The Sponsored Operations office maintains a database called TechTracS to track sponsored proposal and award activity for the university. TechTracS contains 30+ years of history. This data is used to provide information to university resources and tools, as well as to keep deans, chairs, directors and other administrators apprised of these activities.
Sponsored Proposal Tracking Practice
It is our standard practice to keep a proposal in pending status in the research database generally for a maximum of 14 months following its submission. During tracking, the status is changed from "Pending" to "Awarded" if funded, to "Declined" if an award was not made to the university, or to "Pending-WIP" if it is believed the funding may come to fruition but there is some extenuating delay relative to the time frame of its occurrence. The "Pending-WIP" eventually changes to "Awarded" or "Declined" based on the outcome of the proposal.
A proposal's status is obtained in two ways:
1) Notice directly from the sponsor or Principal Investigator
It is common for federal agencies to send the principal investigator, and often the university, a notification of award or declination of the proposal (most often via email). However, the declination process is not as transparent with other agencies. Some agencies do not provide a formal notification to the principal investigator of its decision to not fund a particular project. Often times the principal investigator hears verbally from the sponsoring agency or the PI has reached out to the sponsoring agency to inquire about the funding status. In an effort to keep the data up-to-date, if you learn your project is not being funded or that the funding may take an unusually long time, you may send an update regarding the status to email@example.com and the database will be updated accordingly.
2) Auto-emails requesting a status update from the Principal Investigator
Frequently, this office does not receive notification from agencies regarding a particular proposal's funding status. In these instances, a status request is generated via email to the Principal Investigator. After one year, if the proposal is in "Pending" status in the database, the system will generate an email to the principal investigator requesting an update on the funding status for that particular proposal. Based on the feedback received, the proposal status will then be updated in the database.
If no feedback is received from the principal investigator and the proposal remains in "Pending" status after 395 days, another email reminder is generated and sent to the principal investigator asking for an update on the funding status. The email also states that in the event we do not hear from them over the next 30 days, the proposal will automatically be declined in the database.
For proposals in "Pending-WIP" status, the principal investigator will receive an email from this office requesting another update regarding the funding status on an adhoc basis.