Proposed Proposal Deadline Policy (Effective September 15, 2023)

Reason for the Policy: Sufficient time is required to assemble, review, and submit grant applications to meet sponsor requirements. With the growing number of faculty at Purdue that are submitting proposals and the increased sponsor complexities this policy will allow Pre-Award time to adequately support preparation of applications and to thoroughly review applications for compliance requirements. 

Proposal Deadline Stages:

1. Initiation Stage – due 15 business days prior to sponsor deadline¹ or desired submission date²
   1. Proposal Worksheet – including initial budget request and any subaward contacts (if applicable)
2. Admin Stage – due 5 business days prior to sponsor deadline¹ or desired submission date²
   1. FINAL Non-scientific documents – Budget (including any required task breakout information), Cost Share, Budget Justification, Biosketches, Current and Pendings, Collaborators and Other Affiliations, Equipment, Facilities, Subaward Documents, Letters of Support, Institutional Commitment Letter, Multi-PI Plan, Post-doc Mentoring Plan, any other required non-scientific documents – No changes to these documents will be accepted after this date.
3. Science Stage – due 2 business days prior to sponsor deadline¹ or desired submission date²
   1. FINAL Scientific documents - Narrative, Summary, Project Description, References, Human Subjects, Animals, Data Management and Sharing Plan, Resource Sharing Plan, any other required scientific documents – No changes to these documents will be accepted after this date.

Anything received after the stated number of days prior to the sponsor deadline¹ or desired submission date² will require completion and approval of an exception form in order to be able to submit.  Any sponsor deadline after 5:00pm should be considered due at 5:00pm.

Exception Process: Required at each stage. Exceptions should only be requested in extreme circumstances, unanticipated medical or bereavement leaves, or short turn-around time from the initial sponsor notice of funding opportunity. SPS will keep a record of all exceptions requested.

1. All documents must be completed and sent to Pre-Award before requesting an exception for that stage.
2. Complete all fields of the Exception Form
   1. PI fills out the Exception Form and routes to the appropriate individuals.
3. Exceptions should be requested as soon as possible.
4. Exception requests will not be accepted after 4:30pm the day before the sponsor deadline¹ or desired submission date².
5. No exceptions will be made at any stage on the sponsor deadline date.
6. Stage 1 requires approval from the Director of Pre-Award. Stage 2 requires approval from the Associate Dean for Research. Stage 3 requires approval from the Executive Vice President for Research. The Department Head will be copied on all exception requests.

¹ Sponsor submission date is the deadline to the sponsor who will provide funds to Purdue.  If Purdue is a subaward, this is the date the lead institution needs the proposal documents from Purdue (not the prime sponsor’s deadline).

² For submissions without a firm deadline or with a desired deadline prior to the sponsor deadline, the desired submission date should be used when determining proposal deadline stages with SPS Pre-Award.

Questions: Any questions related to the proposed deadline policy may be sent to proposaldeadline@purdue.edu.