The routing procedure must be completed before a proposal may be submitted. The ORSP recommends that PI’s deliver proposals to their ORSP contact two weeks prior to the receipt deadline. However, the minimum time necessary to route an application is five working days prior to the deadline. The following outlines each step in the process.
Step One (to be completed by the PI)
The PI should meet with his/her Department Chair and Dean during the preliminary stages of proposal development. These meetings should provide some indication of a department's and Loyola’s ability and willingness to meet the programmatic and financial requirements of the proposed project.
Step Two (to be completed by the PI)
When the application nears submission, the PI completes and signs the routing form. Any Loyola collaborators must sign as well. All PI’s and Co-PIs also must complete Conflict of Interest forms. When outside collaborators are involved, an institutional letter of commitment, statement of work, and budget typically will be required no later than five days prior to the proposal deadline. The ORSP can help to facilitate obtaining the required documents.
The collaborators deliver the proposal materials and the routing form to the Chair(s) who must sign for any listed Loyola collaborator. For administrators, the supervisor signs in place of the chair. If the Chair is a PI/Co-PI, then he/she should sign the routing form as both PI and Chair. The Chair’s signature confirms awareness of and support for any institutional commitments made in the proposal (i.e. provide leave time, facilities, etc.).
The PI delivers the proposal to the ORSP along with the routing form, the Conflict of Interest forms and any other forms requiring institutional signatures. The signed routing form and proposal must be delivered to the ORSP no later than five working days prior to the deadline. This provides sufficient time for the ORSP to obtain the required signatures. The ORSP cannot guarantee submission of proposals that they receive late, however, it will work with the PI to try to ensure that the proposal is received by the funding agency deadline.
Note: The NSF has published evidence of a higher success rate for proposals that are submitted several days prior to the deadline. Grants.gov does not consider a proposal submitted until it has been validated, which may take several days. Therefore, grants.gov suggests that proposals be submitted three days prior to the stated deadline
Step Three (to be completed by the ORSP)
The ORSP reviews the proposal to assure that it adheres to sponsor and institutional requirements, making any adjustments that may be needed in consultation with the PI.
Step Four (to be completed by the ORSP)
The ORSP completes the routing process, obtaining the required signatures on the routing form. The requirements for faculty proposals are as follows:
The Vice President for Academic Affairs must sign the routing form for proposals that include:
more than one course release per year for any faculty member
matching funds (other than faculty in-kind effort)
- extensive institutional resources (e.g. space needs, new hiring) or
- a commitment to develop a new minor, major or other program that requires institutional vetting through the governance process adding another 4- 6 months to the process.
The Director of the ORSP may sign:
- Resubmissions of proposals that have previously been routed that do not require institutional commitments, and
- Renewals that do not require institutional commitments.
The Dean will serve as the final signature for all other proposals including fellowships that confer eligibility for a Tenure-track Research Leave.
For proposals submitted by Administrators routing through the Vice President overseeing the unit(s) is required.
In the absence of the appropriate Vice President, an Associate Vice President may sign. Likewise in the absence of a Dean, an Associate Dean may sign. Completion of the routing process confers authorization to submit by the ORSP. Routing forms are not included as part of the grant application. In an emergency, the Director of the ORSP is authorized to submit a proposal that has not completed the entire review process. The proposal would then be routed after-the-fact up through the Vice President. If the proposal is deemed problematic, the ORSP would withdraw it. The chart below summarizes the final signature needed for different types of proposals.