Service Level Understanding Agreement
The RGC/Department Service Level Understanding agreement (SLU) provides service guidelines for pre-award operations. These guidelines apply to all grant applications and contract proposals submitted to RGC for processing and institutional approval.
The following is a quick guide outlining the SLU timelines for both RGC and the departments/units:
| Activity | RGC Timeline |
RGG Staff |
Dept (RDU) Timeline |
| General Communication |
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| Phone calls and emails |
1 day* |
All | 1 day* |
| New Grant Application Receipt |
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| Submit routine grants and subcontract proposals |
- | - | 10 days* |
| Submit complex grants/contract proposals, incl. electronic submission |
- | - | 15 days* |
| Email upon receipt of application |
1 day* |
OS | - |
| Return final copy of submitted proposal |
- | - | 5 days after awarded* |
| Grant Application and Contract Proposal Review |
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| Routine grants with no issues |
6 days* |
GCA | - |
| Routine grants requiring comments/issues |
5 days* |
GCA | - |
| Complex grants and contract proposals |
8 days* |
GCA | - |
| Preliminary feedback for special pre-reviews |
2 days* |
GCA | - |
| Respond to RDU corrections |
2 days* |
GCA | - |
| Respond to RGC review comments |
- | - | 2 days* |
| Management (secondary) review |
Same/next day* |
SO | - |
| Notification of signoff or required changes |
Upon completion |
GCA | - |
| Progress Report Receipt |
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| Submit e-SNAP for review |
- | - | 6 days* |
| Submit non-competing renewal (paper progress report) |
- | - | 10 days* |
| Electronic Submission of Grant Application |
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| Submit final electronic grant application packet |
- | - | 3 days* min |
| Final review and arrangement of submission |
4 hours after receipt |
GCA | - |
| Complete electronic submission |
1 hour after receipt |
SO | - |
| Resolve error/warning message |
Immediately | GCA | Immediately |
| Provide cover letter for changed/corrected application |
- | - | Immediately |
| Request by Sponsor for Additional for Just-in-Time Information |
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| Notify RGC of just-in-time requests sent only to PI |
- | - | Next day* |
| Notify RDU of sponsor request requiring action |
Next day* |
GCA | - |
| Submit requested JIT information to RGC |
- | - | 5 day* |
| Respond to RGC review comments |
- | - | 2 days* |
| Email RDU to acknowledge receipt of responses |
2 days* |
GCA | - |
| Email RDU regarding outstanding requirements |
2 days* |
GCA | - |
| Management (secondary) review |
1.5 days* |
SO | - |
| Notification to RDU of signoff or required changes |
Upon completion |
GCA | - |
| Notice of Awards / Award Administration |
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| Forward sponsor award notices to RDU |
Same/next day* |
AC | - |
| Forward sponsor award notices to RGC |
- | - | 2 days* |
| Complete compliance items at JIT |
- | - | Immediately |
| Complete DAC items upon award receipt |
- | - | Immediately |
| Routine setup packet with no issues or further RDU action required; send to SPA |
4 days after DAC completion |
GCA | - |
| Setup packets requiring additional administrative RGC actions; resolve and send to SPA |
Upon completion |
GCA | - |
| Setup packets requiring further RDU action; email regarding required action/changes |
4 days* |
GCA | - |
| Respond to RGC notice of additional action required |
- | - | 2 days* |
| After RDU info is received, send setup packet to SPA to take administrative action |
2 days* |
GCA | - |
| Notify RDU via email that award sent to SPA |
Same day |
GCA | - |
| Notify RGC of not-funded notices |
- | - | 5 days* |
* Business days
OS: Office Specialist
GCA: Grants & Contracts Administrator
SO: Signing Official
JIT: Just in Time
DAC: Department Award Checklist
