your pre-award administrator, contact Michael.lienhard@temple.edu or click here for current portfolio assignmentsassignments.

At least 6 weeks

PI meets with ORA Pre-award administrator  to discuss proposal details, key information, and budget needsneeds.

  • Submission Checklistchecklist &and Deadlinesdeadlines
  • Project title
  • Project start/end date
  • Project budget, initial discussions. 
  • Information for consultants, other CoIs within Temple.
  • Contact information for subawardees (if applicable)

Over the next 3-4 weeksweeks, investigators will work closely with ORA pre-award  to develop and refine the budget to ensure it is compliant with all relevant polices of the Sponsor and University.

6 weeks 

(if applicable) ORA will Contact subawardees  to inform the administrator(s) that the following paper work will be needed no later than 3 weeks prior to sponsor deadline:

  • Sub recipient Commitment Form
  • PHS 398 Face Page
  • Scope of Work
  • Budget (e.g. R&R budget or PHS 398 budget pages 4 & 5)
  • Budget Justification
  • Biosketches (Key personnel only)
  • Checklist

2 weeks

ORA Routes eRA record to obtain college level approvals.

  • Final Temple budget and budget justification, draft project summary and  Biosketches
  • Final Materials listed above for all subawardees (ORA will coordinate)
  • Preliminary route includes all Key investigators, Chairs and Deans of Research of key investigators and the Director of Research Administration of key investigators.

4  Days

PI Submits final versions of all proposal documents listed on the checklist to ORA pre-award administrator

  • Pre-award administrator  reviews documents for compliance and populates eRA recordrecord.
  • Pre-award administrator provides investigator with final proposal for review.
  • PI Reviewsreviews proposal approves it to move forward (completed via email with your Pre-award administrator).

FINAL REVIEW: 3 Days before Sponsor Deadline**

  • ORA Pre-Award Administrator submits the eRA record  to the Office of the Vice President for Research (OVPR). Record status is changed to “In Review”Review.”
  • OVPR will review all proposal documents to ensure compliance
  • OVPR will reach out to the PI and your pre-award administrator if any adjustments need to be made

**The Submission policy for Temple University is that all proposals, along with their supporting documentation, must reach a status of “In Review” within the Electronic Research Administration (ERA) system no later than 8:00 AM three (3) full business days before the sponsor's submission deadline for single project applications and five (5) full business days for multi-project applications.

Proposals that fail to meet this internal deadline, either due to incomplete documentation or delayed submissions, will not be accepted for review or forwarded to the sponsor. In rare cases, exceptions to this policy will only be granted through an approved waiver process.

The rare cases where these internal deadlines cannot be met would be due to:

    • Institutional or Sponsor-Driven Delay
    • Unforeseen Institutional or Administrative Challenges
    • Unavoidable Personal or Professional Circumstances

https://research.temple.edu/sites/research/files/media/document/RA-Policy-001_Deadline_Waiver.pdf 

Sponsor Deadline

OVPR Submits proposal- OVPR is the only Office that can submit grants/contracts on behalf of the University