Proposal Submission Process
- Full Proposals
- Deadlines for Internal Processing
- Elements of a Full Propoal Package
The Office of Sponsored Programs policies have been developed for use in the submission of pre-proposals and proposals for external funding. This information provides current rates, explanations of processes, and policies within Oregon State University. This information is periodically updated on the web site as content changes. Advisories will be sent throughout the year as these changes occur.
Pre-proposals must be submitted to the Office of Sponsored Programs for review and authorization if one of the following conditions occur:
- The sponsor requesting the pre-proposal is requiring an institutional signature (e.g.,NSF)
- The sponsor requires a detailed budget of the pre-proposal
The following steps outline the general process for full proposals.
- The Principal Investigator (PI) who wrote the proposal, and any Co-PIs, complete the OSU Proposal Transmittal Form. The PI and Co-PIs are agreeing to conduct the project and follow OSU policies and procedures if the proposal is funded.
- Any special requirements in the proposal, such as animal use, human subjects, recombinant DNA, radiation, chemical carcinogens, or biosafety, require the PI to involve the appropriate OSU oversight committee and obtain approvals prior to work beginning in that area.
- The proposal is reviewed by the department chairs (or Center or Institute Directors) of the PI and all co-PI's, for department/unit compatibility, budget, or other commitments or use of facilities.
- The proposal is reviewed by the deans of the PI and all Co-PIs, for consistency with college or unit goals, budget, or other commitments or use of facilities.
- The proposal is delivered to Sponsored Programs, allowing a minimum of three full business days for review of conformance to university policy, state or federal regulation, budget and fiscal compliance, sponsor certifications and assurances, adherence to regulatory and safety compliance, and potential conflicts of interest.
- After review, the OSU Authorizing Official provides approval for release to the external sponsor.
- The proposal is returned to the PI for any duplicating and mailing to the external sponsor.
DEADLINES for INTERNAL PROCESSING
To ensure the submission of proposals by prescribed deadline dates, faculty should normally allow at least three full business days for a proposal to be reviewed and processed through the Office of Sponsored Programs. During major and heavy deadline periods, additional time for proposal processing may be necessary.
ELEMENTS of a FULL PROPOSAL PACKAGE
- Completed and Signed OSU Proposal Transmittal Form
Proposal Transmittal Forms are needed for all proposals except pre-proposals and budget revisions (budgets for which the sponsor has requested a change, either downward or upward in dollar amount). This internal OSU form identifies basic proposal and investigator information, endorsement signatures from department, college, or center or institute, and research compliance or other commitments from the university.
- One Copy of the Full Proposal
This includes all materials to be submitted to the sponsor:
- Project narrative - draft version is acceptable until final version is available, however a final version must be filed with Sponsored Programs within one week of submission to the sponsor
- Detailed budget
If cost sharing is included in the proposal, a cost-sharing budget must be included.
- Budget justification
- All sponsor required forms (check with sponsor guidelines for requirements)
- Signature page if required by the sponsor (if sponsor makes no requirement, or no signature page delivered, Sponsored Programs will sign off on the back of the Proposal Transmittal Form)
- One copy of the complete final proposa is retained by OSP. If the PI wants a signed copy, they must proide the copy to OSP to be signed.