Submitting Proposals to Sponsored Projects

These guidelines are intended to clearly describe the documents and information that SPA needs to initiate the institutional review of a proposal, the submission lead times applicable to Standard and Non-Standard Proposals, the process for requesting an exception to the lead times, and SPA’s methodology for prioritizing proposals for institutional review.


These guidelines apply to all extramural proposals (including proposals for subawards) for which there is a Sponsor Deadline. They also apply to letters of intent, white papers, or other pre-proposal submissions that contain or propose institutional commitments to which UCI will be expected to adhere (e.g., budgets, cost sharing, space renovations, acquisition of equipment/instruments, etc.).

Documents and Information Required for Institutional Review and Approval

Kuali Research (KR) is UCI’s electronic system of record for all proposals to Extramural 
Sponsors. It is used to route proposals for review and approval by departments/units, 
their coordinating points and SPA. 
To avoid proposal review delays, Principal Investigators and departments/units should 
submit a complete proposal to SPA. A complete proposal includes the proposal 
information and documents listed below:

  1. A complete KR proposal document with all applicable approvals.
  2. The Extramural Sponsor's Funding Opportunity Announcement (FOA) or the URL 
(web address) for the FOA.
  3. All proposal documents and information required by the Extramural Sponsor’s 
FOA, which may be submitted in draft form – except for the following, which 
must be submitted to SPA in final form:
    1. Application face page (sometimes referred to as the cover sheet)
    2. Budget and budget justification
  4. Complete subrecipient proposal package (if applicable), which consists of:
Subrecipient Commitment Form
    2. Subrecipient v. Contractor Determination Form
    3. Scope of work specific to the subrecipient site
    4. Budget and budget justification specific to the subrecipient site; and
    5. Other subrecipient documents as required by the Extramural Sponsor’s 
FOA (for example, certifications, assurances and/or representations from 
the subrecipient)

Without the above documents/information (including a draft scope of work), SPA cannot 
start the institutional review. In such a case, the proposal will be returned to the 
department/unit so that they may include the missing documents/information and 
resubmit the proposal to SPA.

In addition, institutional review may be delayed and a proposal may be at risk for late submission if the Principal Investigator and/or department/unit make changes to draft documents/sections which then result in changes to the final documents/sections already submitted to SPA. Principal Investigators and departments/units should closely coordinate with the Contract and Grant Officer assigned to the proposal regarding any such changes. In the absence of such coordination, significant changes may necessitate re-review by SPA.

Lead Times for Submitting Proposals to Sponsored Projects Administration

To ensure the timely submission of proposals for Sponsor Deadlines, they should be
submitted to SPA in accordance with the following:

  • Standard Proposals (defined below) should be submitted to SPA no later than five (5) business days prior to a Sponsor Deadline.
  • Non-standard Proposals (defined below) should be submitted to SPA no later than seven (7) business days prior to a Sponsor Deadline.
  • If UCI is submitting a subaward proposal to a lead institution, the Sponsor
    Deadline is the day and time established by the lead institution for receiving the proposal.
  • The Final Proposal (including applicable financial disclosure forms) should be submitted to SPA no later than eight (8) business hours before the Sponsor Deadline.

A Late Proposal (defined below) must still be reviewed and approved by SPA before it is submitted to the Extramural Sponsor. Although SPA will endeavor to review, approve and submit a Late Proposal in time to meet the Sponsor Deadline, such proposals run the risk of being submitted after the Sponsor Deadline.

Proposal Review Priority

When proposals are first received by SPA, they undergo a preliminary review – in the order received – to determine if they are complete (in accordance with Part C, above). After completing the preliminary review, proposals are advanced to institutional review and assigned a reviewing officer who conducts the review in the order in which proposals are received in their queue.

The intent of the above methodology is to ensure fair and equitable access to SPA’s services. This methodology is applied to all proposals, including Late Proposals and proposals with no Sponsor Deadline.