PROPOSAL GUIDELINES 

OSU policy requires administration, rather than faculty, to submit funding requests to all outside sources. And while each proposal is unique, the process of routing is not. At least 7 days are needed to route a proposal through university research officials for approval to submit or it becomes a RUSH:

Day 1 – PI, Co-PI, Department Heads
Day 2 - Co-PIs in other colleges
Day 3 - CAS Associate Dean for Research
Day 4 - OSU Compliance (if necessary)
Day 5 - OSU G&C Financial Administration
Day 6 - OSU Vice President for Research
Day 7 – Returns to RSS

Waiting to meet with your Grants and Contracts Specialist a few days before the external deadline causes walkthrough routings. Walkthrough routings are risky and may not be approved in time to submit.

By following Steps 1 through 5, faculty can be certain that their proposals will comply with university policy and be submitted before the required deadline.


1. NOTIFY both G&C specialist and your RSS contact when you first learn of the deadline for your project. Email the specific link to the Request for Proposal/synopsis/solicitation. RSS maintains a master schedule of faculty projects and federal funding cycles (NIH) and recurring opportunities (NSF). Several faculty members plan their proposals six months in advance or more.

Be sure to provide your G&C specialist and RSS contact with basic project information:
funding agency and announcement number
 names of other OSU faculty involved (a.k.a. Co-Principal Investigators)
 other OSU colleges involved
 external collaborators (if any)
 potential compliance issues
 date when proposal is externally due
 plans to be out of town or submit early

2. MAKE an appointment with your department’s assigned Grants and Contracts specialist at least 2 weeks before the external deadline.

3. WORK with your G&C Specialist to develop a budget and start the internal routing for your proposal. Proposals cannot be submitted until the routing has been fully executed. You will need to fill out part 3 of the routing sheet. Note that you must have a current Conflict of Interest form on file with your department and must provide the date that this COI form was signed. You may also need to address compliance issues including IRB and IACUC protocols.
A routing packet includes (at minimum) a cover sheet, budget, budget justification, and a project summary. It may also include additional items for signature, subcontract information or other documents as needed.

4. WORK with your RSS contact to be sure you are working from the same deadline. RSS will provide a checklist of items needed to submit a complete proposal and a deadline that all proposal documents need to be provided to RSS. Your RSS contact is working on multiple proposal projects and needs time to properly package your proposal. Waiting until the external deadline or last minute to submit proposal revisions to RSS may result in the proposal not being submitted at all or being submitted with mistakes.

5. CONFIRM the final version of your packaged proposal well before the external due date and/or time. RSS cannot submit the proposal without your written or, in some cases, verbal approval.

*Please note that the RSS staff is not responsible for writing or editing proposal narratives.