RDS Proposal Development Timeline

This policy only applies to proposals where UMass is the Lead Organization

You can view and download this information as a PDF here 

6 - 8 weeks before sponsor deadline

PI’s Responsibility:

  • The PI will submit Assistance Request Form (ARF) for Complex proposals (multi-subcontracts, cost share, international, complex budgets forms, center-creation, etc.)

Collaborative:

  • The PI and RDS will Identify need for 3rd-party cost share, voluntary cost share, VCRE contributions, or IDC waivers/reductions

5 - 6 weeks before sponsor deadline

PI’s Responsibility:

  • The PI Submit ARF for standard proposals
  • The PI will provide Admin with initial budget draft
  • The PI Provide Admin subrecipient contact information 

RDS’s Responsibility:

  • RDS will make initial contact

Collaborative:

  • The PI will Meet with Research Admin to discuss timelines, budget, & unique complexities

4 weeks before sponsor deadline

PI’s Responsibility:

  • Final day for a PI to request assistance with standard proposals and be guaranteed assistance (RDS or PPS)
  • The PI will discuss Cost Share & IDC waivers with Department Head/Assoc. Dean of Research
  • The PI obtains equipment quotes & identifies fabricated equipment

RDS’s Responsibility:

  • RDS will set up Kuali Record & Sponsor Portal
  • RDS will start building budget in Kuali

3 weeks before sponsor deadline

PI’s Responsibility:

  • The PI will Identify internal facility fees & rate sheets
  • The PI will submit Cost Share & IDC waiver approval forms
  • The PI will gather collaborator/consultant letters

RDS’s Responsibility:

  • RDS start budget justification
  • RDS will follow up with subcontractors

Collaborative:

  • PI and RDS will begin confirming budget figures 

10 business days before sponsor deadline

PI’s Responsibility:

  • The PI will complete Kuali Questionnaire

RDS’s Responsibility:

  • RDS will review subcontract documents & request revisions
  • RDS will complete sponsor forms & portal fields

Collaborative:

  • The PI/RDS will follow up on approvals
  • The PI and RDS will finalize budget & justification together

7 - 10 business days before sponsor deadline

PI’s Responsibility:

  • The PI will send FINAL supporting documents to RDS (e.g. facilities, biosketches, data or mentoring plans, etc.)
  • The PI will send DRAFT science documents to RDS (Summary, Narrative, & References Cited)

RDS’s Responsibility:

  • RDS will route AY cost-share approval forms

5 - 7 business days before sponsor deadline

  • RDS will route proposal to OPAS (final deadline: 5 business days before, 4:00 PM)

4 business days before sponsor deadline

  • Proposal due to OPAS at 9:00 AM (collaborative)

1 business day before sponsor deadline

  • The PI is responsible for sending the final science to RDS for uploading into Kuali/Sponsor Portal by 9:00 AM.
  • OPAS will aim to submit before 5:00 PM to allow time to address any submission errors

Sponsor deadline

  • Review and correct any submission errors, then submit the proposal (collaborative)