Plan Project

Notification Process Change August 24, 2026 

OSR looks forward to working PIs and Departments using the new Smartsheet Proposal Notification Intake Form. Learn more below.

Whether UCSF is submitting an application as a Prime or Subrecipient, the UCSF application must be reviewed by the Office of Sponsored Research (OSR). 

Begin Working with OSR

Notify OSR Within:

At least 30 calendar days** prior to sponsor submission deadline for non-complex solicitations such as R01, R03, R21, including fellowships and industry sponsored grants and fellowships.

At least 60 calendar days** prior to sponsor submission deadline for large proposals, such as proposals with subcontracts, international components, subcontracts to SBIRs/STTRs, and complex or ambiguous industry grants and fellowships. 

4-6 months prior to sponsor submission deadline for complex proposals such as complex center grants, international partnerships/components/PF5s, institutional training grants and cooperative agreements such as P30, T32, U54. 

Notify OSR By:

Smartsheet Proposal Notification Intake Form Has Launched August 24 

  • Smartsheet Proposal Notification Intake Form - Click to submit
  • Use this form to initiate federal and non profit proposals, supplements, progress reports or incoming subawards
  • The completed form will automatically route to the Proposals and Grants contact for review and assignment of service. 

Need more information and help?

  • PI Quick Guide – For instructions filling out the Smartsheet Proposal Notification Intake Form for PIs and Departments. 
  • FAQ’s -on the new process, rollout and upcoming initiatives
  • Register Here - September 1 at 1:10 p.m -2:00pm office hours for PIs and departments who have questions about the Smartsheet Proposal Notification Form or process. Proposal and Grants Director will host.  
  • Read the News - The Smartsheet Proposal Notification Intake form launches for federal and non-profit proposals, supplements incoming subaward requests and progress reports. 
  • Find My Support - to contact OSR for other requests. 

Future Updates

The Smartsheet Proposal Notification Intake Form is the beginning of bigger changes. Read about the ePIF coming Fall of 2026 and the OSR Software transition planned in tandem with the Project One (Oracle) launch on July 1, 2027. 

Considerations:

**Additional notice is requested during holiday periods. To respond to last minute requests from the sponsor, notify the appropriate OSR contact (depends on sponsor and agreement type) immediately. 

*If OSR is notified further in advance than the timeframes outlined above, OSR staff and PI will agree upon a date for OSR to provide a completed timeline. Internal review processes will be part of a checklist between OSR staff and PI. If the above guidelines cannot be met, OSR staff will make every effort to submit a proposal but cannot guarantee a sponsor and University compliant proposal or an on-time submission.

UCSF Resources

Grant Writing

Sample Applications and Templates

Policy

Sponsor Resources

 

Previous Step - Find Funding

Next Step - Develop Budget