Office of Sponsored Programs

Policy on Proposal Resubmission

Purpose: The purpose of this document is to outline the policy governing the resubmission of proposals for external funding.

Background: The strategic plan of the University calls for an increase in the number and quality of proposal submissions to external funding organizations in order to increase the number of awards. To accomplish this objective, the University's Office of Research Administration and Development (RAD), which includes the Office of Sponsored Programs (OSP), will provide the necessary support to faculty and staff who intend to resubmit a previously declined proposal. RAD will also assist applicants in the analysis of reviewers' comments to ensure the revised proposal addresses their concerns. When necessary, RAD will send the proposal to external reviewers with expertise in the proposal's subject. RAD may require an applicant to participate in a RAD grant-writing workshop or receive other appropriate, more targeted assistance as a condition for submitting a proposal, new or revised.

Policy: A resubmission is the same or similar proposal as one submitted to a funding agency in a previous cycle and declined. Indicators of a resubmission include a proposal that has broadly the same or slightly modified proposal title, proposal summary, background section, overall aim and high-level objectives, research questions and hypotheses, research plan, resources required to carry out the reseach, and staffing. Any proposal that meets one or more of these criterions is a resubmission.

A proposal is not a resubmission if there are major changes to all sections of the proposal or if it is a different/new project.

An applicant who is unsuccessful in a competition may submit the same or similar proposal three times (the original plus two resubmissions). The number of submissions of the same or similar proposal is determined by the funding agency and the application deadline cycles.

The University will not permit the resubmission of the same or similar proposal for the fourth time.

Applicant who intend to resubmit previously declined proposals must meet the following requirements:

1. File an Intent-to-Propse (ITP) 90 days before the due date of the proposal to the funding agency.

2. Provide RAD and OSP a copy of the reviewers' comments and the original proposal submission.

3. Meet with RAD and OSP staff to review the original submission and reviewers' comments before revising the proposal.

4. Provide RAD and OSP with a copy of the revised narrative at least 60 days before the due date. RAD will conduct both internal and, if necessary, external reviews expeditiously to provide applicants ample time to incorporate the comments in the final proposal.

5. All other deadlines defined in the University of Southern Maine Proposal Submission Policy apply.

RAD will return to the applicant a revised proposal that does not incorporate comments from internal and external reviewers.

The University will not authorize the resubmission of a proposal that fails to meet these requirements.

Applicants who do not adhere to this policy will not be eligible to submit future proposals, new or revised.

Note: This policy does not apply to the Muskie School of Public Service due to the School's extensive peer review system.