Internal Review & Deadlines

Internal Proposal Submission Deadline Policy

All applications to external sponsors for funding of research and other Dartmouth programs are reviewed by the Office of Sponsored Projects.   All application materials are to be uploaded and routed via RAPPORT. The Proposal Submission Deadline policy is intended to incorporate a sufficient time period that would allow for review and submission of all requests for externally funded grants and contracts. Proposals are reviewed at the Department, School, and OSP levels.

Seven (7) Business Days Prior to the Sponsor Deadline - 9:00am

Please submit the RAPPORT proposal consisting of the following materials:

  • Sponsor guidelines, funding announcement
  • Proposal abstract
  • Budget, including commitments for any matching funds
  • Budget justification
  • List of key personnel  (Non-Dartmouth consultants named as key persons on propoals to PHS funded agencies will need to complete a Conflict of Interest Disclosure Form prior to submission.)
  • Any special administrative documents required by the sponsor or prime collaborator
  • Animal Subjects: If animals will be used in the project provide protocol approval information unless review is pending. 
  • Human Subjects: If human subjects will be used in the project provide protocol approval information unless review is pending.
  • Subcontracts: If there are any subcontracts included in the project proposed, provide subaward budget, justification, scope of work and signed letter of commitment from subaward institution.
    • For NIH applications with foreign subrecipients, please request that the institution completes the NIH Foreign Subrecipient Commitment Form.
    • For NIH applications that are proposing a Multiple Principal Investigator model non-Dartmouth PD/PIs must complete the External Multiple PI Assurances form. This does not apply to those serving solely as the site/subaward PD/PI.
  • Internal Cost-Sharing: When cost-sharing is required, the source, type, and amount of funds should be identified with the signatory approval of the appropriate dean.

OSP Review Process

  • The Office of Sponsored Projects Reviews the Proposal Materials via the on-line system RAPPORT.
  • The OSP proposal review process assists the Principal Investigator (PI) to ensure compliance with sponsor and institutional policies.
  • When the proposal review has been completed the OSP Grants Officer will inform the PI and department administrator of any changes to be made. It is the responsibility of the PI /DEPT to make these changes.
  • For PI-submitted applications:  After OSP has reviewed at the 7-day deadline and approved, the PI is free to submit at his/her convenience. Within ten (10) working days, the Office of Sponsored Projects should receive a full copy of the proposal that was submitted by the PI. 

Two (2) Business Days Prior to the Sponsor Deadline - 9:00am

  • Submission Type: OSP-Submitted Applications - Delivery of the Final Proposal Package to the Office of Sponsored Projects for Submission to the Sponsor.
  • Allows time for Grants Officer to review final application and for the PI / DEPT to make corrections in response to any system errors indicated by (or other electronic systems). Proposals are reviewed in the queue received and submitted to the sponsor as soon as possible.
  • The PI / DEPT monitors submission of the proposal through to Sponsor acceptance of the proposal for review. If there are errors requiring correction, the PI / DEPT  makes the necessary corrections and contacts OSP to resubmit in advance of the sponsor deadline.

Late Submission to Internal Deadlines

If proposal materials do not reach the Office of Sponsored Projects by the internal deadlines the proposal is late. The proposal is added to the queue. 

Should the OSP two (2) Business Day Deadline of 9am be missed, the Principal Investigator must email Director of Office of Sponsored Projects, copying departmental administrator and OSP Grants Officer requesting a waiver to submit late and explaining why the internal OSP deadline cannot be met.

Multiple Submissions of a Proposal

Identical proposals may be submitted to more than one sponsor at a time provided each sponsor is advised that this has occurred. Each sponsor should be given the name of the other recipients of the proposal and the amount of funds requested. In instances where all sponsors are given the same total project budget, it should be specified as to how much of the total budget is being requested of each individual sponsor and for what purpose those funds will be used.

Note: Some sponsors have restrictions on the submission of identical proposals to other sponsors.

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