Texas Tech University

Proposal Submissions & Deadlines

Instructions for Submitting Proposals for Extramural Funding to ORS

Proposals for extramural support for research, training, or other activities to be conducted by Texas Tech faculty, staff and students are required to be submitted through the TTU Office of Research Services (ORS).

Pre-Proposals

For all Proposals Submitted through ORS

A signed, completed Internal Routing sheet must accompany all proposals submitted to ORS. An approved submission must be received in ORS at least 5 business days prior to the sponsor deadline indicated on the Internal Routing sheet, for submission to the sponsor via the method indicated in the “Copy/Mailing Instructions” section of the Internal Routing Sheet. A proposal received by ORS after this date will be considered a “Late Submission” (see below).

A complete submission will include the complete proposal (including all documents required by the sponsor; typically, a cover letter, abstract (or project summary), project narrative, budget, budget justification, biographical sketches of key personnel, current and pending support, facilities and equipment, etc.) and the Internal Routing sheet with all required information and approvals. In addition, a complete submission will include applicable supporting documents (e.g., letter of commitment, compliance certifications, etc.)

Advance Notification to ORS

Principal Investigators (PIs) are asked to notify their ORS Pre- award Analyst as early as possible of the intent to submit a proposal. This will aid in our efforts to provide continued services in accommodating expected increases in proposal volume.

  • 2 weeks notice - Typical proposal
  • 3-4 weeks notice - Proposal with Subcontracts or cost share

Cayuse SP

All proposals for sponsored projects funding must be routed for approvals via Cayuse SP, Texas Tech University's internal, electronic routing and approval system.  This should be done prior to submission of the proposal to the sponsor and is the responsibility of the PI.  Cayuse SP can be found at https://ttu.cayuse424.com/

Deadlines

In order for ORS to complete a full and comprehensive review prior to submission, proposals are required to meet the following deadlines:

  • 5 Days Prior to Sponsor Deadline:
    • Budgets should be reviewed and finalized by ORS
    • Cayuse SP routing should be complete and all certifications and authorizations should be present
  • 3 Days Prior to Sponsor Deadline:
    • All Proposals should be ready for a full and complete review and should include: 
      • All documents required for submission such as cover letter, abstract (or project summary), project narrative, budget, budget justification, biographical sketches of key personnel, current and pending support, facilities and equipment, letters of support, etc.)
      • In addition, a complete submission will include applicable supporting documents (e.g., cost share documentation, subcontract documentation, compliance certifications, etc.)

PROPOSALS SUBMITTED AFTER THE REQURED DEADLINE ARE NOT GUARANTEED TO RECEIVE A FULL REVIEW.

Electronic Proposal Submission(s)

Most proposals today are submitted electronically via various sponsor's online systems.  ORS has institutional sign-ons to many different systems including:

For registration (NSF, NSPIRES, or NIH) and questions on electronic proposal submissions, please contact ORS at 742-3884 or by e-mail at ORS@ttu.edu.

Submitting Proposals by Mail

With the required 3-day notice, ORS will make the required number of copies (black and white only) and ship via Fedex two-day delivery to the sponsor at ORS expense. If color copies are required, the appropriate number should be provided to ORS.

Late proposals (any proposal received less than three business days before the deadline), will be reviewed, as time allows, however the PI will be responsible for copying and shipping their own proposal. 

With time allowing, ORS will prepare overnight shipping labels, but will require a FOP to charge the expense.  If there is not enough time for mail services to pick up the shipment, the PI will be responsible for the ensuring the shipment is received by the carrier for processing.

 

Limited Submission Proposals

Federal, State and private funding agencies may limit the number of proposals and/or applications submitted by an organization in response to a given funding opportunity. As needed, the Office of the Vice President for Research (OVPR) will initiate an internal limited submission process in order to comply with this guidance. As with all proposals for sponsored projects, proposals for limited submission programs are not authorized to leave the university without review and approval of the ORS. Find Limited Submissions at http://www.depts.ttu.edu/vpr/award-ops/limited-submissions.php.

Late Submissions

Proposals are reviewed in the order they are received in.  A proposal submitted to ORS after the applicable date (3-5 business days before the sponsor deadline); will be considered a late submission. ORS will make every effort to process late submissions, but there may not be time for an adequate review. If an award is made based on a late submission of a proposal signed by the college, school, department, and/or campus leadership, that unit will be responsible to cover costs incurred by TTU as a result of proposal errors. Such costs might include cost sharing commitments, or unallowable commitments of TTU resources.

Office of Research Services