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 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). In most cases, 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, priority review status will be given to proposals with the earliest initial review form 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
5. Work with OSP on finalizing the proposal narrative
For large, complex proposals to federal agencies and/or any proposal for $100,000 or more, plan to submit a draft of the proposal narrative to OSP at least 2 weeks prior to the submission deadline, sooner if you would like more help with this piece. 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.