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Sent: Monday, April 16, 2018 9:38 AM
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Subject: UF Administrative Memo: New Office of Research Policy Regarding the Submission of Research Proposals



April 16, 2018





Dr. David Norton, Vice President for Research



New Office of Research Policy Regarding the Submission of Research Proposals


The Office of Research is responsible for submission of all applications for

sponsored funding on behalf of the University of Florida. Last year, this

office submitted over 5,400 proposals to a wide range of sponsors,

including federal and state agencies, companies, and non-profit

foundations, resulting in awards of over $685 million. The Division of

Sponsored Programs (DSP) is responsible for confirming institutional

support for the application; verifying the accuracy and validity of all

administrative, fiscal, and programmatic information; and ensuring that

the proposal is compliant with university and sponsor policies and other

submission requirements.


Many of these proposals are in response to solicitations with specific

deadlines. Submission of proposals at or near the sponsor deadline creates

significant workflow issues for staff within DSP and the units, and increases

the risk of missing non-compliant sections, of oversights or errors in

formatting and budgeting, and of encountering technical glitches and



The Office of Research has long recommended that proposals be

submitted to DSP at least two business days prior to the sponsor’s

published deadline to provide DSP with time to identify and resolve any

issues with the proposal that are inconsistent with university policy or

sponsor submission requirements. This is important as such issues may

result in the inability of the university to carry out the work within the

submitted budget or in the proposal being rejected by the sponsor without



As the UF research enterprise has grown, it has become increasingly

apparent that a recommended internal submission timeline is not

sufficient to ensure compliance. So, after soliciting several months of

feedback from faculty and administration, the Office of Research is

instituting a new policy to strictly enforce this two-day submission window.

Under this new policy, beginning on June 22, 2018, any proposal

responding to a published deadline must arrive in DSP submit-ready by 9

a.m. on the business day prior to the sponsor deadline. This policy applies

to any sponsored program whose solicitation is published by the sponsor

at least 30 calendar days prior to the sponsor’s due date. This two-day

deadline brings UF more closely in line with peer institutions, which

currently enforce deadlines of at least two days.


The new policy is posted at

FAQs regarding sponsor submission system requirements, clarification

on “submit ready” and “published deadline,” what to do when errors

or omissions are found after the two-day deadline, and other details

are available at



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