Proposal Deadline Guidelines
OVPR is committed to facilitating the submission of high-quality proposals for external funding. To do this effectively, Baylor will need to adopt industry-standard internal submission deadlines. The timely submission of proposals allows for considered, professional review of the proposal package in compliance with university policies, sponsor guidelines, and federal regulations.
The OVPR teams responsible for partnering with PIs to prepare and submit high-quality proposals are the University Research Administrators (URAs) and the Pre-Award Administrators. The URAs will work with and for faculty to prepare the administrative components of the proposal. The Pre-Award team will review the proposal to analyze the responsiveness of the proposal to the sponsor’s request, the accuracy and adequacy of budgets, and the completion of all administrative, financial, and compliance requirements. This will ensure that the highest quality proposals with the highest possible likelihood of success are submitted from Baylor.
Baylor signature authority is conferred only by the Board of Regents and is taken seriously by the OVPR. Occasionally OVPR must confer with University Counsel or other administrative offices prior to signing on behalf of Baylor. The deadlines and workflow summarized below allows adequate time for these interactions.
| Business Days Before Sponsor Deadline | Activity |
|---|---|
| As early as possible | Notify the appropriate URA of your intent to apply |
| 10 | Provide URA with all information needed for the URA to prepare the administrative portions of the proposal |
| 10-5 days | Work with your URA to complete the proposal and route for all required approvals |
| 5 | Completed, approved proposal (including draft technical) is due to Pre-Award |
| 3 | Final technical portions provided to URA |
| Pre-Award reviews, requests changes, and submits proposal |
Complete* proposals, including all PI/co-PI, chair, and dean approvals, must be submitted to Pre-Award for review no later than 5 business days prior to the sponsor deadline. In cases where Baylor is a subrecipient, due dates are determined by the prime awardee. OVPR reserves the right to decline requests for proposal submission that do not adhere to this deadline.
* The technical component(s) of the proposal may be finalized and provided to the URA no later than 3 full business days before the sponsor deadline.
We recognize that, on occasion, a sponsor announcement or other circumstances do not allow for these lead times. Requests for an exception will be considered on a case-by-case by the Vice Provost for Research and must be made by the PI’s Dean. (Even then, if the shorter lead time does not allow for Pre-Award review of the packet, the proposal will not be submitted.)
