Contracts & Grants |
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Pre-Award/Proposal Submission
Getting Started
It is important that the principal investigator inform their RES grants analyst of their intention to apply for upcoming proposals as early as possible. If there is a specific Program Announcement/Funding Opportunity Announcement please forward this to your analyst and provide them with the Sponsor's URL. Once this step is complete the coordination of the proposal submission will begin.
Coordinating the Submission Process
Investigators should be prepared to list the items they would like to include in their budget (if necessary). Their RES grants analyst will work closely with them to develop and finalize the budget as soon as possible. If the proposal includes collaboration with another institution, additional investigators or senior personnel, the grants analyst will coordinate collection of necessary information and documentation. Investigators should provide their grants analyst with contact information to aid in the coordination process
Sign All Necessary Forms
The RES grants analyst will prepare all required forms for review and signature by the investigator. This includes a signed Proposal Review Form (PRF) and, if necessary, Conflict of Interest (COI), 700-U or Principal Investigator Assurance forms.
SPO & VCRO policy on proposal deadlines
The VCRO and SPO implemented a policy in November 2008 stating that complete grant proposals must be received by SPO five business days prior to the sponsor deadline. As of June 1, 2009, the VCRO and SPO announced various enhancements to that policy and more detailed instructions for how to request exceptions. For complete details, please visit the VCR Five Day Proposal Submission Policy.
NIH Standard Deadlines
| Mechanism |
Cycle 1 |
Cycle 2 |
Cycle 3 |
| P01 |
January 25 |
May 25 |
September 25 |
| R01 (New) |
February 5 |
June 5 |
October 5 |
| R21 (New) |
February 16 |
June 16 |
October 16 |
| R01 (Renewal, Resubmission, Revision) |
March 5 |
July 5 |
November 5 |
| R21 (Renewal, Resubmission, Revision) |
March 16 |
July 16 |
November 16 |
| F31/F32 |
April 8 |
August 8 |
December 8 |
Exceptional PI Status: Policies and Procedures
The following explains the policy and procedure for requesting exceptional PI status, which is necessary if you plan to submit a proposal where you need to have PI status to be eligible to receive an award.
Proposal Review Form and Instructions
All proposals and sub-awards submission sent to SPO or IAO must include a completed and signed Proposal Review Form (PRF). Generally the RES grants analyst will fill in this form for each proposal. These instructions are provided if you wish to do so in advance yourself, or have an assistant in your lab/office complete the forms.
Policy on Proposal Submission (all must go through SPO)
University of California policy requires that all faculty or other academic employees who receive any part of their salary through the University, or whose activities use any University resources or facilities, must submit their proposals through the Sponsored Projects Office (SPO). SPO is responsible for conducting a review to ensure that all proposals are consistent with University policy and thus can be accepted if awarded.
Effective immediately, the campus will refuse to accept any grant or contract for extramural funding that has not been appropriately submitted through SPO or IAO. If SPO or IAO receive an award document for a proposal not formally and appropriately submitted through SPO or IAO, the award will be declined. Exceptions may be made only in highly exceptional cases and must be approved in advance and in writing by the Chancellor.
For the full policies, please refer to:
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