OR Proposal Submission Deadline Procedure - Narrative Scenarios
Scenario 1
Completed Coeus Record and Completed Proposal/Application both submitted to OR before
the internal deadline: this submission is on time and will receive full service and unlimited
submission attempts.
Scenario 2
Completed Coeus Record and Administrative Portions of an Application submitted to OR
before the internal deadline, final version of science/research plan submitted after the internal
deadline: this proposal is LATE however all documents received before the internal deadline will
be reviewed and returned with comments and corrections, all items received after the deadline
will be processed according to the Late Submission Procedure in the Procedure.
Scenario 3
Completed Coeus Record submitted to OR before the internal deadline, Completed
Proposal/Application submitted after the internal deadline: this proposal is LATE and will be
processed according to the Late Submission Procedure in the Procedure.
Scenario 4
Completed Proposal/Application submitted to OR before the internal deadline, Completed
Coeus Record submitted after the internal deadline due to delays in approvals needed from
various personnel: this proposal is LATE and will be processed according to the Late Submission
Procedure in the Procedure.
Scenario 5
Completed Coeus Record not submitted to OR by sponsor’s deadline: NO SUBMISSION
ATTEMPTS WILL BE MADE.
Scenario 6
Administrative Components of Proposals/Applications* submitted to OR before the internal
deadline (either as a package or individual documents) will receive unlimited review and
recommendations for comments/corrections prior to the internal deadline. Updated/corrected
versions of these same documents received after the deadline will not receive additional review
by OR and will be processed according to the Late Submission Procedure.
Scenario 7
Drexel is a proposed subcontractor on a proposal that Temple is submitting to the NIH for which
Temple has an internal submission deadline. Temple’s deadline is the date that should be
entered into the Coeus Proposal Record on the General Info tab in the Proposal Deadline Date
field, not the NIH’s deadline.
Scenario 8
In order to ensure efficient workflow and timely submission of all proposals, submission of the
Drexel portion of an NSF “collaborative” proposal (resulting in multiple awards) will be
completed after review and approval by OR. Fastlane does not require the lead institution to
submit first or for the participating institutions to submit their proposals in any particular order.
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Scenario 9
When a sponsor does not set a firm deadline for submission (i.e. NIH Continuous Submission
Procedure, “applications accepted on a rolling basis”) the Completed Coeus Record and
Completed Proposal/Application must both be submitted to OR three (3) days before the
requested submission date in order to be considered on time and subject to full service and
unlimited submission attempts by OR for the purposes of this Procedure.
Scenario 10
Sponsor requires submission of institutional documentation with proposal application (i.e.
information on real estate holdings, Board of Trustees, tax forms, etc.). OR will not assist with
the collection of this information for proposals that are not submitted on time as defined in the
Procedure.
Administrative Components of Proposals/Applications*
Grants.gov SF-424 (used for NIH, DOD, other federal)
SF 424 (R&R) Cover Form
Project/Performance Site(s) Location Form
Other Project Information Form
Project Summary/Abstract
Project Narrative
Bibliography & References Cited
Facilities & Other Resources
Equipment
Other Attachments
Senior/Key Personnel Profile Form
Biosketches
Current & Pending Support
Budget
Budget Justification(s)
Checklist
Subaward Documentation**
Letters of Support/Commitment
Cover Letter
NSF Fastlane
Cover Sheet
Table of Contents
References Cited
Budget
Budget Justification
Facilities
Mentoring Plan
PI and Co-PI Info
Suggested Reviewers
Project Summary
Biosketches
Current & Pending Support
Other Supplementary Documents
Data Management Plan
Deviation Authorization
Additional Single Copy Documents
*The above lists are exhaustive for Grants.gov and Fastlane proposals (as of July 2015) though individual funding
opportunities may not require each component. Non-federal sponsors commonly publish their own form set for
applicants to complete, the sections of which are generally very similar those listed above.
**Required subaward documentation includes:
• Subrecipient Commitment Form
• Detailed Budget
• Budget Justification
• Statement of Work
• Other items as required by solicitation (i.e. biosketch; current & pending support; facilities/resources)
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