OSP-MED proposal submission process

Type: New, Renewal, Revision, Resubmission, Supplement, Transfer, or Incoming Subaward
Sponsor: Non-industry

1. Preparation of the application and documents for OSP-MED review: Identify the funding opportunity, read its instructions, and download or obtain the appropriate related forms. Consult the BU information sheet (see Quick Links on the side navigation bar) for university-wide DUNS numbers, F&A and fringe benefit rates, and authorized officials. Refer to What to Enter if you are uncertain how to input university information into an application. Worksheets may be helpful to calculate F&A costs over the period of an application, draw up a modular budget, or convert effort to calendar months. Finally, application checklists summarize the components required for OSP-MED review of an application or an incoming subaward.
2. Compliance with internal deadline of application: Submit final version of a complete proposal (application and internal documents) at least five (5) business days before the deadline*. OSP-MED may decline to review an incomplete application without prior approval, and will review applications in the order received. See university policy regarding deadlines.
3. Submission of proposal to OSP-MED for review and approval:
   • Place the application (either SF424 R&R file, or SF424 R&A Subaward Attachment file, or a scanned pdf of the paper application), into PI’s “Ready for Submission” folder.
   • Send/deliver* original internal paper documents to OSP-MED after you place e-application in PI’s “Ready for Submission” folder (for electronic applications) or, for applications not submitted electronically, when you have finished assembling the parts of the paper application.
   • Your OSP-MED research administrator will review your submission documents and note any required changes on the checklist, which will be returned to the department administrator (DA). Resolve the changes, finalize the application making only OSP-MED approved changes, and re-submit the revised materials for approval and signatures.
4. Submission to sponsor after OSP-MED review and approval:
   • E-application (prime award to BU): OSP-MED will submit the final application to sponsor, and provide copy of signed proposal summary form (PSF) to DA.
   • E-application (incoming subaward to BU): OSP-MED will provide to DA a copy of the signed PSF and documents requiring original signature of institutional authorized official (AO), notifying DA that subaward file is ready. DA will submit documents to prime institution.
   • Paper application*: OSP-MED will provide to DA a copy of the signed PSF and the documents requiring AO original signature. If the application is for a prime award to BU, DA will submit documents to sponsor; if for an incoming subaward to BU, DA will submit documents to prime institution.

*Notes:

1. Deadline for prime award to BU (e-application only): 5 days prior to sponsor’s deadline.
2. Deadline for incoming subaward to BU or for any paper application: 5 days prior to department deadline.
3. Alternatively, some departments have found it simper to scan the original internal documents into a single pdf file, and send as an attachment to bumc-egrants@bu.edu. Name both the attachment file and subject line of email as follows:
   PI last name.first initial.agency acronym or first 5 letters of agency name.deadline, for example: Smith.W.HRSA.6.5.10.
4. Most grant applications to NIH now use electronic submission. Paper applications still are accepted for prime awards of the P mechanism type.