Planning to Apply for a Grant?
If you have identified an opportunity you would like to submit a proposal for, your first steps should be:
1. Discuss the opportunity with the chair of your department (or your direct supervisor if you are not a faculty member) as soon as possible. If your proposal will require an in-kind or cash match or if you will be requesting a course release, you will need approval from your department chair or direct supervisor. Department chair or direct supervisor approval of the final proposal will also be required before submission.
2. Discuss the opportunity with the dean of your school if you are a faculty member or the head of your division if you are not a member of the faculty. Again, if your proposal requires an institutional contribution (in-kind or cash match) and/or if you will be requesting a course release, the dean of your school or head of your division must be aware. Approval of the final proposal from the dean of your school or head of your division will be required before submission.
3. Click HERE to fill out and submit a Pre-Proposal Initial Review Form (IRF) that will initiate your project with the Office of Sponsored Projects (OSP) and provide OSP with important initial data about the grant you are planning to apply for. You should complete and submit the IRF before drafting the proposal. The IRF should be submitted no later than 30 days before the grant proposal submission deadline, and sooner is always better. When multiple grant deadlines overlap for OSP, priority review status will be given to proposals with the earliest IRF submission.
4. Work with OSP on key aspects of the proposal as early as possible, especially (as applicable):
- Projected Personnel Costs determine proposed salaries and associated fringe benefits in accordance with both sponsor and campus guidelines
- Capital or Construction Costs requiring campus review, cost estimates, and/or contracted services
- Contracts or Subcontracts that may require General Counsel and/or Procurement review
- Equipment purchases of $1,000 or more per unit
- Cost shares or in-kind contributions required by the funding sponsor
- Draft position descriptions for any new positions that will be included in the grant. All full-time, part-time and student positions must be reviewed and approved by Human Resources before proposal submission to ensure proposed classification, salary and benefits align with campus standards and protocol. In most cases, a minimum of 5 working days is required for Human Resources to review new proposed positions
- Solidify any essential external partnerships as early as possible (e.g. partnerships with regional school districts, clinical partners, businesses, etc.). Submit drafts of any required MOUs, agreements or contracts for review by OSP and pertinent campus administration before seeking final signatures from external partners. In most cases, a minimum of 5 working days will be required for administrative review and approval
For more details on OSP’s proposal development services and the institutional guidelines for time required for proposal development and review, please see the proposal development timeline
5. Work with OSP on finalizing the proposal narrative
Larger proposals can be drafted, reviewed and edited section by section, or OSP can work with you to develop a plan that works best for you.
6. Once your proposal narrative, budget and other key components are completed and just before your proposal is submitted, work with OSP to complete and sign the Pre-Submission Proposal Form, which includes mandatory certifications from the PI/PD and key members of campus executive leadership and administration.
7. Work with OSP on final submission of your proposal. Faculty and staff may not sign or certify a proposal for submission on behalf of Shepherd University, only the Director of the Office of Sponsored Programs or his/her designee may do so. Additionally, faculty and staff may not sign or certify for the acceptance of a grant award of behalf of Shepherd University. Only the Vice President of Finance or his/her designee may do so. Any faculty or staff member that signs or certifies a grant document on behalf of Shepherd University risks institutional forfeiture of the award.