{"id":2834,"date":"2016-12-19T11:39:35","date_gmt":"2016-12-19T19:39:35","guid":{"rendered":"https:\/\/www.washington.edu\/research\/?page_id=2834"},"modified":"2026-02-11T15:23:10","modified_gmt":"2026-02-11T23:23:10","slug":"post-submission","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/myresearch-lifecycle\/plan-and-propose\/submit-proposal\/post-submission\/","title":{"rendered":"Post Submission"},"content":{"rendered":"<h2>Contents<\/h2>\n<div class=\"table-of-contents\">\n<ul class=\"list-unstyled\">\n<li><a href=\"#adv\">Advance Spending on Awards<\/a><\/li>\n<li><a href=\"#change-pi-after-proposal-before-award\">Requesting a Change of PI after Proposal up to Time of Award<\/a><\/li>\n<li><a href=\"#req-train\">Required Training<\/a><\/li>\n<li><a href=\"#preaward-requests\">Pre-award Requests to Sponsors<\/a><\/li>\n<li><a href=\"#supp\">Supplemental Proposal Materials<\/a><\/li>\n<li><a href=\"#jit\">Just-in-Time<\/a><\/li>\n<li><a href=\"#subs-in\">Incoming Subawards<\/a><\/li>\n<\/ul>\n<\/div>\n<p>Policies, procedures and time frames vary regarding post submission materials and requirements that must be met before an award can be issued or accepted. Check sponsor guidelines for information specific to your proposal. Some University policies and procedures regarding activity after proposal submission but before an award is made are below.<\/p>\n<h2><a name=\"adv\"><\/a>Advance Spending on Awards<\/h2>\n<p><span style=\"font-weight: 400;\">In many cases an Advance can be set up before an award is finalized.\u00a0<\/span><\/p>\n<blockquote>\n<div class=\"errText\">Review federal and federal flow-through <a href=\"https:\/\/www.washington.edu\/research\/or\/guidance-on-new-admin-policy\/#advance-spend\">advanced spend limitations on the Guidance on Federal Research Administration Policy<\/a> webpage.<\/div>\n<\/blockquote>\n<h3>Review:<\/h3>\n<ul>\n<li><a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/advances\/advance-request-overview\/\" target=\"_blank\" rel=\"noopener\">SAGE: Advance Budget Overview<\/a><\/li>\n<li>UW Policy <a href=\"https:\/\/washington.edu\/research\/policies\/gim-9\">GIM 09- Advance Spending on Sponsored Awards<\/a><\/li>\n<li>Grant and Contract Accounting guidance on <a href=\"https:\/\/finance.uw.edu\/gca\/award-lifecycle\/award-setup\/advance-awards\">Advance Set Up &amp; Extension<\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><\/p>\n<div class=\"accordion \" id=\"new-theme-accordion\">\n<div class=\"screen-reader-text\">New Theme Accordion<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Why isn't my eGC1 eligible for an Advance (ADV)?<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<ul>\n<li>The sponsor has not granted pre-award spending authority (most contracts and non-federal awards) and the department has not provided an alternate worktag number to charge should the sponsor not reimburse costs incurred outside pre-award spending authority.<\/li>\n<li>The anticipated award is a federal contract of $100,000 or more or has a subaward with federal contract funding of $3,000 or more and personnel to be charged have not been verified in the E-verify system.<\/li>\n<li>Human subjects research expenditures will be charged, and IRB approval or Exempt Status determination has not been obtained.<\/li>\n<li>Animal use research expenditures will be charged, and IACUC approval has not been obtained.<\/li>\n<li>OSP already reviewed and approved the Award Setup Request and sent it to GCA for processing.<\/li>\n<li>SFI disclosure and review is not complete.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<h2><a name=\"change-pi-after-proposal-before-award\"><\/a>Requesting a Change of PI after Proposal up to Time of Award<\/h2>\n<ul>\n<li>Complete all <a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/request-a-change-of-pi\/#preliminary-steps-change-of-pi\">Preliminary Steps to Change PI.<\/a><\/li>\n<li>Submit a Non-competing Revision eGC1 in SAGE and include:\n<ul>\n<li>Request to Change PI to the sponsor<\/li>\n<li>Supporting documentation<\/li>\n<li>Update SAGE budget worksheets and or scope of work as needed<\/li>\n<li>The Change of PI form is not needed when change is prior to award set-up, that form is only required after an award has been made.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2><a name=\"req-train\"><\/a>Required Training<\/h2>\n<p><a href=\"http:\/\/www.washington.edu\/research\/required-training\/\" target=\"_blank\" rel=\"noopener noreferrer\">Required training<\/a> may need to be completed before the UW can accept an award.<\/p>\n<p>Examples: \u00a0<a href=\"https:\/\/grants.nih.gov\/grants\/guide\/notice-files\/NOT-OD-16-148.html\" target=\"_blank\" rel=\"noopener noreferrer\">Good Clinical Practice training<\/a>, Human Subject Protections, Responsible Conduct of Research (RCR), <a href=\"https:\/\/www.ehs.washington.edu\/research-lab\/animal-use-medical-screening-aums\" target=\"_blank\" rel=\"noopener noreferrer\">Animal Use Medical Screening (AUMS)<\/a>, Biosafety, EH&amp;S<\/p>\n<p><a href=\"https:\/\/myresearch.washington.edu\/training\/transcript\/\" target=\"_blank\" rel=\"noopener noreferrer\">MyResearch &#8211; Training Transcript<\/a> displays records of completed training for UW\u2019s research required training, as well as some NIH required training offered through CITI (such as Protection of Human Subject Research Participants).<br \/>\n<a class=\"uw-btn btn-sm\" href=\"https:\/\/myresearch.washington.edu\/training\/transcript\/\" target=\"_blank\" rel=\"noopener noreferrer\">MyResearch Training Transcript<\/a><\/p>\n<h2><a name=\"preaward-requests\"><\/a>Pre-award Requests to Sponsors<\/h2>\n<p>Email <a href=\"mailto:osp@uw.edu\">osp@uw.edu<\/a> your pre-award updates\/revision requests to sponsors, including NSF and NIH pre-award updates\/revisions. This includes items after a proposal is submitted and before an award arrives at the UW such as Just-in-Time requests.<\/p>\n<h2><a name=\"supp\"><\/a>Supplemental Proposal Materials<\/h2>\n<p>Some sponsors request additional information prior to proposal review (sometimes referred to as \u201cSupplemental Proposal Material\u201d). This information may include items such as updated publications. Pay close attention to requests for information regarding your proposal, including instructions for who must submit materials to the sponsor.<\/p>\n<p>When you need to submit material to a sponsor after a proposal has been submitted and before an award arrives, send to <a href=\"mailto:osp@uw.edu\">osp@uw.edu<\/a>, including your eGC1 number and PI name in the subject line.<\/p>\n<p>NIH typically indicates a deadline to receive the materials before the peer review meeting. Provide materials to OSP as early as possible, and no later than 24 hours ahead of the acceptance deadline, or OSP may be unable to meet the NIH deadline.<\/p>\n<div class=\"featured-content-wrapper\">\n<p class=\"featured-content-body\" style=\"padding-left: 30px;\"><a href=\"https:\/\/grants.nih.gov\/grants\/guide\/notice-files\/NOT-OD-19-083.html\" target=\"_blank\" rel=\"noopener noreferrer\">NIH\/AHRQ\/NIOSH Post-Submission Materials Policy<\/a><\/p>\n<\/div>\n<h2><a name=\"jit\"><\/a>Just-in-Time<\/h2>\n<p>Some sponsors request more information after the proposal has received a <a href=\"https:\/\/era.nih.gov\/applicants\/view-ss-scores.htm\" target=\"_blank\" rel=\"noopener noreferrer\">fundable score<\/a> or review of the proposal but before making an award (sometimes referred to as \u201cJust In Time\u201d information). Standard requests include <a href=\"http:\/\/f2.washington.edu\/fm\/maa\/fa\/historical-rate-agreements\" target=\"_blank\" rel=\"noopener noreferrer\">F&amp;A rate agreement letters<\/a>,\u00a0 <a href=\"https:\/\/grants.nih.gov\/grants\/forms\/othersupport.htm\" target=\"_blank\" rel=\"noopener noreferrer\">other support<\/a> information for key personnel, IRB or \u00a0IACUC approval dates, and certification of required training.<\/p>\n<p>Sponsor requests for this information are usually sent to both the authorized official (e.g., OSP) and the Principal Investigator. The PI prepares the documentation and provides it to OSP for review and submission to the sponsor.<\/p>\n<p>Email <a href=\"mailto:osp@uw.edu\">osp@uw.edu<\/a> your pre-award updates\/revision requests. This includes items after a proposal is submitted and before an award arrives at the UW such as Just-in-Time requests.<\/p>\n<h3><b>National Institutes of Health (NIH) Pre-award Requests<\/b><\/h3>\n<p>Unless the Grants Management Specialist requests that JIT materials be submitted to them directly via email by the authorized official, NIH requires applicants to submit all requested information in the <a href=\"https:\/\/era.nih.gov\/services_for_applicants\/application_tracking_and_award\/just_in_time.cfm\" target=\"_blank\" rel=\"noopener noreferrer\">eRA Commons JIT section<\/a>.<\/p>\n<p>Review UW guidance for <a href=\"https:\/\/www.washington.edu\/research\/compliance\/foreign-interests-in-sponsored-programs\/#nih-os\">NIH Other Support as it pertains to Foreign Interests<\/a>.<\/p>\n<h4><a name=\"gds\"><\/a>Institutional Certification for Genomic Data Sharing<\/h4>\n<p>The <a href=\"http:\/\/grants.nih.gov\/grants\/guide\/notice-files\/NOT-OD-14-124.html\" target=\"_blank\" rel=\"noopener noreferrer\">NIH Policy on Genomic Data Sharing<\/a> (GDS) applies to all NIH-funded research that generates large-scale human or non-human genomic data as well as the use of these data for subsequent research.<\/p>\n<p>Learn more about when this is required in the <a href=\"https:\/\/www.washington.edu\/research\/policies\/sop-request-for-genomic-data-sharing-certification-investigators-2\/\" target=\"_blank\" rel=\"noopener noreferrer\">Human Subjects Division SOP Request for Genomic Data Sharing Certification &#8211; Investigators<\/a>.<\/p>\n<p>Institutional Certification cannot be provided until HSD carries out its review!<\/p>\n<p>There are different times this certification might be required, at the just-in-time (JIT) stage or <a href=\"#gds-post-award\">post-award<\/a>.<\/p>\n<h4>JIT: Submit institutional certification:<\/h4>\n<ol>\n<li>6-8 weeks before the award start date, follow Human Subjects Division&#8217;s <a href=\"https:\/\/www.washington.edu\/research\/policies\/sop-request-for-genomic-data-sharing-certification-investigators-2\/\">Genomic Data Sharing Certification procedures<\/a> for requesting Institutional Certification.<\/li>\n<li>HSD sends its review summary to PI.<\/li>\n<li>PI signs the institutional certification and <a href=\"https:\/\/era.nih.gov\/erahelp\/commons\/default.htm#cshid=1001\" target=\"_blank\" rel=\"noopener noreferrer\">uploads with JIT materials<\/a>.<\/li>\n<li>Notify OSP via <a href=\"mailto:osp@uw.edu\">osp@uw.edu<\/a>. Include the eGC1 # in the subject line and indicate JIT Materials are waiting for submission.<\/li>\n<li>OSP reviews and submits JIT materials in eRA Commons to NIH.<\/li>\n<li>OSP&#8217;s submission of this documentation via eRA Commons to NIH signifies institutional certification.<\/li>\n<\/ol>\n<p>While HSD approval is pending, use the NIH <a href=\"https:\/\/grants.nih.gov\/policy-and-compliance\/policy-topics\/sharing-policies\/gds\/completing-institutional-certification-form\" target=\"_blank\" rel=\"noopener noreferrer\">Provisional Institutional Certification<\/a> and include with your JIT materials. OSP can then proceed with the review and submission of those materials, pending the final certification.<br \/>\n<a name=\"gds-post-award\"><\/a><\/p>\n<h4>Post-Award: Submit institutional certification:<\/h4>\n<ol>\n<li>Follow HSD <a href=\"https:\/\/www.washington.edu\/research\/policies\/sop-request-for-genomic-data-sharing-certification-investigators-2\/\">Genomic Data Sharing Certification procedures<\/a>.<\/li>\n<li>HSD sends its review summary to PI.<\/li>\n<li>The PI prepares and signs the appropriate institutional certification.<\/li>\n<li>Campus\/PI routes an <a href=\"https:\/\/www.washington.edu\/research\/myresearch-lifecycle\/manage\/award-changes\/\">Award Modification in SAGE<\/a> for the Award that generated the genomic data covered by the certification.\n<ol>\n<li>Attach the\u00a0 PI-signed certification and the IRB approval for the study listed on the certification in the <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/awards\/awards-supporting-attachments\/\" target=\"_blank\" rel=\"noopener\">Supporting Attachments<\/a> section.<\/li>\n<li>Include a <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/awards\/awards-comments-history\/\" target=\"_blank\" rel=\"noopener\">comment<\/a> indicating the MOD is a Genomic Data Sharing request.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<div class=\"featured-content-wrapper\">\n<h4 class=\"featured-content-body\" style=\"padding-left: 30px;\">Related Resources:<\/h4>\n<div class=\"featured-content-body\" style=\"padding-left: 30px;\">\n<p><a href=\"https:\/\/grants.nih.gov\/grants\/policy\/nihgps\/HTML5\/section_2\/2.5_completing_the_pre-award_process.htm#Just-in-\" target=\"_blank\" rel=\"noopener noreferrer\">NIH Policy Statement: Completing the Pre-Award Process<\/a><\/p>\n<p><a href=\"https:\/\/grants.nih.gov\/grants\/policy\/nihgps\/HTML5\/section_2\/2.5_completing_the_pre-award_process.htm#Just-in-\" target=\"_blank\" rel=\"noopener noreferrer\">NIH JIT Procedures<\/a><\/p>\n<p><a href=\"https:\/\/osp.od.nih.gov\/scientific-sharing\/institutional-certifications\/\" target=\"_blank\" rel=\"noopener noreferrer\">Provisional Institutional Certification<\/a><\/p>\n<p><a href=\"https:\/\/www.washington.edu\/research\/policies\/sop-request-for-genomic-data-sharing-certification-investigators-2\/\" target=\"_blank\" rel=\"noopener noreferrer\">HSD SOP Request for Genomic Data Sharing Certification &#8211; Investigators<\/a><\/p>\n<\/div>\n<\/div>\n<h2><a name=\"subs-in\"><\/a>Incoming Subawards<\/h2>\n<p>When the UW is a named subrecipient under another institution\u2019s (pass-through entity)\u00a0 proposal to a prime sponsor, \u00a0the pass-through entity may need additional information before issuing our incoming subaward, such as a project-specific certification form or the contact information for the subaward template.<\/p>\n<p>UW campus administrators typically complete these forms, using UW <a href=\"https:\/\/www.washington.edu\/research\/institutional-facts-and-rates\/\">institutional information<\/a> or information found on the UW&#8217;s <a href=\"http:\/\/sites.nationalacademies.org\/PGA\/fdp\/PGA_171219\" target=\"_blank\" rel=\"noopener noreferrer\">FDP Expanded Clearinghouse Profile<\/a> (scroll to UW profile).<\/p>\n<p>If an institutional signature is required, send it to <a href=\"mailto:osp@uw.edu\">osp@uw.edu<\/a>\u00a0for OSP signature.<\/p>\n<div class=\"featured-content-wrapper\">\n<h3 style=\"padding-left: 30px;\">Related Resources:<\/h3>\n<p style=\"padding-left: 30px;\"><a href=\"https:\/\/www.washington.edu\/research\/institutional-facts-and-rates\/\">Institutional Information<\/a><\/p>\n<p style=\"padding-left: 30px;\"><a href=\"http:\/\/sites.nationalacademies.org\/PGA\/fdp\/PGA_171219\" target=\"_blank\" rel=\"noopener noreferrer\">FDP Expanded Clearinghouse Profiles<\/a> (scroll to UW profile)<\/p>\n<p style=\"padding-left: 30px;\"><a href=\"https:\/\/thefdp.org\/demonstrations-resources\/subaward-templates-and-tools\/\" target=\"_blank\" rel=\"noopener\">Federal Demonstration Project (FDP) template Attachment 3B<\/a><\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Contents Advance Spending on Awards Requesting a Change of PI after Proposal up to Time of Award Required Training Pre-award Requests to Sponsors Supplemental Proposal Materials&#8230;<\/p>\n","protected":false},"author":13,"featured_media":0,"parent":260,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"templates\/page-builder-lifecycle.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-2834","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - 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