The University of Iowa

New Internal Deadline and Related Grant Application Information


TO:        Deans, Directors, and Departmental Executive Officers
FROM:  Twila Fisher Reighley, Assistant Vice President for Research
RE:        New Internal Deadline and Related Grant Application
DATE:   December  13, 2006

The UI Division of Sponsored Programs (DSP) recently conducted a facilitated review of its processes, including faculty and administrator participants from the university, college and departmental levels. One outcome of that review was to institute a UI internal deadline for paper applications, which is described below. Also included is a reminder of the UI internal deadline for electronic applications; a notice regarding the new agency-defined deadlines for NIH and other DHHS applications; and information on internal training sessions.

New Internal Deadline for Paper Applications/Proposals

Applicants should expect to allow DSP sufficient time to review and approve paper applications prior to agency deadlines. The large volume of applications, increased regulatory requirements and proliferation of electronic submission systems have created the need for additional processing time. Please note that the new deadline for paper applications noted below represents a minimum requirement for applications to reach DSP at least two business days in advance of the agency deadline; we strongly encourage you to submit your paper application to DSP at least three days in advance of the agency deadline.

New Policy

Effective January 1, 2007, DSP will require at least two business days to review and approve paper applications. Applications should be delivered to Room 2, Gilmore Hall, during posted business hours. Applications will be prioritized for processing in the order they are received; therefore, applicants will no longer wait at DSP for an application to be reviewed and signed on behalf of the university authorizing official.

DSP will continue to mail paper applications to funding agencies via commercial courier (currently UPS) when DSP receives the fully completed application in accordance with the two-day internal deadline. In addition, DSP will, on request, photocopy applications received a minimum of three business days before they must be shipped.

Internal Deadlines for and other Electronic Applications

As previously announced, applications requiring electronic submission must be fully completed, routed, and submitted to DSP at least five (5) business days prior to the sponsor submission deadline. The additional time is necessary to allow for the increased effort required to review and submit an application electronically. The Colleges of Medicine, Public Health, Pharmacy and Dentistry have announced that applications must be routed through the colleges at least ten (10) business days prior to the sponsor submission deadline. Applicants from other colleges should consult with their departments and colleges regarding other internal deadlines.

New Deadlines for NIH and other DHHS Applications

The National Institutes of Health, Agency for Healthcare Research and Quality, and National Institute for Occupational Safety and Health/CDC have announced a change in standing receipt dates. The agencies are initiating new grant application cycles to foster a steady flow of applications through the NIH system, moderating the influx of applications on any given day and allowing the system to operate more effectively. The new standard receipt dates, effective January 2007, will apply to both paper and electronic applications. See the NIH Guide announcement NOT-OD-07-001.html.

Training and Questions

The Division of Sponsored Programs is offering five training sessions in early December, focusing on R01, R03 and R21 submissions. DSP will provide additional training opportunities concerning electronic submission and related issues in the upcoming months. More information, including the training schedule, is available on our website at electronicsubmissionnihgrants.html.

If you have immediate questions or concerns about deadlines,, or training opportunities, please contact Jennifer Lassner ( or me (