Proposal Submission

The first step in assembling the full proposal is checking the sponsor guidelines for any additional required forms and materials. These may include:

  • Bibliography
  • CVs and/or short bios
  • Letters of support
  • Capability statements

The Office of Research and Engagement (ORE) is available for consultation on finalizing your proposal for submission.

When all components of your proposal are assembled you will submit the proposal to ORE who will in turn submit it to OGCA. Please keep in mind that all proposals from the university may only be submitted to sponsors by OGCA.

All proposals need to be submitted to ORE at least 10 business days before the sponsor’s deadline (accounting for mailing time and partner institution deadlines).  Please note, partner institution deadlines may demand earlier submission to ORE and OGCA. Check with your partner institution and contact ORE accordingly.

ORE uses SmartGrant to route the proposal through the campus approval process. SmartGrant expedites proposal processing by enabling key signatories to provide approval electronically regardless of whether they are on campus or not. All proposals have to be approved by the PI, your department chair, and the Associate Dean of ORE before being accepted by OGCA.

What happens next?

  • ORE submits the proposal to OGCA at least 5 business days before sponsor/partner deadline (plus mailing time, if applicable).
  • OGCA sends the proposal reference number to the PI which should be used in all correspondence.
  • OGCA reviews the proposal, works with the PI, ORE, and sponsor on any contract issues, and submits proposal to the sponsor.
  • PIs, please cc all correspondence with OGCA to ORE ( and your Department Chair.
  • PIs may need to consult with potential sponsor on revisions. ORE and your Department Chair should be informed of all discussions (please note that only OGCA can negotiate contractual terms and conditions).