Critical Dates for OSP/COI/GCA Submissions and Requests

Timeline

• November 26, 2025:
  • Grant and contract submissions to the Office of Sponsored Programs (OSP) by noon 11/26/25. This is not the date that OSP will submit to sponsors, but the date a complete submission to OSP, included signed extramural checklist, RPL and other required documents should be submitted. This deadline applies to all OSP submissions, including December 2025 grant deadlines.
  • PIs with NIH continuous submission privileges will need to submit to OSP by noon 11/26/25. PIs can continue to work on their science while OSP and COI conduct review the submission.
  • All financial disclosures and external activity requests should be submitted by research personnel by noon 11/26/25. Pis should ensure all responsible personnel listed on submissions to OSP have trained and disclosed by 11/26/25.
  • Last day for OSP to route any awards or requests to GCA for processing including pending/at-risk account requests.
• November 27 – November 30: Thanksgiving Break
• December 1 – 5, 2025:
  • Final processing period for OSP, Research Conflict of Interest (RCOI), and GCA to complete any outstanding items before the myUABResearch deployment on 12/15/25.
  • OSP will ensure IRAP projects action items are in the correct state and ready for data migration.
  • RCOI will complete any reviews in their workflow by 12/5/25 COB.
  • GCA will process all new awards, mods, at-risk requests by 12/5/25 COB.
  • Between 12/5 - 12/15 there will be a freeze on new Oracle accounts, updates and new sponsor creation.
  • December 5 at 5:00pm - the IRAP modules impacted by Phase 1 will be made read-only. Modules affected include Proposal Tracking, COI and Tech Transfer.
• December 15, 2025 at 8:00 AM
  • myUABResearch Launch!
  • All submissions to OSP, COI will be processed in myUABReseach.
  • All new awards and award modifications will be processed by OSP to GCA.
  • RCOI will be accepting disclosures
    
    Note if you are involved in any research activity, you will be prompted to submit a disclosure in myUABResearch – disclosures are not being converted from IRAP/EFS

Important Reminders

• Ensure all submissions, regardless of funding source, are sent to OSP no later than 11/26/25.
• If you are planning to submit to OSP for any grants due in December, you must make a complete submission to OSP by Wednesday 11/26/25 by noon. A complete submission is the extramural checklist, RPL and required documentation like the ASSIST number, pdf of proposal or unlocked word document.
  
  Ensure all responsible personnel have up to date disclosures of financial interests on file as disclosures are required prior to submission.
• Specific to grant proposal submissions, the timeline is as follows: 11/26/2025 by noon the error free proposal, checklist, RPL are due to OSP, OSP Review Summary will be provided no later than noon on 12/2/2025. The proposal must be ready to submit no later than noon on 12/4/2025.
• Incomplete submissions will be returned to the department and will not be eligible for submission to the sponsor during the transition period. Submission will resume on 12/15/25 with myUABResearch.
• If you are submitting to OSP, confirm the COI status of your personnel to ensure that they have trained and disclosed prior to 11/26/2025.