How far ahead ORSPA needs your proposal, and what happens if it arrives late.
IVAN Research Institute works to four milestones, all counted back from the sponsor's submission due date:
Starting early lets you take advantage of the full range of support ORSPA offers.
The Pre-Award office strongly recommends that the complete proposal documents are available in your folders no later than three (3) weeks before the submission due date. The final versions should be in the Submission folder no later than two (2) weeks before the due date, for internal review — this is ORSPA's deadline for grant document submission. ORSPA then submits the application on the Institute's behalf five (5) working days before the due date.
The PI will be asked to join a Zoom call during the final validation of the proposal, before it is submitted.
ORSPA provides support based on available time and resources, given existing priorities. Proposals that reach ORSPA by the stated timelines receive preference, on a first-come basis.
When ORSPA cannot meet a deadline because faculty or the team submitted proposal documents late, the Director and IVAN leadership are notified. There may be instances when these timelines cannot be followed, such as late notice from a sponsor or a collaborator; these are evaluated case by case.
Note: If ORSPA does not receive the final version of the complete proposal in the Submission folder two (2) weeks before the submission due date, the proposal may not be reviewed or even submitted. In that case the PI takes responsibility and may have to wait until the next application cycle.
Proposals with several subawards, substantial cost-share commitments, complex international components, or center or program-level scope need more preparation than most. Talk to ORSPA as soon as you know your proposal has any of these features, and send your Intent Coupon early in the 50-60 day window — subaward agreements alone often take several weeks to negotiate.
Send your Intent Coupon to preaward@ivaninstitute.org 50-60 days before the sponsor's deadline so ORSPA can plan your submission with you.