3-Day Rule Guidelines
Office of Sponsored Programs (OSP) | Proposal Review Responsibilities
The 3-Day Deadline Is the End of Proposal Development
The three-business-day period is reserved for OSP's institutional, administrative, and compliance review. Per policy , it is not additional time for the PI to continue developing, revising, or changing the proposal.
At the 3-Day deadline, the proposal must be final from the PI's perspective. This includes the final budget, budget justification, proposal documents, sponsor forms, subaward materials, required approvals, and other applicable submission materials.
After the 3-Day deadline, revisions are permitted only when required by OSP as part of its review. Examples include corrections needed to address sponsor requirements, institutional requirements, budget compliance, unallowable costs, missing approvals, or other issues identified by OSP.
PI-initiated changes to the scope, budget, personnel, cost sharing, indirect costs, subawards, or other substantive proposal elements should not occur during the OSP review period.
Plan Backward from the 3-Day Rule
The formal 3-Day Rule applies to OSP's final review. Additional time is needed before that deadline for proposal planning, proposal development, Research Coordinator review, institutional approvals, cost-share arrangements, and subaward preparation.
Planning Deadlines
Meeting these earlier deadlines gives the PI, Research Coordinator, and OSP time to identify and resolve issues before the formal three-business-day OSP review period. The timelines are inclusive of the 3-day rule
| Activity | Additional Deadline | Purpose |
|---|---|---|
| Indicate intent to submit in Kuali | As soon as an opportunity of interest is identified, but no later than 13 business days before the sponsor submission deadline, by 9:00 a.m. (10 business days + 3-day rule) | Provides early notice of the planned submission and allows the PI, Research Coordinator, and OSP to begin planning for proposal development, required reviews, approvals, and submission needs. |
| Subaward preparation | 13 business days before the sponsor submission deadline, by 9:00 a.m. (10 business days + 3-day rule) | Allows time to request, receive, prepare, and review required subrecipient documentation. |
| Cost-share arrangements | 10 business days before the sponsor submission deadline, by 9:00 a.m. (7 business days + 3-day rule) | Allows time to secure required institutional commitments, funding sources, and approvals. |
| Research Coordinator review | 6 business days before the sponsor submission deadline, by 9:00 a.m.(3 business days + 3-day rule) | Allows the RC and PI to review the solicitation, budget, required components, and administrative requirements and resolve issues before OSP review begins. |
| Final package to OSP | 3 business days before the sponsor submission deadline, by 9:00 a.m. (3-day rule) | Begins OSP's detailed institutional and compliance review. The proposal should be final at this point. |
These earlier preparation deadlines are designed to reduce last-minute changes and provide sufficient time to address issues before the final OSP review period.
OSP Review During the Final 3 Business Days
| Review / Action Item | Received at Least 3 Business Days Before Deadline Detailed OSP Review | Received Less Than 3 Business Days Before Deadline Abbreviated Review |
|---|---|---|
| Required sponsor application sections, forms, and attachments are present and ready for submission. | OSP reviews | PI assumes responsibility* |
| Budget and budget justification comply with sponsor and TXST requirements. | OSP reviews | PI assumes responsibility* |
| Budget is reviewed for sponsor funding limits, applicable indirect cost requirements, allowable and unallowable costs, equipment, program income, and other applicable requirements. | OSP reviews | PI assumes responsibility* |
| Cost-share commitments and required institutional approvals are documented. | OSP reviews | PI assumes responsibility* |
| Required documentation from subrecipients, collaborators, consultants, and service providers is included. | OSP reviews | PI assumes responsibility* |
| Sponsor assurances, certifications, representations, and institutional signature requirements are complete. | OSP reviews | OSP reviews required institutional items as time permits |
| Required compliance-related forms and documentation are included, as applicable. | OSP reviews | PI assumes responsibility* |
| Sponsor administrative requirements are reviewed, including applicable page limits, file requirements, and submission requirements. | OSP reviews | PI assumes responsibility* |
| Corrections identified by OSP during review are completed. | PI and/or RC assists with revisions specifically required by OSP | As time permits |
OSP Authority to Decline Submission
OSP reserves the right to decline submission of a proposal that does not comply with applicable university, Texas State University System, or sponsor policies and requirements, including failure to comply with the 3-Day Rule.
Submission of a proposal is an institutional action. OSP must be able to determine that applicable institutional and sponsor requirements have been met before submitting a proposal or providing an authorized institutional approval or signature.
Important: Proposals Received Less Than 3 Business Days Before the Sponsor Deadline
*The PI assumes responsibility for proposal completeness and accuracy. When a final proposal package is received less than three business days before the sponsor deadline, OSP may only be able to conduct an abbreviated review.
OSP will prioritize required institutional approvals and issues necessary for institutional submission. The reduced review period may not provide sufficient time to identify or resolve all sponsor, budget, formatting, documentation, or compliance issues.
Late delivery also reduces the time available to resolve unexpected sponsor-system problems, missing documentation, registration or login problems, subaward issues, cost-share approvals, or other submission barriers.
Submitting a proposal to OSP within the final three business days does not create additional proposal-development time. Once the package enters OSP review, changes should be limited to revisions required by OSP.
Letters of Intent and Pre-Proposals that are competitive or require an Authorized Organizational Representative's signature must be routed in Kuali before submission.