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The Graduate School, Rensselaer Polytechnic Institute

Division of Finance


Requirements for Submitting a Proposal

Standard Proposals*:

The following must be sent to your Sr. Grant Administrator five working days prior to the Sponsor imposed deadline:

  1. Completed Project Information Form
  2. Preliminary cost estimate or budget
  3. Final budget from all collaborators (including subawards/subcontracts)
  4. Sponsor announcement or Request for Proposal (RFP) including any required forms
  5. Sponsor Terms and Conditions, if available
  6. Cost Sharing details and approvals
  7. Request for Small Business Subcontracting Plan for completion by Procurement Services

The following must be sent to your Sr. Grant Administrator two working days prior to sponsor-imposed deadline:

Complete proposal package, including:

  1. Final budget
  2. Final Project Summary/Statement of Work
  3. All final materials from collaborators (including subawards/subcontracts)

*Standard Proposal Submissions with No Sponsor Imposed Deadlines will be processed as soon as possible, depending on the circumstances and urgency.

Non-Standard, "Major Project" Proposals:

“Major Project” proposal submissions often involve complex budget structures, compliance concerns, and increased demands on institutional infrastructure and personnel. For these submissions, a meeting must take place among the research team, RAF and the VPR’s office 30 days prior to the deadline to discuss and document milestone dates leading up to the submission, and an agreed-upon timeline will result from the discussion. Major Projects will typically contain one or more of the following features:

  1. Over $5M funding expected from the sponsor
  2. Multiple Investigator
  3. Multidisciplinary
  4. Required Cost Share above the standard tuition waiver
  5. Complex sponsor requirements, including but not limited to sponsor-specific budget forms
  6. Multiple Subcontracts
  7. Proposals to Create a Center
  8. Sponsor imposed organizational or PI limit on the number of submissions

Should there be any confusion of what constitutes a Non-Standard, Major Project Proposal, the AVP of RAF shall be consulted.

Please also note that sponsor posted deadlines later than 5pm Eastern time will be treated as 5pm Eastern time by RAF and the VPR’s Office. Deadlines that fall on any weekend day will be considered to have a 5 pm Eastern Time deadline the Friday before. Deviation outside business hours will require prior approval of the AVP of RAF, and will only be considered in extraordinary circumstances.

This policy goes into effect June 1, 2014

Should you have any questions, please do not hesitate to contact Susan Sedwick, Interim Assistant Vice President for Research Administration and Finance, at x2161 or via e-mail at sedwis@rpi.edu.

Proposal Submission Memo from Ivar Strand

RAF has developed a proposal deadline calculator and reference chart for internal use that can be found at the link below. We are making this Excel file available external to RAF as an added convenience to our researchers who have access to Excel. At this time, we are not able to provide the calculator in any other format. Please contact your grant administrator for assistance.

Proposal Deadline Calculator and Reference (.xlsx)