Process to Update the Proposal Status

Once the pre-award specialist marks the proposal as submitted, it enters the “Pending Sponsor Review” state until correspondence from the sponsor is received. The pre-award specialist who submitted the proposal remains assigned to the proposal and will be responsible for taking any required actions once the correspondence is received from the sponsor.

After this sponsor has reviewed the proposal and made a determination, the sponsor will communicate that determination either to the principal investigator or to sponsored programs. Below are the steps the specialist will do once informed of the sponsor’s determination, whether from the principal investigator or directly from the sponsor. The assigned specialist will receive an e-mail because the principal investigator notified this Sponsored Programs Office to update the proposal status in the grant system.

Types of Sponsor Correspondence

• Declined Notice -

  • Specialist Action: Update the proposal status to declined

• JIT request or other requests for updates prior to award -

  • Specialist Action - Initiate JIT change request process and attach the correspondence from the sponsor to the proposal

    • Using the “JIT Changes Required” activity will notify the project team that a request has been received and unlock the proposal for edits

  • Specialist Action - Use “Send Email” activity to ask the PI/admin contact which cost center the award should be set up with if an award is received and request the project team use “Log Comment” to record it on the proposal

• Award letter/notice -

  • Specialist Action - Handoff the Proposal to either Award Negotiation or AIM team depending on next action required.