Subject: [faculty] UT Proposal Submission Deadlines: 5 days prior to agency deadline (and no exceptions!)
From: "Soren P. Sorensen"
Date: Tue, 23 Oct 2007 08:55:53 -0400
To: Physics Faculty

To       UT Physics faculty
From     Soren
Subject  Internal UT proposal deadline

Please read this email from Bill Dunne and the new Associate Vice Chancellor for Research, Greg Reed. The essence of the message:

UT now has a strictly enforced 5 day internal deadline for submission of grant proposals. Proposals which are not received in the Office of Research five days prior to the agency deadline, will NOT be submitted.

In other words, since Maria also needs a little bit of time to process the proposal within our own Business Office, you better have your proposal submitted to Maria 6 working days before the agency deadline or else it will not be submitted from UT! There are a few exceptions (non-electronic submission etc.), but you better not count on them.

-------- Original Message --------
Subject:     FW: Proposal Submission Deadlines - It's for real, so plan
Date:     Tue, 23 Oct 2007 08:42:02 -0400
From:     Dunne, William M <>

Greetings Folks,

            I believe that each of you may have seen the message below
once or twice in the last few days.  I am forwarding it again to make a
particular point:  “In my discussions with the Office of Research, they
have made it very clear that they intend to ENFORCE this policy.  So,
please, please encourage your faculty members to not test it, because I
believe that they will fail, and they will not be able to successfully
blame anyone other than themselves for this failure.  By that statement,
I mean that they will not have a “court of appeal” that can overrule the
application of this policy to their proposal submission.”

            I realize that this policy, strictly enforced, is a change
in culture for our faculty members, but I believe it is important for
them to adapt so that we can have reliable, consistent service from the
Office of Research with a level of accountability that we have not had
in the past.  In the past, with most proposals arriving at the last
moment, Office of Research has operated as a triage unit, and as such,
always had the reason/excuse that glitches in performance or process
were an artifact of the proposal submission behavior of the faculty.
 This statement had a noticeable grain of truth.  Now, with the new
policy, which just means that faculty members have to ratchet back their
operating mode by about 4 (possibly 5 for those real adrenaline
junkies!) days for proposal submission, which is not that big an
adjustment if you consider it for a moment, Office of Research is
prepared to hold itself accountable, as well.  I believe we will benefit
from this potential for greater accountability that is gained by a
modest exchange in work habits of us and our faculty colleagues.

            Thanks in advance (particularly in the Science departments,
but also all departments ultimately) for working with your faculty
members to adapt to this change in proposal submission policy.



William M. Dunne
Professor and Associate Dean
College of Arts and Sciences
University of Tennessee
Knoxville, TN 37996-1320
phone: 865-974-4868

fax: 865-974-4352
College webpage: <>


Research Colleagues,

    Please make note of the announcement below that the Office of
Research is implementing a firm internal deadline for submission of
proposals for review and approval.  Treat this just like a funding
agency deadline - if it is late, it is rejected.  We need this policy to
help ensure that every proposal meets all the requirements of UT and the
funding agency to improve the opportunity for success (we have an
extensive checklist - copy attached).  A proposal that has required
elements missing, incorrect or incomplete is less likely to get an
award.  Also it is unfair to researchers who turn their proposal in on
time and want to get a thorough review to get bumped into last-minute
review because other researchers waited until the last minute to
submit.  This becomes a perpetual cycle of last minute reviews even for
those who submit on time.  This is not good practice and does not
enhance quality improvements.  So put the following deadlines into your
proposal preparation schedule.   Thank you.


Gregory D. Reed, Ph.D., P.E.

Associate Vice Chancellor for Research

1534 White Avenue

University of Tennessee

Knoxville, TN  37996-1529

Phone:  865-974-3466

FAX:     865-974-7400

Cell:     865-567-3377

**EFFECTIVE NOVEMBER 1, 2007**, electronic proposals must be received by
the Office of Research five (5) business days before the proposal
deadline date. This includes the proposal itself, the fully signed
Document Review/Approval Sheet, any cost sharing request if applicable,
supporting documentation from proposed subcontractors, and a copy of the
solicitation. NOTE: If submitting an unsolicited proposal to the
National Institutes of Health, please furnish only the URL for the
solicitation. All parts of the proposal except the proposal narrative
must be in final form at that time. A PI can continue to refine the
draft proposal narrative, but it must be received in final form by the
Office of Research two (2) full business days before the proposal
deadline date. If the proposal is to be submitted via, please
e-mail your application package to
<> .

The reason we must receive the proposal within these time frames is
three-fold: (1) certain federal sponsors that use for
electronic proposal submission have instituted a maximum 48 hours window
for us to correct and resubmit any proposal that has errors, (2) if we
are a subcontractor to another entity, e.g. another university, we must
upload and transmit our application both to and to the other
entity, so the other entity will have time to meet the 48 hours window,
(3) as more and more federal agencies move to electronic submission
through, it has become evident that more time is required to
adequately review and ensure timely submission. Each application can
have not only different required forms, but each agency may require
different layout and presentation of materials that can cause rejection
after submission.

 Proposals submitted to agencies by paper rather than electronically
must be received by the Office of Research three (3) business days
before the proposal deadline.


Soren P. Sorensen   Department of Physics
Professor and Head  University of Tennessee
(865) 974-7805      Knoxville, TN 37996-1200