Internal Deadlines for Grant Applications
ORSP highly recommends that proposals be submitted to the office several weeks before deadline. At a minimum, the principal investigator/project director must complete and submit the Internal Approval Checklist 15 business days prior to the application deadline. A completed budget, justification, and final draft of the proposal must reach the office at least five (5) working days before the agency deadline. In addition, the Significant Financial Interest Discloure Form must be completed prior to submission and all training through CITI for Responsible Conduct of Research and Conflicts of Interest must be up-to-date. If the proposal will include work outside the United States, an Export Control Evaluation should also be completed.
If ORSP does not receive the complete grant proposal at least five days prior to the agency deadline, the proposal may not be reviewed or submitted. The PI may have to wait until the next program cycle, and assumes the risk that s/he may need to correct errors in electronic submission and that the proposal may miss the agency deadline.
It is recommended that complex proposals (i.e., involving non-CUNY personnel resulting in multiple consortium or subcontract arrangements; participation of foreign institutions; complicated budgets; etc.) be submitted at least 14 business days before a deadline. If a proposal includes cost-sharing by Queens College, the proposal must be approved by the Provost, the Chairperson and Dean and the University Provost for Research. Voluntary cost-sharing is prohibited by federal and CUNY guidelines and any cost-sharing that is not mandated by a sponsor will be approved only in exceptional instances. All cost-sharing proposals require at least 30 days of lead time for review. Signatures from the campus are required at least 15 days prior to a request from the vice chancellor. We strongly urge PIs to alert us well before the deadline if they require cost-sharing (e.g., waivers of indirect costs, matching funds, uncompensated released time). These proposals will be held to stringent review procedures.
PIs are responsible for incorporating changes according to agency guidelines or college policy prior to submitting the proposal.
Once the proposal is completed and chair and dean have signed off on internal approval, the proposal and budget cannot be changed.
As always, ORSP will make a good-faith effort to submit late proposals before the deadline. However, priority will go to faculty who have submitted on or before the five-day deadline.
All personnel working on a research project must complete the CITI Responsible Conduct of Research and Conflict of Interest training modules. If someone is working with humans or animals, s/he must complete these modules, too. Before submitting a grant proposal, individuals must file completion reports. A Disclosure of Significant Financial Interests form must also be completed and given to ORSP. If the project includes any work outside the United States, an Export Control Evaluation must be completed.
The above policy applies whether Queens College is the lead applicant or a subcontractor under another college's submission. If you have any questions about these requirements, please contact ORSP at x75400.