Offices & Services
Office of Research Administration

Proposal 5-Day Exception Process

If the PI is unable to meet the 5-day proposal deadline, which includes submission of a complete draft of the scientific documents and final administrative documents, they must request an exception to the proposal submission deadline.  Late proposals will be allowed only under very limited circumstances that are outside the control of the PI.

The SEAS Dean or Dean Designee will be responsible for granting exceptions.  For example, a sponsor contacting a PI with a request for a last-minute proposal may be a compelling reason to approve an exception.  Lack of planning to meet a proposal deadline for a federal solicitation announced well in advance of the due date would normally not be an approved exception request.  A proposal submitted less than 1 business day prior to the sponsor’s due date will not be reviewed or submitted, and there will be no exceptions granted for same-day submissions.

Any adjustments after the lock and route in GMAS and prior to submission to the sponsor that are not in response to OSP/SEAS reviewer comments will require an approved exception.  This includes edits to the budget, budget justification, and other administrative documents.  Changes to scientific documents not requested by OSP/SEAS after the 3-day deadline are also subject to the exception policy.  If an exception is granted but more time is required than specified in the original exception request, an additional exception request must be submitted.

A detailed timeline of the standard submission process shows when exceptions are required for administrative and scientific documents.  Failure to meet the deadlines outlined in this timeline will require an exception.

Managing the Review Process

RPMs and PIs should proceed as if an exception has been granted, gathering the remaining proposal documents and locking and routing in GMAS. Required internal approvals (exceptional PI Rights, cost share approval, indirect costs waiver) should be requested well in advance of Day 5 to allow adequate time for review. An exception to the 5-Day policy is not required if the internal approvals have not yet been confirmed, but the approval process should be initiated before the request is locked and routed. Please enter a comment in GMAS to indicate the status of these internal approvals. OSP may not submit a proposal depending on the nature and context of the missing approval (e.g., Provost approval, etc.).

OSP will not assign a reviewer to the proposal until the Exception Request has been approved by the SEAS Dean/Dean Designee.  The Dean/Dean Designee will review the exceptions as quickly as possible.  However, the timing will depend on their schedules/availability.  There is no process to expedite the review timeline, so exception requests should be submitted as early as possible.

Exception Process

  1. The PI submits an exception request using the OSP's 5-Day Exception Request form.
    • The PI must include as detailed information as possible within the Late Submission Justification and clearly state when the proposal will be locked and routed for OSP/SEAS review in GMAS.
  2. OSP will then forward this request to the Dean or Dean Designee.
  3. The Dean/Designee will review the exception, including when the proposal must be released to OSP.
    • The Dean/Designee may request additional information from the PI, such as proof of extenuating circumstances (e.g., an email from the sponsor requesting a proposal outside the 5-day window).
  4. The Dean/Designee will either deny or approve the request and inform the PI of the decision.
  5. SEAS will notify OSP of their decision by replying to the original email sent by OSP and inform the RPM and PI.
    • If the exception request is granted, OSP will assign a proposal reviewer if and when the request is approved.
    • If the exception request is denied, OSP will delete the GMAS request after the PI and SEAS staff have been notified.

 

Last Updated: June 2025