University of Iowa

Letter from Interim Vice President for Research John Keller to Deans, Directors and DEOs

TO:          Deans, Directors, and Departmental Executive Officers
FROM:    John Keller, Interim Vice President for Research
RE:          Sponsored Programs Staffing & Proposal Routing
DATE:     January 22, 2019

Dear Colleagues:

I’m writing to let you know that because of the confluence of circumstances the Division of Sponsored Programs is currently working with a smaller, less experienced staff than usual. We are working to address this situation, but in the meantime we ask for your patience and support. Specifically, we ask you to strongly encourage your faculty to submit complete proposals and the UI routing from to DSP at least 5 business days in advance of the sponsor deadline and allow extra time for the review and negotiation of agreements.

Extra care should be taken to complete routing forms correctly, identify pertinent sponsor deadlines, attach all appropriate documents, and check budgets for accuracy.

The 5-business day policy has been in place for a while, but it’s being met less and less frequently (only about a quarter of all proposals are now meeting the threshold). Meanwhile, the number of proposals arriving the day the proposal is due has been creeping up and now constitutes 15 percent of all submissions.

DSP needs sufficient time to provide a thorough review of proposals, to contact you regarding necessary corrections, and to troubleshoot electronic submission systems. This is acutely true now. 

Going forward, proposals arriving in DSP after the internal deadline may not receive an appropriate budget or compliance reviews, increasing the risk that they are not submitted on time or considered responsive to sponsor guidelines.

We appreciate your support at this time. Remember that we are here to help you, so please address any comments or concerns to Wendy Beaver at wendy-beaver@uiowa.edu or 319-335-2123 or to me directly.