Submission Process
OSP serves to support faculty and staff by facilitating applications for external funding. Acting in the capacity of this institution's designated authorized institutional official, OSP staff review and approve all sponsored research proposals on behalf of the Principal Investigator and the University. OSP staff serve as a resource for faculty and staff with questions regarding the myriad of sponsor proposal requirements. OSP staff members are committed to helping faculty prepare their best and most competitive sponsored research proposals.

The review process itself represents a collaboration between the Principal Investigator, the department administrator, the dean's office (when appropriate), and OSP. OSP provides a comprehensive administrative review to ensure a complete and accurate proposal and compliance with sponsor and institutional policies. OSP requests changes that will bring the proposal into compliance with guidelines and policies and suggest changes to enhance funding success. When the proposal is complete, OSP provides institutional endorsement of the proposal.

Please note that OSP must frequently review and submit many different proposals for the same deadline, carefully allocating time to each. OSP can provide the highest level of service to faculty when adequate lead time is given to review the proposal. An excessively heavy proposal volume may preclude on-time submission of any proposal that arrives late in the queue and right before the sponsor deadline.

Internal Submission Deadline for OSP

Grant applications are due to the Office of Sponsored Programs (OSP) for review and approval eight (8) business days prior to the stated agency/sponsor submission deadline. The deadline for actual submission to the funding agency is three (3) business days prior to the stated agency deadline, allowing OSP five (5) business days to complete our review.

This 8-business day total review/submission window ensures the institutional review and approval of all proposals prior to submission, as well as provide ample time for investigators to review the submitted application on-line for accuracy and/or submit changed/corrected applications prior to the actual agency deadline. Please be advised that applications are reviewed by OSP in the order in which they are received. We cannot guarantee that an application received outside of these deadlines will be submitted.

Frequently Asked Questions regarding the Internal Submission Deadline

1. Does 8 days refer to calendar days or business days?
a. The 8 days refers to 8 business days

2. Do holidays count as business days?
a. No, holidays do not count in the 8 days and are considered similar to weekend days.

3. Does the 8 days start once my department support staff routes the approval?
a. No, the 8 days starts when OSP receives the proposal for the first time.

4. What if OSP has to reject my proposa? How does that effect the 8 days?
a. The 8 days starts when OSP receives the proposal for the first time. One of the reasons OSP requires 8 business days is to allow for the fact that corrections may be necessary.

5. What is the 3 days prior to the agency deadline policy?
a. The 8 day policy accounts for the fact that VU would like investigators to submit their proposals to the agency 3 days before their deadline in order to ensure that the proposal is received without any problems and that any corrections can be made if necessary.

6. Does the submission mechanism matter?
a. No, all proposals (New, Continuations, Resubmissions, Revisions) must be entered into Coeus and received by OSP 8 business days prior to the agency deadline.

7. Are paper submissions exempt from this policy?
a. No, all proposals need to be received by OSP prior to 8 business days before the agency deadline.

8. Do non-federal proposals need to be submitted to OSP 8 days before the agency deadline?
a. Yes, all proposals should be received by OSP 8 business days before the agency deadline.

9. Why do we have the "8 business days" policy?
a. This 8-business day total review/submission window ensures the institutional review and approval of all proposals prior to submission, as well as provide ample time for investigators to review the submitted application on-line for accuracy and/or submit changed/corrected applications prior to the actual agency deadline. Please be advised that applications are reviewed by OSP in the order in which they are received. We cannot guarantee that an application submitted outside of these deadlines will be submitted. Our goal is the same as yours: to put the best possible proposal forward for funding!