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Research Administration

Pre-Award Process Overview

All proposals submitted to federal, state or city agencies and some foundations must be reviewed and approved by an authorized institutional official. The Director of the Office of Research Administration, is the institutional official to sign on behalf of the City College of New York. Faculty planning on submitting a proposal are encouraged to begin the process at least 14 days prior to the proposal submission deadline. The Office of Research Administration (ORA) requests that you make an appointment and visit us at the beginning of the proposal process to assist you with managing the electronic submission process. Additional appointments should be made to discuss and review guidelines, prepare sponsor and college budgets and discuss sponsor requirements.

In order to manage this process efficiently, ORA requests that faculty schedule an appointment at least five (5) working days prior to the proposal submission deadline to prepare the proposal budget.

Three (3) working days prior to the deadline all the proposal text and, all other submission materials must be uploaded to enable the Authorized Institutional Official to review the proposal for compliance prior to submission.

It is the faculty member’s responsibility to ensure that all final and approved materials are uploaded and thereafter to inform the ORA that the proposal is cleared for ORA submission (“pushing the button”) at least 3 hours prior the submission deadline. (If the deadline occurs after working hours (for example 11:59 PM) the clearance for ORA submission must be given before the close of business (5:00 PM) unless special arrangements are made. All submissions approved for ORA submission less than three (3) hours before the deadline or after the 5:00 PM can not be guaranteed by the ORA.)

The City College of New York requires internal approval prior to proposal submission (transmittal sheets). Transmittal sheets must be completed and signed by the Principal Investigator (PI), the Chair and Dean of the respective department and the Associate Provost for Research. If the proposal includes the use of Human Subjects (protocol guidelines are available on their website) or Animals, other signatures and approvals may be required.