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Pending Proposal Actions

Proposal Review and Status Checks

Most funding sources publish their timeline for proposal review and determination of awards. Proposals to federal agencies and some private funding sources are reviewed by a combination of panels, boards or review groups with additional review by program officers or administrative staff. Generally, applicants should not contact the funding agency for information on the proposal's status during the review process. An exception may be made when there is a significant development (e.g., research findings, changed circumstances, unavailability of the Principal Investigator (PI) or other key personnel, etc.) that might materially affect the outcome of the review. The program officer should be contacted by the PI to discuss the merit of any significant development and its impact on the review. 

Once a proposal has been thoroughly reviewed and is pending a final funding decision, the PI may be contacted by the program officer to discuss technical or budgetary issues. PIs cannot negotiate Facilities and Administrative (F&A) cost reductions and should refer all F&A issues to the Sponsored Projects Services (SPS). Note that budget reductions of 10% or more from the original budget request require a corresponding reduction in the scope of the project, unless the program officer, PI and authorized institutional official in SPS agree that it is feasible and desirable to retain the original scope of work. SPS must be assured by the PI that the work can be carried out within a reduced budget with no expectation of any additional contribution by the institution (i.e., voluntary costshare). A revised Electronic Proposal Clearance System (E-PCS) record must be created for all agency required budget revisions.

Resubmission of a Declined Proposal

Applications that do not comply with proposal preparation and submission requirements, are incomplete, or are not responsive to the solicitation or announcement are usually returned to the applicant without review. The application must be substantially revised and resubmitted for the next available deadline. Some agencies require that revisions to a proposal be clearly marked within the proposal, as well as be addressed in a summary statement to the reviewers' comments. In addition, some agencies limit the number of times a declined proposal can be revised and resubmitted. Be sure to consult the agencies policy prior to resubmitting. Resubmissions are reviewed as new proposals, subject to the standard review procedures for new applications. A new E-PCS record must be created for each resubmission.

Withdrawal of a Pending Proposal

The PI may withdraw a proposal from review at any time before a final funding decision is made. The PI must notify SPS in writing of the withdrawal. Withdrawal can be based on a number of circumstances, such as funding for the project from another source or the PI or other key personnel will be unable to perform the work. The University may withdraw a proposal from review at any time that it is in the best interest of the institution. Proposals submitted without institutional approval (SPS), may be withdrawn.