Late Proposal Policy

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

 

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.  

Standards of Service: The following deadlines must be adhered to.

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.
Note: All proposals will receive an Expedited Review when submitted past the deadlines outlined above. Therefore, SPA will be unable to provide our full standard level of review and scrutiny for the components of the submission.
 

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