Proposal Submission Policy

Goal: To ensure that funding applications from Sargent College are of the highest quality, that our research administration team is given sufficient notice to do their jobs well, and to comply with university and sponsoring agency policies.

Overview: The Sargent College Research Administration team is committed to supporting Sargent investigators by assuring timely review and submission of complete and accurate proposals that have the best possible chance of success in the sponsor review process. This policy outlines the required timeline for submitting applications for sponsored funding via Sargent College in advance of funding agency deadlines.

This policy applies to all applications for external funding, regardless of funding source (federal and non-federal) or submission method (BU Office of Sponsored Programs or PI submission). It is designed to ensure thorough review and compliance and a smooth and efficient grant submission process, maximizing the opportunity for proposal success.

This Sargent College policy augments the Boston University Proposal Submission Policy with the addition of the deadlines and procedures outlined below to ensure proper internal coordination and review.

Internal Deadline ASAP or 5 Weeks 2 Weeks 1 Week 5 Business Days 3 Business Days
Documents Required Proposal Information Form Final subaward documents Signed Proposal Summary Form (PSF) All administrative components Final scientific components
Rationale Ensure that adequate staffing is available to support the submission Ensure receipt and review of budgets and other required materials from subaward sites Ensure that required signatures are obtained on time Ensure complete pre-submission review by BU OSP Ensure on-time uploading of complete and correct documents

All deadlines are relative to the sponsor’s submission deadline. If the sponsor specifies a deadline day that falls on a holiday or weekend, Sargent College and OSP will assume a deadline day of the prior business day unless the sponsor clearly indicates they will accept proposals the following business day. If the sponsor specifies a deadline time after 5 pm, all Sargent College and OSP reviews and signatures will need to be in place by 5 pm.

Timeline

At Least 5 Weeks in Advance of Sponsor Deadline: Proposal Information Form Submitted

Notice of intent to submit a proposal, the link to the Funding Opportunity Announcement, and other key details for the proposal (e.g., any subaward information) should be provided via completion of the Proposal Information Form as soon as the intent to submit a proposal is known and at least 5 weeks prior to the sponsor’s proposal deadline. Forms that are not submitted within the 5-week window will be reviewed by the Associate Dean for Research in consultation with the Sargent Research Administration team to determine whether there is capacity to submit the proposal by the deadline. If there is not, the submission will not move forward.

With at least 5 weeks’ notice, the Sargent Research Administration team will ensure understanding of all requirements for submission. Further, they will note and alert the PI of any unusual, new, or atypical submission requirements, allowing ample time to address them.

At Least 2 Weeks in Advance of Sponsor Deadline: Subaward Materials Received (if BU is the prime institution)

All subaward documents, including budgets and budget justifications for each subcontracting site, must be received by Sargent College Research Administration for review.

At Least 1 Week in Advance of Sponsor Deadline: Proposal Summary Form Completed and Signed

The PSF is required for all proposal submissions. It must be completed and signed by the Principal Investigator and sent for additional required signatures.

5 Business Days in Advance of Sponsor Deadline: Administrative Components Submitted

  • Final Budget with Budget Justification
  • All Subaward Documents (if applicable)
  • Biosketches for Key Personnel
  • Facilities/Equipment pages
  • All Sponsor Forms
  • Draft Narrative or Abstract

The Sargent Research Team will conduct a preliminary review of submitted materials and notify investigators of outstanding proposal components that are needed to initiate administrative review and those documents that constitute a full submission-ready proposal. If the minimum components required for administrative review are not received five business days prior to the sponsor’s deadline, the proposal will not be considered on time.

3 Business Days in Advance of Sponsor Deadline: Scientific Components Submitted

  • Final Narrative or Abstract
  • Bibliography
  • Specific Aims
  • Research Strategy
  • Human Subjects/Animal Care
  • Clinical Trials (if applicable)
  • Letters of Support (if applicable)

Policy as of May 2025