Demystifying “Ready To Submit”: Process and System Info for the Research Community

Demystifying “Ready To Submit”:Process and System Info for the

Research Community

Office of Sponsored ProgramsCarol Rhodes, Interim Director

Office of Research Information ServicesCiara Nic Mhathuna, Business Analyst

BEFORE eGC1 Routing

• Find funding opportunity • Review sponsor requirements• Put together a plan & calendar• Build the application• Begin preparing the eGC1 in SAGE

eGC1/Proposal Routing

Mystery: I am not sure when I should route the eGC1 for review. Should I wait until the proposal is considered final and Ready To Submit (RTS)?

Answer: Departments manage their proposals differently. There are two options:- Route with draft science but final administrative/ business

portions 7 business days prior to sponsor deadline.- Route the eGC1 with final proposal, Ready to Submit,

7 business days prior to sponsor deadline.

Researchers & Dept Prepare Proposal

Begin Routing Final Business & Draft SOW/Research

RTS = NO

Application Arrives In OSP

OSP Reviews & Sends Comments

PI & Dept Respond to Comments &

Attach Final DocumentsRTS = YES

OSP Does Final Review & Submits

to Sponsor

eGC1 Routing ProcessOption 1

Researchers & Dept Prepare Proposal

Begin Routing Final Business & Final SOW/Research

RTS = YES

OSP Reviews (sends comments

if needed)

OSP Submits to Sponsor

eGC1 Routing ProcessOption 2

Routing 7 Days Prior to Sponsor Deadline

- Completed SF424 Form (if applicable)

- Institutional information- Budget and justification- CVs

- Current/pending support (if applicable)

- Proposed subrecipient documents - Letters of support- Abstract- Compliance assurances (approvals,

if required)- Appendices required (non-

programmatic) such as the F&A rate agreement, tax letter, annual fiscal report

Mystery: GIM 19 says “Include the business and administrative portions of the application in final form” when routing 7 days ahead of sponsor deadline. What exactly must be included?

Answer: Include everything required by the sponsor but for the final science, so a meaningful review can be carried out:

*DO include DRAFT science if you are marking “no” to RTS*DO include letter of support placeholders, if a mentor/collaborator is unavailable to provide by eGC1 routing

SPAERC Tasklist displays all applications in SAGE (except Composing)OSP Filters by “In OSP” status and Sorts by “OSP Received Date”

Remember: The OSP Received Date refreshes every time it is withdrawn by the Dept!

Recommendations

• Do route the eGC1 when the proposal is ready for a meaningful review. – eGC1s routed without a proposal or with an

incomplete proposal (e.g. administrative/business portion incomplete) will be returned by OSP without review.

• Do make iterative changes to the proposal (science) “locally”. Once reviewer comments received, then update on eGC1 all at once.

Changes to Routing FunctionalityAs of Mid-November

*All eGC1s will include the question “Is the Application Ready To Submit” with a “yes” or “no” option.

*eGC1 owners will not be able to withdraw an eGC1 marked “yes” to Ready To Submit, once it is IN OSP status.

Screenshots

SAGE routing functionality to support GIM 19 timeline

eGC1 cannot be withdrawn when status is In OSP and RTS = Yes

Help! I marked RTS=Yes, but I notice a problem.

• Call your OSP Reviewer.• Ask them to return the eGC1 and why.• If before the GIM 19 deadline, OSP can return the eGC1 (if

proposal has not yet been submitted*).• If after the GIM 19 deadline, you may need a waiver.– If a missing letter, that is one thing,– If whole sections to be swapped out or added, that is

another.*Remember: “RTS” is communication to eGC1 reviewers (including OSP) that the proposal is final and ready

RTS Campus Training Sessions

• Update on GIM 19 and What is “Ready to Submit”?

• Two 1-hour sessions• November 7 and November 13• Live webcast option will be available for one of

these• Archive webcast will be posted to the OSP

website

Business Sections• Face Page/ SF424 Form• List of Personnel• Biosketches• Budget & Justification• Subcontract Budget & Justification• Narrative & Checklist• Needed Compliance Approvals • Required Additional Information

Scope of Work• Description of the Project• (The Science)

Final Version by Day – 7

Draft Version by Day – 7

Final Version by Day - 3

GIM

19