Routing Proposals & Deadlines

Proposal Routing Timeline

ESS Deadlines (Business Days Before Proposal Due Date)

Business Days Before Deadline Stage Responsible Parties Required Actions
15  Start Prep (Complex Proposals*) PI, Eunice Yang Contact Eunice Yang () to confirm intent to submit. Send draft budget and budget justification. Begin eGC1 and SAGE budget. Eunice needs 5 business days to review.
10 Start Prep (Non-Complex Proposals) PI, Eunice Yang Contact Eunice Yang () to confirm intent to submit. Send draft Budget and Budget Justification for Eunice to review (1 business day needed). Begin eGC1 and SAGE Budget.
9 Start Routing in SAGE PI Start routing in SAGE. The eGC1 will only route if the Cover page, Budget and Budget Justification, all Final Business Elements* and Draft of Science are ready for College and OSP review.
8 College Review College of the Environment College requires 24 hours to review materials from ESS.
7 OSP Review Begins Office of Sponsored Programs eGC1 arrives at OSP. Upload all Final Business Elements* to sponsor site. Submit Draft of Science. Note: when proposals are submitted to OSP at 5:01PM or after, OSP considers this as being turned in the next business day.
3 Final OSP Review PI, OSP Proposal Ready to Submit. All documents (including narrative) are complete.
0 Sponsor Due Date  OSP OSP submits proposal to sponsor. NOTE: Proposals due on a weekend or UW observed holiday will be submitted to the Sponsor by the OSP the business day prior to the due date.

*See criteria for Complex Proposals and Final Business Elements below.

Providing the Dean’s office sufficient time for review at the College Level reduces the chances of a proposal being returned at the University level, and it helps avoid serious problems such as committing nonexistent resources to funded proposals.

Complex Proposal Criteria

A proposal is complex if it includes any of the following elements:

  • Cost Share
  • Subcontracts, Consultant, Vendors
  • New Proposal at less than the federally negotiated indirect cost rate

-OR-

If it includes two or more of these elements:

  • Submission of proposal on sponsor website
  • Multiple or complex sponsor templates
  • Co-PI’s from outside of ESS

Final Business Elements

Final Business Elements include but are not limited to:

  • Draft of Science, i.e. Project Summary, Project Description, Scope of Work
  • Budget and Budget Justification
  • Cost Share Commitments
  • Biographical Sketches, Current and Pending Support form, Collaborators and Other Affiliations
  • Final Sponsor required elements such as Facilities, Equipment and Other Resources, Data Management Plan, Key Personnel, Logic Model, Support Letters from Collaborators, Other Supplementary Documents etc.
  • Subcontractors Letter of Intent, Scope of Work, Budget and Budget Justification, Cost Sharing Commitments, Biographical Sketch, Current and Pending list, and Other Sponsor required documents

Additional Resources

UW Research Policies, Procedures and Guidance: GIM 19 – Internal Deadlines for Proposals to External Entities

College of the Environment Research Information and Proposal Preparation Tools

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