Please Note: If a proposal deadline for internal review is missed, please refer to the Late Proposal Notification Policy, inform your SPA SRM, and SPA will complete an Expedited Review.
Late Proposal Notification Policy
- Originally Issued: January 1, 2019
- Last Revised: September 8, 2023
- Responsible Office: Harvard Chan School SPA Office
- PDF version of the Late Proposal Notification Policy
Purpose: Establish a policy and process that assures proposals are submitted for review in sufficient time to ensure high quality applications that adhere to sponsor, School, and University policies.
IMPORTANT: ALL sponsored proposals MUST be routed to and reviewed by the Harvard Chan School SPA office, whether or not the sponsor requires an institutional signature and/or allows the proposal to be submitted directly by the PI.
Proposal Deadlines for Internal Review
-
10 BUSINESS DAYS prior to Sponsor due date, by 10 am EST:
- Due to Department: Draft of application, including subcontract materials if applicable, is due from PI to department
-
7 BUSINESS DAYS prior to Sponsor due date, by 10 am EST:
- Due to SPA: Final application (when Harvard is Prime) is due from department to the SRM. Note: On rare occasions the PI may choose to continue editing the science past the 7-day deadline but please be aware some modifications to science can trigger Provost review or impact the administrative components of a proposal requiring additional SPA review. If a PI chooses to revise the science after the deadline, we cannot guarantee submission will occur by the deadline.
- Due to Department: Draft RPPRs (Continuations & Finals), Subaward proposals (when Harvard is not Prime), and Supplements are due from the PI to department
-
5 BUSINESS DAYS prior to Sponsor due date, by 10 am EST:
- Due to SPA: Final RPPRs (Continuations & Finals), Subaward proposals, and Supplements are sent from department to SRM
- Due to Provost: Proposals including Internal proposals) meeting Provost Criteria are sent to the Office of the Provost by SPA. For more information, please refer to the Provost Criteria.
Roles and Responsibilities
Step |
Role |
Task/Responsibility |
1 |
PI |
Submits draft to GM/ADF by the appropriate deadline as outlined above |
2 |
GM |
Reviews draft documents provided by PI and work with PI to update documents as needed to finalize for submission. |
3 |
ADF |
May review finalized documents from GM and work with GM on any needed revisions |
4 |
GM |
Makes any revisions necessary and submits final documents to SRM by the appropriate deadline as outlined above, if deadline is missed, answers GMAS school question, "Is this application/proposal being submitted for central review after the Sponsored Programs Administration (SPA) deadlines?" as “YES”, and alerts the SRM via email with the GMAS #, Due Date, and estimated Date SRM can expect to receive the proposal |
5 |
SRM |
Reviews application consulting with AD as needed and provides feedback to GM, if necessary |
6 |
GM |
Makes any changes requested by SRM, working with PI as necessary. Returns final revised documents back to SRM for submission |
7 |
SRM |
If applicable, prepares proposal to be submitted by Senior AD to Provost by deadline, and awaits approval. When ready, alerts GM to lock and route for signatures in GMAS |
8 |
GM |
Alerts SRM that all signatures have been obtained. |
9 |
SRM |
Submits to AD for final review, signature and submission where necessary or when submission is not required by AD, alerts GM when submission is institutionally approved |
10 |
GM |
If submission is a Subaward Proposal, GM submits final documents to sponsor once SRM notifies GM that all is approved, copying SRM on email of documents to Sponsor and uploading email to GMAS |