Baylor PI Newsletter - June 1, 2026
Updated Internal Proposal Deadline Policy Effective August 1, 2026
Beginning August 1, 2026, OVPR will implement an updated 30-10-5-3 Internal Proposal Deadline Policy, which applies to all proposals submitted for external funding on or after that date. This updated framework builds on the existing 10-5-3 structure by introducing a 30-business-day initiation requirement for proposals that include subawards and by defining expectations at each stage of proposal development and submission.
The 30-10-5-3 model includes four milestones, counted in business days prior to the sponsor deadline:
- Day 30: Proposal initiation deadline for proposals issuing subawards
- Day 10: Proposal initiation deadline for proposals not issuing subawards
- Day 5: Complete proposal package due in CARA (narrative may be near-final)
- Day 3: Final proposal narrative and all approvals due
These deadlines ensure adequate time for institutional review and submission. Proposals that miss the Day 5 or Day 3 deadlines may not be submitted, particularly during periods of high proposal volume. OVPR recommends that PIs engage with their Pre-Award URA four to six weeks in advance of the sponsor deadline whenever possible. Early planning supports a smooth review process and timely submission.
For additional details and guidance, please review the full policy and FAQs or contact your Pre-Award URA.
National Science Foundation – Data Management and Sharing Tool
The National Science Foundation now requires use of the new Data Management and Sharing Plan (DMSP) Tool, available through the Research.gov application. This tool replaces the previously required PDF upload for Data Management and Sharing Plans. NSF has provided a walkthrough of the new DMSP Tool to support investigators and research administrators. Additional information is available in Policy Notice NSF 26‑002.
What this means for PIs:
PIs must complete and submit their Data Management and Sharing Plans directly within Research.gov using the DMSP Tool. PDF uploads will no longer be accepted for proposals submitted after April 27, 2026. PIs are encouraged to familiarize themselves with the new tool early to ensure compliance at the time of submission.
End of Continuous Submission and Updated Late Application Submission Policy
The National Institutes of Health (NIH) has announced the End of Continuous Submissions and a revision to the Late Submission Policy (NOT-OD-26-064). Continuous Submissions will be accepted through August 10, 2026 (the end of the continuous submission receipt period for the June/July standard due dates) for assignment to January 2027 Council.
Effective for applications with due dates after May 25, 2025, the following conditions apply for Late Submissions:
Applications may be submitted during the late application period if all the following are true:
- One or more of the PD/PIs listed on the application encountered extenuating circumstances that led to the missed deadline
- NIH will not accept late applications due to situations involving individuals other than a PD/PI (e.g., authorized organization representatives (AORs)/signing officials (SOs), senior/key personnel, other significant contributors, mentors/sponsors, co-investigators, collaborators, consultants, project or core leaders in a multi-component application)
- The PD/PI's extenuating circumstances are documented in the cover letter submitted with the late application
- Your application is in response to a program that allows late submission
- NIH will not accept late submissions for:
- Fellowship (e.g., F30, F31, F32, F33, F99/K00) and Small Business (e.g., R41, R42, R43, R44, SB1, UT1, U44) applications which have the shortest processing time prior to review
- Collaborative International Research applications (e.g., PF5, UF5)
- Any funding opportunity that states in the Key Dates section that late applications will not be accepted
Late submissions are considered for all other programs
NIH Review Service
Applications may also be submitted within the late application period, if within four calendar weeks before or after the due date, any PD/PI named on the application participates in:
- An NIH peer review study section or special emphasis panel
An NIH Board of Scientific Counselors, Program Advisory Committee, or an NIH Advisory Board or Council
This specific review service is the only pre-authorized reason for a late submission (i.e., automatically accepted once review service information provided in the cover letter is confirmed). Other types of NIH activities and services for other federal agencies or private organizations are not acceptable reasons for late submission.
Prior Approval for submitted a late application as stated above is not required, nor will it be provided by NIH staff.
Prior Approval for Domestic Subawards
Effective June 1, 2026, any domestic subaward added to an active NIH award must be submitted through the Prior Approval Module in eRA Commons. Requests submitted outside of this module will not be accepted. This requirement is outlined in NIH Notice NOT-OD-26-065 : Prior Approval for Domestic Subawards.
Graduate Student Fringe Costs
The University now has a federally approved 8.8% fringe rate for graduate students. This rate is part of an official agreement with the federal government that sets what types of costs, and at what rates, the University is allowed to charge on sponsored projects. It allows the University to recover certain employment-related costs associated with graduate student support on sponsored projects.
Our office has been working with faculty to include these costs in proposal budgets when appropriate. Beginning June 1, 2026, graduate fringe costs will be charged to awards where these costs were included in the proposal budget and subsequently funded by the sponsor. If graduate fringe was not proposed and awarded, it will not be charged to a project. This change applies only to eligible sponsored awards and ensures project expenses remain aligned with the approved sponsor budget.
Reminder: Foreign Collaborators and Co-authors
All foreign collaborations, including any anticipated to result in co-authorship, must be disclosed to Baylor through the CARA COI platform and, if seeking NIH funding, must be identified as a “foreign component” on the NIH grant application even if all work is being conducted in the United States. NIH has recently published a reminder on the Definition of Foreign Components (NOT-OD-26-084). This NIH reminder details the agency’s current stance on co-authorship as a foreign component, pre-approval, and requirements for the content of disclosure statements in publications.
OVPR Grant Writing Workshops
Getting Started in Grant Writing for A&H Faculty
Friday, June 26, 2026, 12:00 pm - 1:00 pm (Teams webinar)
RSVP Link: https://baylor.qualtrics.com/jfe/form/SV_cG7nNGfHdFwBELc
Learn types of grants available for faculty in the humanities. Learn the basics of how to write a grant and Baylor tools for helping you. Receive a copy of Baylor’s Grant Writing Handbook and Arts & Humanities Grant Booklet. Learn how to get editing help and how to schedule one-on-one consultations.
