Dear colleagues,
I am writing to share an update to the Office of Research and Sponsored Program’s proposal submission policy, which is being administered with flexibility until January 31, 2026, when it will take full effect.
What are the notable changes to the policy?
The previous policy required that all sections of a proposal be submitted to ORSP at least five (5) business days before the sponsor deadline. The new policy allows the technical components (including summary/abstract, goals/aims of research and other technical information in narrative form, and references/bibliography) to be submitted by 8am two (2) business days before the sponsor deadline.
Additionally, the updated policy provides a process by which a PI can gain formal approval for an exception to the internal five (5) day submission deadline.
What is unchanged in the policy?
Solicitation/Application details should be sent to ORSP as soon as available and/or at least 10 business days in advance of the sponsor deadline. The administrative components of the policy remain due at 8am five (5) days before the sponsor deadline.
Why was the policy updated?
As the complexity of proposal components and their review has increased, the university recognizes the effort required by both our researchers and research administration staff necessary to submit proposals on time to our sponsors. Internal deadlines aid in helping everyone involved do their jobs successfully, including ensuring research integrity, compliance with complex sponsor rules, and more.
What was the review process for this policy update?
Per Lehigh’s University Policy Structure, these updates are considered minor, not requiring formal review. The five college deans and the Provost were consulted and their feedback was integrated, including inclusion of an exception request process.
How is it going so far? Whom do I contact with questions?
ORSP has been administering this policy in the past few weeks to positive feedback. Several exception requests have been processed and approved.
Please contact your Contract and Grant Specialist with any questions about how this policy may affect an upcoming proposal.
Thank you for your ongoing collaboration in our research success.
Cynthia J. Kane
Associate Vice Provost for Research and Sponsored Programs