Proposal Review and Submission

Internal Review

The Office of Sponsored Programs (OSP) must review, guide necessary revisions, and approve all sponsored program proposals prior to their submission to any external funding organization. OSP is the only university unit authorized to provide official approval for sponsored program proposals.

However, review and approval are necessary at various stages and from multiple areas to ensure compliance and that the proposed resources to be dedicated to the project have full university support. Prior review and approval from the chair and/or center director and the dean are required for this purpose. These prior internal approvals must be documented on an OSP internal routing form, which must accompany all proposals when they are submitted for OSP review. Depending on the project, other approvals may be necessary.

Faculty and staff are not authorized to commit the institution through proposal submission or award acceptance. Failure to obtain the required university approvals before submission may result in a refusal to accept or support an award or proposal.

Internal Deadline for Proposals

UNLV is subject to numerous sponsor requirements, including but not limited to those set forth in specific solicitations, sponsor guidelines, and the OMB Uniform Guidance, NSHE and UNLV institutional policy. Each month, the staff in Office of Sponsored Programs (OSP) reviews, signs, and submits large numbers of proposals. This is the policy of UNLV to require the timely submission of complete proposal packages to OSP in accordance with the time line established within this policy in order to ensure a thorough and complete review prior to submission to the sponsoring agency.

OSP Submission Deadlines
OSP Due Date (In Advance of Sponsor Deadline) Required Proposal Components
As soon as known or at least 15 Business Days in advance of sponsor deadlines

Notice of intent to submit any of the following:

  • Consortium,
  • Any proposal larger than $2.5M/year,
  • All NIH Multi-Component Proposals,
  • Significant Subcontracts (i.e. multiple institutions, foreign, new collaborators, etc.)
10 Business Days

Notice of intent to submit a proposal along with the following information:

  • Sponsor
  • Solicitation information (link to website, etc.)
  • Estimated budget

If Applicable:

  • Subcontractor information
  • PI Eligibility Form
  • Cost Share identified
  • F & A Reduction Form
7 Business Days by 9 a.m.
  • Internal Routing Form signed by PI, Co-PIs, Chair, and Dean
  • Draft Narrative
  • Draft Budget and Budget Justification
5 Business Days by 9 a.m.

Final Proposal which includes the narrative, budget, justification and all other components required for submission

  • Final Narrative
  • Final Budget and Budget Justification
  • BioSketch/CVs
  • Current & Pending
  • Equipment, Facilities, & Other Resources
  • Data Management Plan
  • Research Data Plan
  • Other items as per solicitation
2 Business Days by 9 a.m. Final Proposal Narrative (only)

Principal Investigators are not to submit directly to a sponsor unless this is specifically stated in the RFP; if this is the case, the PI must work with OSP to still comply with the required deadlines above. All proposals require review and approval by OSP. If a proposal is submitted without OSP being notified, this may result in OSP not being able to accept the award or if there are compliance issues the proposal may need to be revised after being reviewed, therefore delaying the award.

The Office of Sponsored Programs understands that there may be mitigating circumstances for late preparation of a proposal. However, OSP will not submit proposals if they do not meet the required number of business days for submission. This is to ensure that every PI receives the appropriate review of materials for administrative, financial, and compliance concerns. If an exception is requested, only one exception per college/department will be allowed per fiscal year and this request must be submitted via email through OSP. These exceptions must be approved by the VPR; proposals received after the deadlines will not be prioritized ahead of proposals that meet the requirements.

Submission

Numerous options exist for proposal submissions, including everything from mailing paper copies to submissions via sponsor-specific electronic portals. The RFP guidelines should be followed. However, OSP can provide guidance and in situations requiring electronic submission will often be the unit responsible for the actual submission. Researchers should contact their assigned pre-award administrators for guidance and assistance.