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Instructions and links via the UW Fillable form: Safe & Inclusive Working Environment for Off-site Research

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5/13/2026-Information from this FAQ was sent to all active PIs and MRAM

Here are some proposal reminders and tips to help make your proposal submissions successful.

Draft Proposal Review – 7 day GIM 19 Deadline

Route draft proposals to OSP for initial review by seven business days before the sponsor deadline. Routing draft proposals for initial review can vastly improve the review process for everyone.

In particular, all draft proposal eGC1s for federal Contract and Other Transaction Agreements (OTA) should be in OSP for initial review no later than 7 business days before the sponsor deadline. See: Why should I route an eGC1 for Contracts & Other Transactions to OSP ASAP?

Route to OSP for initial review. OSP will review�����Ի���provide reviewer comments, as applicable.

These draft proposals should include complete business and administrative components of a proposal. Scientific/programmatic portions can be draft versions.

Ready to Submit by the 3 day GIM 19 Deadline

All proposals that are In OSP by the three business day GIM 19 deadline must be Ready to Submit. This should not be the first time OSP has seen the proposal. It is expected that OSP carried out an earlier review of the draft proposal.

Ready to Submit (RTS) means that the eGC1 has a complete proposal in final format, ready for submission to the sponsor.

RTS proposals must have or show that:

• Final documents attached in the order required by the sponsor
• All investigators completed their Significant Financial Interest Disclosures
• Proposals in sponsor systems need to be ready to submit, for example:
  • NIH multi-component applications such as PF5 involve two steps, first “All Components Final”, then “Ready for Submission”
  • AOR-signed documents uploaded in sponsor system
• Ready to Submit question on the eGC1 is marked “Yes”
• The eGC1 is “In OSP” status before 5 p.m. Pacific time
• The PI has given OSP access to the proposal in the sponsor system, if applicable

Research Security Training (RST) Requirements

All covered individuals must complete RST within 12 months prior to proposal submission and annually thereafter. OSP confirms training completion at proposal submission.

Research Security Training Verification

You can verify completion of Research Security Training in MyResearch Training Transcript (MRTT). Completion records in MRTT are linked for each individual listed on the PI, Personnel and Organizations page of the eGC1.

You can also check the completion record for researchers in the unit regularly, in the (UW Net ID Required).

The Office of Sponsored Programs will verify that individuals named in federal proposals have completed training in alignment with sponsor policies.

Tips

Many federal sponsors require applicants to use the .

Most sponsors, like NSF, USDA, DoE,  & NIH, to prepare these forms. Using ORCID connected to will help keep biographical sketches and current and pending (other) support forms up to date.

Use project management tools and incorporate steps into the process to help ensure:

• Investigators are available and have access in UW systems, such as the Financial Interest Disclosure System (FIDS)
• Sponsor system accesses/permissions are obtained
• Common Forms are up to date and complete
• As applicable, confirm:
  • Limited Submission approval is sought and documented, if applicable
  • Subrecipient materials are received timely to incorporate into UW’s overall proposal

Refer to the Institutional Facts & Rates page for authorized official contact information that must be listed on proposal cover pages.

Understand who is reviewing what on the eGC1, as it routes. OSP uses GIM 1 criteria for review once it arrives in OSP.

Run any sponsor system validations or error checking for the draft proposal. This will help “clean up” formatting and other requirements that sponsor systems are designed to catch.

All proposals to external entities need to undergo institutional review, which takes time. Do not route a proposal to OSP for the first time on the 3 day GIM 19 deadline.

Format Reminders

Incorrect formatting can prevent proposal submission to Grants.gov and other sponsor systems. Carefully review sponsor format guidance. Avoid using hyperlinks and flatten PDF files to remove incompatible file formatting, except for SciENcv documents that require specific formatting for validation.

More from Grants.gov: 

More from NIH:

More from NSF:

UW Resources

• Proposal Prep Quick Guide
• Is my eGC1 Ready?
• What is Ready to Submit?
• Route Contracts & Other Transaction (OTA) eGC1s s to OSP ASAP
• Should I route an eGC1 marked NO to the Ready to Submit question?
• What does a campus & PI approved eGC1 mean to OSP?
• : Provides guidance for Initial setup: NCBI, ORCID and eRA Commons, Creating an NIH Biosketch with SciENcv and the Updated NIH Biosketch fields.

• 5/07/2026- page reviewed & updated

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The University limits who is responsible for certain types of agreements and who has the authority to sign them.

All agreements, whether handled and signed by the Office of Sponsored Programs (OSP), other central offices, or executed by the Dean’s office or their delegate, will include terms and conditions.

OSP:

The Office of Sponsored Programs is the ONLY office delegated to enter into agreements for sponsored awards and related agreements.

Department:

The authority to sign contracts for the provision of Goods & Services is given to the Deans via the University Policy on Sales of Goods and Services, .

Agreements for the provision of goods or services are between the unit providing the goods and services and the customer, which in some cases, is the Federal government. All School/College and specific departmental policies governing signature authority must be followed. Consult with your department administrator or Dean’s office.

Resources:

• Sponsored Program or Service?
• Service Activity: Who do I Contact? 

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Not finding the sponsor you are looking for?

We recommend you try your search again using single words, abbreviations, or alternate spellings. A partial search term such as “American” or “Americ” will return all sponsors whose names contain that term. You can also search on common acronyms, such as “NIH.”

If you cannot find the sponsor you are looking for, please follow the Sponsor Request Instructions below:

Sponsor Request Instructions

• 1. Select “Request Sponsor.”
  2. Navigate to the Sponsor Request form in a separate browser tab.
  3. Fill in the form, and then select “Submit.”
  4. Leave the Sponsor blank until the new sponsor is added in order to route your eGC1.

You will receive an email confirming the new sponsor is now available. Return to your eGC1, search again for that sponsor and select it.

The Request Sponsor button displays below the instructions.

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• UW Faculty can’t serve as the PI of the SBIR or STTR grant and PI of the UW portion of the research at the same time.
• Investigators involved on the project must disclose any potential significant financial interest via FIDS.

Review more information on proposals with Industry Sponsors.

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