RSO Application Stage Minimum Processing Timelines

The Research Services Office has established minimum processing times, referred to as internal deadlines, for all research applications and funding opportunities. These timelines apply to every submission, whether or not a Research Alert has been issued. Full details are provided in the attached document “Application Stage Minimum Processing Times: Research Services Office.”

Allowing the required minimum processing time supports planning and preparedness and contributes to the development of high-quality applications and proposals. These timelines also give departments and colleges the opportunity to carry out internal review or mentorship processes at their discretion. Providing sufficient lead time ensures that the Research Services Office can complete its review, confirm eligibility and compliance, assess budgets and supporting documentation, and secure all required University approvals and signatures before external deadlines. 

For operating grants and standard applications, the minimum processing time is one week or five business days before the external deadline. This review includes checks for completeness, eligibility, compliance with sponsor and University policies, budget and justification review, and confirmation of institutional requirements and signatures. Some programs may also require an OR-5 form and a minimum five-day review period for letters of intent. When this applies, it will be communicated through Research Alerts.

For major, partnered and large-scale applications, the minimum processing time is two weeks or 10 business days before the external deadline. These submissions frequently involve matched or leveraged funding, multi-institutional collaboration, and complex documentation. The Research Services Office conducts both the standard review and a detailed assessment of alignment with program guidelines, partner commitments, and supporting materials. 

When a Research Alert is not available, the timelines and categories in the attached document serve as the guiding reference. 

Researchers must submit complete materials, including the OR-5 form, proposal or application, and budget, to meet the minimum processing time. Colleges and departments may establish earlier internal deadlines to support their own workflow needs. In situations where a researcher cannot meet the established timelines, a late exemption request must be submitted to the Associate Dean Research. Approval of late submissions is not guaranteed, and the Research Services Office may not be able to complete a full review in such cases.

Student funding opportunities and fellowships that are administered through the Research Services Office follow the same requirements as faculty-led applications. When a graduate student or PDF holds the applicant role, but the submission is processed through the Research Services Office rather than the Office of Graduate and Postdoctoral Studies, the supervising faculty member must submit the OR-5 form on behalf of the application and must follow the applicable minimum processing time. The same timelines and review expectations apply.

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