Proposal Timeline

Proposal Prep

• Generate ideas and identify funding sources.
• Provide OSP with the Request for Proposal announcement or private solicitation request.
• Work with OSP to determine eligibility and identify forms that need to be completed.
• Outline and write draft proposal tailored to specific guidelines of the funding agency and funding opportunity.
• Work with OSP to create profiles in Sponsor platforms (if applicable).

Proposal Communication

• Communicate with Deans and Dept Chairs about the proposal and discuss institutional commitments and match requests.
• Meet with OSP to discuss project and begin drafting proposal budget.
• Begin IRB process (if applicable) (Note: IRB requires at least 30 days for the processing of an IRB application).
• Send list of all USD Faculty, Staff, and Administrative project team to OSP (include funded and unfunded).
• Work with OSP to complete Cayuse SP Proposal Questions.
• Work with OSP to complete subrecipient monitoring packages (if applicable).
• If contracts will be required for the project, please review the contracting timelines.

Submit for Cayuse Routing (Exact Routing Timelines vary by School, please reach out early and often)

• Required Documents:
  • 80% Draft Project Narrative
  • Finalized Budget
  • Completed IRB requirements (if applicable) → Provide “IRB Study #” to OSP to link in Cayuse
  • Completed FCOI Forms (for research projects and where required by USD policy)
  • Sponsor-required match documentation
  • Internal support approvals (College Institutional Support Request Form, course release, supplies, equipment, etc.)
  • Student Fellowship Questionnaire (if applicable for student researchers)
  • Request for Proposal announcement or documentation of private solicitation
  • Completed subrecipient monitoring package (if applicable)
  • Signed F&A Allocation Form (for proposals with two or more PIs from different Schools)
  • Guidance Form for the Safe and Inclusive Working Environments Plan (for NSF Proposals only, as applicable)
    • Instructions may be found here

• Minimum Subrecipient Documents Required Before Routing:
  • Subrecipient Commitment Form
  • Scope of Work
  • Budget
  • Budget Justification
  • Letter of Support (if applicable)

Please see the Subrecipient, Vendor, External Consultant Determination page for more information on subawards.

Routing Timeline

• Dept Chairs - Minimum of 2 business days
• Dean Approvals - Minimum of 2 business days
• Associate Provost for Research - Minimum of 5 business days for review
• Begin proposal in sponsor portal and provide OSP access
• Finalize project narrative

**Please note that collaborative proposals involving participants from multiple
departments and/or schools may increase routing timelines

Other documents that may be needed for submission:

• CVs, Biosketches, Biographies, Senior Personnel Forms, etc
• Facilities and Other Resources
• Project Summary or Abstract
• Data Management Plan
• Postdoctoral Mentoring Plan (if applicable)
• Letter from Collaborators
• Letters of Institutional Support

**Please reference your RFP for full list of required documents needed for your
submission

PI Responsibilities

• Review proposal feedback in Cayuse (under notes tab on the proposal page).
• Work with OSP to upload all application documents into Submission portal.
• If application is to be emailed, please provide OSP with email contact information.

• Work with OSP to review and approve final application before submission
• If submitting in a portal requiring an individual PI account, please provide OSP with a PDF of full application document(s) and confirmation of submission (if applicable).

**Please note: time to upload and submit documents will vary depending on size,
platform, compliance review, and OSP workload. Plan accordingly.