Submission Process

Submit Application

Please ensure that you are familiar with the OSP Proposal Submission Requirements. For information regarding application submissions via sponsor portals such as Grants.gov Workspace and NIH ASSIST, please see the Grants.gov, Research.gov, and NIH Submission Guidance.

Applications should meet the following:

  • Submit required documents (signed UAB Extramural Support Checklist and Responsible Personnel List) to This email address is being protected from spambots. You need JavaScript enabled to view it..
  • Please see the OSP Proposal Submission Requirements webpage for an overview of documents reviewed after submission to OSP. You may also reference the Required Documents Search Tool. Empty/shell applications and filler attachments are not acceptable.
  • NIH ASSIST, NSF Fastlane/Research.gov and Grants.gov Workspace applications should not be submitted to the OSP Dropbox. The OSP Dropbox is obsolete and no longer supported. Instead, the application identifier from the relevant sponsor application portal (e.g. ASSIST #) must be included in the submission e-mail to This email address is being protected from spambots. You need JavaScript enabled to view it. or at the top of the UAB Extramural Support Checklist.

All funding applications should be submitted to OSP electronically at This email address is being protected from spambots. You need JavaScript enabled to view it..  Electronic submissions should have original signatures of the PI and Chair on the UAB Extramural Support Checklist.

The PI and Support Staff Contact will receive an email notification documenting the incomplete submission, and identifying the specific missing documents. Note an incomplete submission:

  • does not get the submission into a queue;
  • will not be routed to an OSP Officer or Specialist until all required documents are received. The OSP Proposal Submission Requirements timeline requires a complete final proposal at least 5 business days in advance of the sponsor's deadline.

All required documents should be submitted to This email address is being protected from spambots. You need JavaScript enabled to view it. as expeditiously as possible to ensure a timely routing of the submission for review. This should include both the missing documents and the documents submitted previously as a complete submission package.

Should you have any questions, please contact your OSP Officer by email, This email address is being protected from spambots. You need JavaScript enabled to view it..

Helpful Links / Additional Resources

Potential Grants.gov Workspace agencies are listed here (grants.gov).

OSP training opportunities may be found on the OSP Training webpage.

  • Show/Hide Tool

    Find Required Documents

    Criteria Options
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    Version: 2022.05.09.001

    Invalid selection criteria. Please select different Find criteria and try again. All three Find criteria are mandatory.

    Required Documents

    • UAB Extramural Support Checklist - Sponsor information required.
    • Responsible Personnel List (RPL)
    • Agreement (editable Word version)
    • Budget (draft or final)
    • Protocol / HSP
    • Informed Consent (draft or final)
    • If Applicable:
      • Approval Letter from CRU - Clinical Research Unit
      • Investigator Agreement
      • Letter of Indemnification
    • Device Trials Only:
      • Hospital Letter of Agreement

    Amendment adding time; other request.

    Amendment adding funds.

    Note: If the contract has no end date, please reset the form and choose the No Cost Extension.

    • UAB Expedited Checklist (email to This email address is being protected from spambots. You need JavaScript enabled to view it. if contract does not have an end date)

    Note: If the contract has an end date, please reset the form and select Amendment/Modification.

    • UAB Extramural Support Checklist - Sponsor information required.
    • Responsible Personnel List (RPL)
    • Agreement (editable Word version)
    • Protocol / HSP
    • Informed Consent (draft or final)
    • If Applicable:
      • Budget (draft or final)
      • Approval Letter from CRU - Clinical Research Unit
      • Investigator Agreement
      • Letter of Indemnification
    • Device Trials Only:
      • Hospital Letter of Agreement

    Amendment adding time; other request.

    Amendment adding funds.

    Amendment adding time; other request.

    Amendment adding funds.

    Further Reading:

    Further Reading:

    Further Reading:

    Further Reading:

    Further Reading:

    Note: If an amendment to the master is received by the department, submit to OSP with an Expedited Checklist.

    Further Reading:

    Agreement:

    Proposal:

    Further Reading:

    Amendment adding time; other request.

    Amendment adding funds.

    • UAB Extramural Support Checklist (must be completed and signed)
    • Responsible Personnel List (RPL)
    • Completed Application via the sponsor application portal (e.g., NIH ASSIST, NSF FastLane, Grants.gov Workspace)
    • Sponsor Portal Application Identifier (e.g., ASSIST number or Workspace number provided on the checklist)
    • RFA or PA# (provided on the checklist)
    • Letter/Statement of Intent from each Outgoing Subrecipient
    • Third Party Agreement Determination Form - If there are subawards, OSP requires one completed form per subrecipient.
    • UAB Extramural Support Checklist (must be completed and signed)
    • Responsible Personnel List (RPL)
    • Completed Application via the sponsor application portal (e.g., NIH ASSIST, NSF FastLane, Grants.gov Workspace)
    • Sponsor Portal Application Identifier (e.g., ASSIST number or Workspace number provided on the checklist)
    • RFA or PA# (provided on the checklist)
    • Letter/Statement of Intent from each Outgoing Subrecipient
    • Third Party Agreement Determination Form - If there are subawards, OSP requires one completed form per subrecipient.

    Amendment does not add time and/or money.

    Amendment adds time and/or money.

    • UAB Expedited Checklist
    • Letter of Request
      • NIH Grants - addressed to OSP Officer, signed by PI and Department Chair
      • Other Federal Grants - addressed to sponsor, forwarded to OSP for review and submission to sponsor
    • UAB Expedited Checklist
    • Letter of Request
      • NIH Grants - addressed to GMS, co-signed by Department Chair
      • Other Federal Grants - addressed to sponsor, forwarded to OSP for review and submission to sponsor
    • Detailed Budget

    NOTE: If UAB equipment will be transferring with the PI, click here to view the Financial Affairs guidance regarding processes and requirements for the transfer of UAB equipment.

    • UAB Extramural Support Checklist (must be completed and signed)
    • Responsible Personnel List (RPL)
    • Completed Application via the sponsor application portal (e.g., NIH ASSIST, NSF FastLane, Grants.gov Workspace)
    • Sponsor Portal Application Identifier (e.g., ASSIST number or Workspace number provided on the checklist)
    • RFA or PA# (provided on the checklist)
    • Relinquishment Statement from the previous institution.
    • Letter/Statement of Intent from each Outgoing Subrecipient
    • Third Party Agreement Determination Form - If there are subawards, OSP requires one completed form per subrecipient.
    • UAB Extramural Support Checklist (must be completed and signed)
    • Responsible Personnel List (RPL)
    • Completed Application via the sponsor application portal (e.g., NIH ASSIST, NSF FastLane, Grants.gov Workspace)
    • Sponsor Portal Application Identifier (e.g., ASSIST number or Workspace number provided on the checklist)
    • RFA or PA# (provided on the checklist)
    • Letter/Statement of Intent from each Outgoing Subrecipient
    • Third Party Agreement Determination Form - If there are subawards, OSP requires one completed form per subrecipient.

    NOTE: UAB is a member of the FDP subrecipient monitoring cohort and is exempt from providing risk assessment forms to other FDP institutions. For details, please visit: FDP Expanded Clearinghouse

    When UAB is the prime recipient of a federally funded grant or contract, it may allocate a portion of the scope of work for the project to another organization (subrecipient). UAB will generate an outgoing federal subaward to the subrecipient organization detailing terms and conditions of the award including funding obligations and scope of work requirements.

    For a more detailed explanation of the process and requirements regarding Outgoing Federal Subawards, please see our dedicated guidance webpage.

    Proposal Stage (This email address is being protected from spambots. You need JavaScript enabled to view it.)

    Award Stage (This email address is being protected from spambots. You need JavaScript enabled to view it.)

    • UAB Extramural Support Checklist
    • Responsible Personnel List (RPL)
    • Business Proposal
    • Technical Proposal (draft)
    • Cover Pages (if applicable)
    • Copy This email address is being protected from spambots. You need JavaScript enabled to view it. on any "Intent to Apply" and/or white paper.
    • Third Party Agreement Determination Form - If there are subawards, OSP requires one completed form per subrecipient.

    Amendment does not add time and/or money.

    Amendment adds time and/or money.

    Further Reading:

    Further Reading:

    Further Reading:

    Further Reading:

    Does this Amendment/Modification add time and/or money?

    • Termination Letter

    NOTE: If UAB equipment will be transferring with the PI, click here to view the Financial Affairs guidance regarding processes and requirements for the transfer of UAB equipment.

    • UAB Expedited Checklist
    • If applicable as this is sponsor-specific:
      • Final Technical/Scientific Report
      • Final Financial Report
      • Final Invention Statement

    Amendment does not add time and/or money.

    Amendment adds time and/or money.

    • UAB Extramural Support Checklist
    • Letter of Transfer - from PI to sponsor requesting permission to transfer award.
    • Letter of Acceptance - from new institution (if already provided).
    • Contact Information for the new institution.

    NOTE: If UAB equipment will be transferring with the PI, click here to view the Financial Affairs guidance regarding processes and requirements for the transfer of UAB equipment.

    Further Reading:

    Further Reading:

    Further Reading:

    Further Reading:

    Amendment does not add time and/or money.

    Amendment adds time and/or money.

    Amendment does not add time and/or money.

    Amendment adds time and/or money.

    • UAB Expedited Checklist
    • If applicable as this is sponsor-specific:
      • Final Technical/Scientific Report
      • Final Financial Report
      • Final Invention Statement

    Amendment does not add time and/or money.

    Amendment adds time and/or money.

    Further Reading:

    Further Reading:

    For more information regarding submitting to OSP, please review our Federal and Industry submission pages.

  • Proposal Due Date & Time Calculator

    This tool calculates the due date and time to OSP for both the complete final and "ready to submit" proposal based on a given sponsor deadline date and time. The tool also provides the date when the Officer Review Summary will be returned to the PI. The output automatically updates when any of the input fields are changed. Note that all times used and displayed here are US Central Time.

    Version: 2022.01.07.001 
    (Compatibility) Browser Compatibility:
    This tool does not support Internet Explorer (IE) 8 or earlier. If you are using IE 9+ or Safari, you may have to manually type your date into the date field above using the standard format "YYYY-MM-DD". Lastly, you may have to "Allow blocked content" for IE to run the JavaScript in this tool.

    Sponsor Deadline:

    MM/DD/YYYY
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    Time Zone (?)
    Your Time Zone: (?)

    Holidays/Weekends/NIH Office Closures:
    Please see the NIH Policy regarding due dates on Holidays/Weekends/NIH Office Closures. If the NIH due date falls on one of these days, be sure to modify the Sponsor Deadline in this calculator accordingly.

    Complete Final Proposal

    due by or before:

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    Officer Review Summary

    to PI by or before:

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    "Ready to Submit" Proposal

    due by or before:

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    Search or browse for a unit / department to see assigned OSP officers and specialists.




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    Area Officer
    RPPR RoutingApplicable to Federal Grants.
    Specialist Award Analyst
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