Demystifying “Ready To Submit”: Process and System Info for the Research Community

1. Demystifying “Ready To Submit”:Process and System Info for the Research Community Office of Sponsored Programs Carol Rhodes, Interim Director Office of Research Information Services Ciara Nic Mhathuna, Business Analyst

2. BEFORE eGC1 Routing • Find funding opportunity • Review sponsor requirements • Put together a plan & calendar • Build the application • Begin preparing the eGC1 in SAGE

3. eGC1/Proposal Routing Mystery: I am not sure when I should route the eGC1 for review. Should I wait until the proposal is considered final and Ready To Submit (RTS)? Answer: Departments manage their proposals differently. There are two options: • Route with draft science but final administrative/ business portions 7 business days prior to sponsor deadline. • Route the eGC1 with final proposal, Ready to Submit, 7 business days prior to sponsor deadline.

4. eGC1 Routing Process Option 1

5. eGC1 Routing Process Option 2

6. Mystery: GIM 19 says “Include the business and administrative portions of the application in final form” when routing 7 days ahead of sponsor deadline. What exactly must be included? Answer: Include everything required by the sponsor but for the final science, so a meaningful review can be carried out: Routing 7 Days Prior to Sponsor Deadline • Completed SF424 Form (if applicable) • Institutional information • Budget and justification • CVs - Current/pending support (if applicable) • Proposed subrecipient documents • Letters of support • Abstract • Compliance assurances (approvals, if required) • Appendices required (non-programmatic) such as the F&A rate agreement, tax letter, annual fiscal report *DO include DRAFT science if you are marking “no” to RTS *DO include letter of support placeholders, if a mentor/collaborator is unavailable to provide by eGC1 routing

7. SPAERC Tasklist displays all applications in SAGE (except Composing) OSP Filters by “In OSP” status and Sorts by “OSP Received Date” Remember: The OSP Received Date refreshes every time it is withdrawn by the Dept!

8. Recommendations • Do route the eGC1 when the proposal is ready for a meaningful review. • eGC1s routed without a proposal or with an incomplete proposal (e.g. administrative/business portion incomplete) will be returned by OSP without review. • Do make iterative changes to the proposal (science) “locally”. Once reviewer comments received, then update on eGC1 all at once.

9. Changes to Routing FunctionalityAs of Mid-November *All eGC1s will include the question “Is the Application Ready To Submit” with a “yes” or “no” option. *eGC1 owners will not be able to withdraw an eGC1 marked “yes” to Ready To Submit, once it is IN OSP status. Screenshots 

10. SAGE routing functionality to support GIM 19 timeline

11. eGC1 cannot be withdrawn when status is In OSP and RTS = Yes

12. Help! I marked RTS=Yes, but I notice a problem. • Call your OSP Reviewer. • Ask them to return the eGC1 and why. • If before the GIM 19 deadline, OSP can return the eGC1 (if proposal has not yet been submitted*). • If after the GIM 19 deadline, you may need a waiver. • If a missing letter, that is one thing, • If whole sections to be swapped out or added, that is another. *Remember: “RTS” is communication to eGC1 reviewers (including OSP) that the proposal is finaland ready

13. RTS Campus Training Sessions • Update on GIM 19 and What is “Ready to Submit”? • Two 1-hour sessions • November 7 and November 13 • Live webcast option will be available for one of these • Archive webcast will be posted to the OSP website

14. GIM 19 Business Sections • Face Page/ SF424 Form • List of Personnel • Biosketches • Budget & Justification • Subcontract Budget & Justification • Narrative & Checklist • Needed Compliance Approvals • Required Additional Information Final Version by Day – 7 Scope of Work Draft Version by Day – 7 Final Version by Day - 3 • Description of the Project • (The Science)