Applications for sponsored projects are most often submitted electronically; some sponsors still request paper applications. Sponsored programs staff assist regardless of mechanism. Following the timeline below gives staff time to review your submission for compliance with the solicitation and University policies before the sponsor deadline.
Plan Your Timeline
As your proposal takes shape, sponsored programs staff review it for compliance and submit it. The internal deadlines below protect your submission. When a sponsor’s deadline is after 5:00 p.m., the University deadline is 5:00 p.m. ET to align with business hours.
| When (before the sponsor deadline) | What to provide to sponsored programs staff |
|---|---|
| 2–4 weeks, or as soon as you decide to apply | Solicitation URL or instructions; the application deadline(s); and the project team — PIs and key personnel, including any non-SU collaborators and their points of contact. |
| 7 business days | Budget materials (budget template and draft justification) and a draft project narrative for comparison against the budget. |
| 5 business days | Individuals or teams supported by subawards; individuals supported by consultant agreements; and contractors or vendors for large purchases. |
| 3 business days | The final, complete application. |
| By the submission deadline | A Proposal Approval Form (PAF) approved by all required signers. Begin the PAF early so approvals are complete in time. |
If a submission does not follow these guidelines, sponsored programs staff reserve the right to submit it with minimal review (checking for obvious formatting and budget errors as time permits), and to withdraw or correct an application later if it is found non-compliant or incomplete. Following the timeline is the best way to ensure a complete, compliant submission.
Proposal Approval Form (PAF)
The PAF is the internal document that summarizes your proposal - period of performance, key personnel effort, budget, cost share, and certifications - and routes it for required approvals. It replaced the former Internal Routing and Review (IRR) form. The PAF must be approved by all required signers by your submission deadline, so begin it early.
Presentation: Proposal Approval Form (PAF) Walkthrough and Q&A
Submitting Applications
Submission systems:
- Research.gov — the primary system for NSF proposal preparation and submission. Sign in using “Organization Credentials,” select Syracuse University, and use multifactor authentication.
- Grants.gov — submission option for most federal proposals; see workspace registration guidance under the Forms Library.
- SciENcv – SciENcv is the required system for the development of biosketch and current and pending (other) supports forms for NSF, NIH, NASA, Department of Energy, USDA, and other federal agencies. For more information on using SciENcv see the Libraries Research Guide and the Office of Research guide for NIH biosketches.
- Syracuse University is already registered with Grants.gov and so you do not need to register.
- Have a compatible version of Adobe Reader installed on the computer(s) you will use to create the application
- Adobe frequently issues new versions, some of which can have ‘compatabiltiy issues
- Check software versioning for more information.
- Ideally all computers used will have the same version of Reader installed
- Contact your department’s or unit’s IT support staff for assistance.
- Adobe frequently issues new versions, some of which can have ‘compatabiltiy issues
- Obtain the correct and final application package from Grants.gov or from the sponsor’s site
- You can sign up at Grants.gov to receive notifications for updates to the solicitation
- Know that OSP is the authorized organizational official that can ‘submit’ your application
- Provide the complete application, with documents attached in the correct location and format to OSP three business days before the deadline
- Sponsors’ timestamp deadlines vary; for those after 5:00 p.m. OSP will submit during standard University business hours