Office of Sponsored Programs Processing Times

The Office of Sponsored Programs (OSP) is always looking to improve the quality of its service. We strive to be best in class in promoting transparency and accountability. One of our key service metrics in OSP is our turnaround time. 

Median Processing Times

The numbers below represent median processing time in days, starting with the day the agreement is sent to OSP and ending with the day the agreement is signed by both parties.

OSP Median Processing Times in Days (excluding security reviews)FY26FY27
FY22FY23FY24FY25Q1 & Q2Target
Industry Testing Agreements (ARSOs)765215
Industry Contracts (non-ARSOs)182216131318
Industry NDAs (regular)353428484432
Industry NDAs (student)431843
Industry Gifts, Grants, and Misc.912991010
Federal Grants & Coop. Agrmts. (new)121410141312
Federal Contracts (new)42332632930
Federal Mods & Non-Financials332112
Commonwealth of Pennsylvania (all)8771067
Foundations/Associations (all)778767
Other Sponsor Types141214131013
Data Use Agreements536786485550
Subawards (issued by PSU)211721221521
All Agreements9101010810

Total Documents Processed

Total Documents Processed (OSP) (excluding security reviews)
FY22FY23FY24FY25Total
Industry Testing Agreements (ARSOs)3152682312931,1073.5%
Industry Contracts (non-ARSOs)3122832832841,1623.6%
Industry NDAs (regular)2212132892699923.1%
Industry NDAs (student)846988643051.0%
Industry Gifts, Grants, and Misc.7626856538552,9559.2%
Federal Grants & Coop. Agrmts. (new)5255214614221,9296.0%
Federal Contracts (new)494628491720.5%
Federal Mods & Non-Financials1,8102,0031,8852,0047,70224.1%
Commonwealth of Pennsylvania (all)5615394894452,0346.4%
Foundations/Associations (all)7796696407552,8438.9%
Other Sponsor Types1,1611,2321,3181,3365,04715.8%
Data Use Agreements1791401721746652.1%
Subawards (issued by PSU)1,0191,2481,22715525,04615.8%
All Agreements7,7777,9167,7648,50231,959

Processing Times by Unit

Processing time (in calendar days) of contractual documents in support of incoming awards (7/1/24-06/30/25)
EngineeringAg ScienceSVPR InstitutesEberly ScienceEMSHHD
20th percentile131112
Median1012471013
80th percentile444220283449
Number of documents910760534473361245
Liberal ArtsBehrendEducationHarrisburgUniversity CollegeIST
20th percentile161910
Median91511162112
80th percentile574168515136
Number of documents1387553524949

What do these numbers mean?

As an example, consider the award processing times for the College of Health and Human Development (HHD). The 20th percentile is 2 days, which means at least 20% of the contractual documents were processed on a same day basis. This might include new and incremental funds received on NSF and NIH grants, no-cost extensions, membership agreements, field trial agreements, and testing agreements (ARSOs) with longstanding customers. The 50th percentile is 13 days, which means 50% of all HHD documents were processed in that timeframe. The 80th percentile is 49 days. What that means is that 20% of all HHD documents take longer than 49 days. Such documents may be held up due to compliance issues (e.g., human subjects, animal subjects, data security, export control) or complex contractual negotiations.

Definitions of Terms

An agreement used to provide a pre-existing research service (e.g., chemical characterization of sponsor-provided materials). These are typically small, short duration projects offered on a fixed price basis in accordance with established charge-out rates. Penn State’s ARSO template can be found here.

Includes Sponsored Research Agreements (SRAs), industry contracts and subcontracts, purchase orders, clinical trial agreements, and other procurements.

Non-Disclosure Agreements (NDA), also known as Confidentiality Agreements, Proprietary Information Agreements, Secrecy Agreements, etc., are commonly requested when two or more parties wish to enter into initial discussions about specific processes, methods or technology for the purpose of determining the potential for a future relationship. More information about Penn State Non-Disclosure Agreements can be found here.

Student NDAs are non-negotiable agreements supporting senior design and similar student projects. More information regarding student NDAs can be found here.

Includes gifts, grants, non-proprietary field trial grants, membership agreements, STTR allocation of rights agreements, and other miscellaneous agreement types.

Federal Grants and Cooperative Agreements are both forms of financial assistance used to support a public purpose (e.g., advancing cancer research). Unlike Grants, Cooperative Agreements provide for the substantial involvement of the Federal awarding agency in carrying out the activity. Further definition can be found here

Federal Contracts are procurements issued by a Federal Agency to acquire property or services for the Federal awarding agency’s direct benefit or use.

Includes modifications to Federal agreements, e.g., adding funds, extending the period of performance, changing project personnel, modifying the budget, or adding new Federal requirements to an existing agreement. Also includes non-financial agreements to provide access to Federal equipment, personnel, and/or facilities.

All agreements with the Commonwealth of Pennsylvania (including both grants and contracts). More information regarding state contracting can be found here.

All agreements with Non-Profit Foundations, Associations, Institutes, and Societies.

Includes financial and non-financial agreements with states (other than PA), local governments, foreign governments, hospitals, other universities, quasi-governmental agencies, and other miscellaneous sponsors.

Non-financial agreements to provide access to an external party’s data. More information can be found here.

Agreements issued by Penn State to collaborators and subcontractors at other institutions. More information about Penn State subcontracting can be found here.

Q1- July to September
Q2- October to December
Q3- January to March
Q4- April to June

Why do some agreements take longer to process than others?

Agreements can sometimes be delayed for mundane reasons (e.g., minor disagreements about payment schedules or reporting requirements). In rare circumstances, agreements can be delayed as Penn State and the sponsor work toward alignment on contractual terms. For example, Penn State cannot accept publication restrictions except on classified and export controlled projects. Penn State also can’t offer its sponsors a “money-back guarantee” that they will be satisfied with our experimental research results. Other contractual terms, such as data security, require implementation of compliance plans to avoid exposing Penn State and our faculty to severe penalties.

Most sponsors understand Penn State’s fundamental principles and are eager to implement contracts in a fair and timely manner. While there will always be outliers, OSP will continue to do its best to keep its processing times as low as possible.

Resources

OSP Resources

The Office of Sponsored Programs (OSP) facilitates proposal submission, award review, contract negotiation, and subaward issuance.

myResearch Portal

myResearch Portal gives all Penn State PI’s access to view the status of their contract negotiations at any time.

RSTP

The Research Support Transformation Project (RSTP) is an enterprise-wide initiative to optimize support infrastructure and systems. Learn about the project and share your feedback.

Office of Research Administrative Services

Address

200 Innovation Blvd.
Suite 110
University Park, PA 16802

Contact

Phone: 814-865-1372

Email: oras@psu.edu