Grant Proposal Timeline & Deadlines

Navigating the grant application timeline requires proactive planning and close coordination between Principal Investigators (PIs), the Division of Professional Studies (DPS), and the Office of Sponsored Programs (OSP). To ensure all administrative, financial, and compliance requirements are thoroughly reviewed, proposals follow a strict sequence of milestones leading up to the sponsor’s deadline. By adhering to the target lead times below—from early intent notification to final workflow approvals—project leads can reserve required review capacity, prevent last-minute submission errors, and ensure their proposals are fully authorized for submission on behalf of UMBC.

Proposal Timeline Overview

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Step 1: Early Intent Notification

  • Lead Time: ~3 months prior to proposal deadline.
  • Action / Responsible Party: The PI notifies OSP via email and DPS as early as possible to reserve staff review time and add the proposal to OSP’s planning calendar.
  • NOTE: RFPs typically do not provide a three month lead time. The key thing to remember is to act as early as possible.

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Step 2: DPS Pre-Award Planning Form

  • Lead Time: At least 13 business days prior to proposal deadline.
  • Action / Responsible Party: The PI submits the initial planning form to DPS to determine eligibility, review partner details, and initiate preliminary budgeting support.
  • It is recommended that the PI submit this form prior to creating the proposal as the form may expose a reason NOT to submit a proposal.

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Step 3: Final Materials to DPS

  • Lead Time: 6 business days prior to proposal deadline.
  • Action / Responsible Party: The PI delivers the final, complete proposal package to DPS. This ensures DPS can finalize documents before the internal OSP deadline.

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Step 4: Kuali Approval Workflow

  • Lead Time: 3 business days prior to proposal deadline.
  • Action / Responsible Party: The final proposal and all required attachments must be routed and fully approved in Kuali by the PI, DPS Leadership, and OSP.

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Step 5: 100% Revisions Complete

  • Lead Time: OSP Proposal Deadline Date at 9:00 AM.
  • Action / Responsible Party: The PI completes any final OSP-requested edits so OSP can execute the final submission to the funder prior to the sponsor’s deadline.

Deadline Calculator

💡Don’t forget to include university holidays when planning!  Here is a handy calculator template.

Requirement Lead Time to Proposal Deadline Sample Deadline  Responsible Party / Action
Early Intent Notification ~3 months prior or as soon as possible ~June 2027 PI notifies OSP & DPS to reserve staff review time.
DPS Pre-Award Planning Form At least 13 business days prior to proposal deadline or earlier if known Wednesday, August 26, 2027 PI submits initial planning form to DPS.
Final Materials to DPS 5 business days prior to proposal deadline Monday, September 7, 2027 PI delivers final proposal package (2 business days before OSP deadline).
Kuali Approval Workflow 3 business days prior to proposal deadline Wednesday, September 9, 2027 Final proposal + attachments routed & fully approved in Kuali.
100% Revisions Complete Proposal Deadline Date @ 9:00 AM Tuesday, September 14, 2027 Final OSP-requested edits submitted before final funder submission.