Proposal Preparation

Sponsored Projects Review and Submission

Authority to Submit Proposals and Accept Awards

Pursuant to the policies of the University of California, proposals for extramural support must be submitted through the appropriate local contracts and grants office. The UC Regents entrusted the Sponsored Projects Office with the authority, on behalf of the Santa Barbara campus and the University of California, to certify that proposals are consistent with University policies and that promises made in proposals can be honored if the project is funded. For more information, see the campus policy on submission of proposals (Research Circular A.1). SPO has established policies and procedures that facilitate the submission of proposals in an expeditious manner while also ensuring that the University meets all federal mandates. The UC Contract and Grant Manual provides additional guidance on policies for the solicitation, acceptance, and administration of awards from extramural sponsors. 

Timeline for Submitting a Proposal to SPO

SPO needs seven full business days prior to the Sponsor Proposal Deadline date to conduct a complete proposal review. 

SPO recommends that all proposals, regardless of sponsor or submission method, be submitted to the sponsor at least 48 hours prior to the sponsor-imposed deadline. This time frame reflects the two-business-day period required by online proposal submission systems, such as Grants.gov, to check for errors and validate proposal submissions. 

For your convenience, we have provided the following quick reference guide illustrating an example of this timeline. 

Requested Deadlines

Please note, if SPO receives a proposal for pre-review with a Department Requested Deadline, the PI or department liaison must include a justification as to why the proposal needs to be submitted prior to the sponsor deadline. SPO will use this requested deadline to determine whether the proposal is subject to a standard or expedited review. If a requested deadline is listed, SPO will treat the requested deadline as the Sponsor Proposal Deadline. Therefore, SPO must receive the Pre-Review Proposal documents seven (7) full business days (holidays and office closures excluded) prior to the requested deadline listed. 

Standard vs. Expedited Review

If SPO receives Pre-review Proposal documents with less than the full seven business days, the proposal will be subject to an expedited review. In an expedited review, SPO checks only the minimum proposal elements to ensure compliance with University policies and federal regulations. In an expedited review, SPO does not review the specific proposal requirements or check to ensure that all proposal elements are correct and have been included for submission. Rather, the department liaison and the PI are responsible for ensuring that the proposal is compliant with all applicable guidelines. If a proposal that received an expedited review is later found to be noncompliant with University or sponsor policy, SPO reserves the right to withdraw the proposal. 

Special Circumstances Requiring Additional Review Time

Proposals requiring either of the following must be submitted to SPO at least ten (10) business days prior to the sponsor deadline or the department-requested submission date: 

• University acceptance of or exception to award terms and conditions.*
• Non-standard representations or certifications. (The routine certifications in online systems such as Fastlane, NSPIRES, etc. are "standard" and do not require additional review time.)

*Although SPO's strong preference is to receive the entire pre-review packet together, the proposal guidelines -- along with the award terms and conditions or representations and certifications -- can be sent to SPO ahead of the pre-review proposal documents if the pre-review documents are not ready for submission to SPO 10 business days prior to the deadline.