Huron Research Suite/Funding Proposal (HRS/FP) Proposal Submission Timeline
How This Works
- Faculty must contact the COS Pre-Award team at COSpreaward@ucf.edu to alert them of your intent to apply for sponsored funding as soon as possible.
- Submit the COS Huron Proposal Form, including information about the solicitation or request for proposals, as well as all documents for the proposal as required by the solicitation to COS Pre-Award. All documentation accompanying a proposal submission must be received by the COS Pre-Award team no later than ten (10) business days prior to the sponsor’s deadline. The technical content section of the proposal may be in a strong draft form at this time. All other elements should be complete. Submission of the Funding Proposal (FP) in the Huron Research Suite (HRS) system by the 5-day Office of Research (OR) deadline will not be guaranteed otherwise. All FPs must be submitted by COS Pre-Award. OR will not accept FP submissions submitted directly from PIs. The FP will be redirected back to COS Pre-Award if that occurs.
- The COS Pre-Award team will work with faculty to finalize the full proposal documents after the 10-day submission to arrive at a final and complete funding proposal before the 5-day OR deadline.
- The PI(s) will be notified by the COS Pre-Award team to address any information regarding Human Subjects, Animals, Space requirements, COI Certifications, etc., as instructed.
- The COS Pre-Award team will submit the FP no later than five (5) business days prior to the Sponsor’s deadline date, which will begin the routing/approval process in HRS. After this time, the PI may not make changes to the non-technical content (budget, CVs, supporting letters, etc.) of the proposal. COS Pre-Award will work with OR to make sure all documents are compliant and special requests or exceptions are properly authorized. If changes are needed, COS Pre-Award will notify the PI and implement the corresponding changes in HRS. PIs will still be able to upgrade the technical narrative content of the proposal until 2 business days before the sponsor deadline. COS must submit the final proposal to OR by 8 a.m. on the day prior to the submission deadline (T-1 day). The PI must submit the final proposal to COS Pre-Award on T-2 days to allow time for final checks. PIs should submit the final proposal before 1:00 p.m. on T-2 days and be in regular contact with their Pre-Award Specialist.
- Special cases/exceptions: (a) If you plan to request “cost-share” funds from OR, the FP will then be required to be in HRS and submitted ten (10) business days in advance of the Sponsor’s deadline to allow the VP of Research to review. If approved, a 50% match will also be required by the Department. (b) Exceptions to the internal 5-day deadline will be reviewed in a case-by-case basis. (c) Always alert the COS Pre-Award team of any multi-disciplinary projects you will be listed on as a “Co-I” as COS is required to approve these in HRS along with the lead PI located in another College/Department.
10-Day Rule Exception
If you are unable to meet the 10-day rule, notify the Manager, Contracts and Grants, Jodi Reinhart (COSPreaward@ucf.edu) with an explanation for why the 10-day deadline cannot be met. She may immediately approve the exception by email or forward it to the Associate Dean for Research for further review. The ADR may require the 10-Day Proposal Submission Waiver Request to be completed at that time.
5-Day Rule Exception
Under certain extenuating circumstances, a request for an exception to the 5-day rule may be submitted for approval. Please follow the procedures outlined below.
Please note: Extension requests are decided upon strictly on a case-by-case basis by the Director of the Office of Research.
- Send a 5-Day Proposal Submission Waiver Request to the Associate Dean for Research of the College of Sciences, Dr. Joshua Colwell, (copy your COS Pre-Award team member assisting with the proposal). Be sure to include a detailed justification of why the exception is needed.
- If the request is approved by Dr. Colwell, the proposal and exception request will be forwarded to OR by COS Pre-Award for review by the Director of OR for final approval.
Office of Research (OR)
For all sponsored funding requests, OR is the only office vested with the authority to sign research proposals and contracts on behalf of the University of Central Florida. According to UCF Policy Number 4-214 – OR must submit all funding requests on behalf of faculty, inclusive of subcontracts (when UCF is receiving funds to do work as part of another entity’s project). Note that OR includes the UCF Research Foundation, Inc.