Late Proposal Notification Policy

This policy was formerly known as the Proposal Submission Deadline Policy or Exception Request Policy.

Policy Documents

  • Full Policy, please click HERE
  • Late Proposal Notification Form, please click HERE
  • Relevant Job Aid, click HERE
  • Submission Deadline Calculator, click HERE

Policy Highlights

To effectively manage the review and submission process, the following deadlines are in effect for all proposals:

10 BUSINESS DAYS prior to Sponsor due date, by 10 a.m EST:

Due to Department:  Draft of application, including subcontract materials, if applicable, is due from PI to department.

7 BUSINESS DAYS Prior to Sponsor due date, by 10 a.m. EST:

Due to SPA: Final application (when Harvard is Prime) is due from department to SRA. Note: on rare occasions the PI may choose to continue editing the science past the 7-day deadline but please be aware some modifications to science can trigger Provost review or impact the administrative components of a proposal requiring additional SPA review. If a PI chooses to revise the science after the deadline, we cannot guarantee submission will occur by the deadline.

Due to Department: Subaward proposals (when Harvard is not Prime) and RPPRs are due from PI to department.

5 BUSINESS DAYS prior to Sponsor due date, by 10 a.m. EST:

Due to SPA: Final RPPRs and Subcontracts are sent from department to SRA

Due to Provost: Proposals meeting Provost Criteria are sent to the Office of Provost by SPA. The Provost Criteria can be found at this link.

Please note that all proposals will receive expedited review when submitted past the deadlines outlined above. SPA will be unable to provide our full standard level of review and scrutiny for the components of the submission.

Please fill out the Late Proposal Notification Form if any of these deadlines will be missed.  Fell free to consult this relevant job aid.

For your reference and convenience, SPA has prepared a Submission Deadline Calculator which includes proposal deadlines for several federal and non-federal funding sources and the 10/7/5 day internal benchmark deadlines. Please remember that this tool is a guide and it is a best practice to confirm the deadline dates with your SPA representative.

  • The spreadsheet is pre-populated with major deadlines for SPH’s top funders, including all NIH mechanisms with published deadlines.
  • You can calculate internal deadlines for other opportunities by entering the Sponsor due date in the pink box.
  • Formulas in the spreadsheet will calculate accurate internal deadlines through 12/22/2018.

Please contact your SPA representative if you have any questions or suggestions.