Recommended Proposal Submission Schedule

The fiscal team of the Division of Biological Sciences will provide you with full-scale proposal assistance.  We work closely with the PI or designated staff to produce and submit the most compelling proposal.  We work in partnership with the Office of Contract and Grant Administration (OCGA) to provide support for development of large, complex, multidisciplinary research proposals.  OCGA is responsible for contract and grant management for UCSD and their role includes:  (1) review, endorsement and submission of proposals, (2) negotiation and acceptance of contract and grant agreements, (3) interpretation of guidelines, (4) promotion of compliance with sponsor and University policies.

30 DAYS BEFORE DEADLINE

Provide to your Fund Manager:

  • Agency name
  • Link to funding opportunity, special announcements or forms
  • Title of proposal
  • Identify start date, number of years and due date of proposal
  • Budget – Identify target annual budget amount and provide list of personnel working on grant, materials and supplies, equipment (vendor quotes are usually not required), travel, other expenses (including publication costs, animal costs, campus services)
  • If proposal includes subcontracts, provide contact information for each site

20 DAYS BEFORE DEADLINE

Provide to your Fund Manager:

  • A rough draft of the proposal (including references, bibliographies, biosketches, as required by funding agency).
  • Animal, human subjects, radioactive materials, recombinant DNA, biohazard approvals or protocol application numbers and effective date
  • Budget justification
  • Letters of collaboration (if applicable)
  • Review draft proposal and sign forms.  Fund Manager will obtain Division signatures.

7 DAYS BEFORE DEADLINE

Draft application due to OCGA for review.  Fund Manager will inform you of any changes, corrections or suggestions.

3-5 DAYS BEFORE DEADLINE

Review entire proposal for submission.  Provide final version of required documents to Fund Manager.

DAY OF DEADLINE

Confirm proposal has been submitted.  Review submitted application online if applicable.

AFTER SUBMISSION

Inform Fund Manager as soon as an award or a declination of a proposal has been received.

Additional items to consider:

  • UCSD standard business hours are 8:00am – 4:30pm.
  • Submit as early as possible to avoid last minute system issues or delays, particularly during peak submission periods.
  • Stay by a phone or email until submission is confirmed in case any unexpected issues arise.