Late Proposal Policy

Please Note: If a proposal deadline for internal review is missed, please refer to the Late Proposal Policy, submit a Late Proposal Notification Form, and SPA will complete an Expedited Review

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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.

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

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 SRA. 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 SRA
    • Due to Provost: Proposals including Internal proposals) meeting Provost Criteria are sent to the Office of the Provost by SPA. The Provost Criteria can be found at this link
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. If deadline is missed, submit 10 day late proposal notification
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 SRA by the appropriate deadline as outlined above, if deadline is missed, submits 7 or 5 day late proposal notification
5 SRA Reviews application consulting with AD as needed and provides feedback to GM, if necessary
6 GM Makes any changes requested by SRA, working with PI as necessary. Returns final revised documents back to SRA for submission
7 SRA 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 SRA that all signatures have been obtained.
9 SRA 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 SRA notifies GM that all is approved, copying SRA on email of documents to Sponsor and uploading email to GMAS

Late Proposal Notification Job Aid

SPA Expedited Review