developing your proposal

A high quality proposal is critical to gaining support for the project and subsequently, being funded. Great research projects may never receive support and run the risk of rejection due to a poorly written proposal. 

Working in collaboration with the Office of Research Development (ORD) and Office of Grants and Contracts (OGC), the Research Grant Specialist (RGS) will be your point of contact for all research-related activities. Whether you are considering applying to an intramural, private, state, or federal grant, they will ensure your proposal follows the guidelines and criteria presented in the funding opportunity solicitation. 

The RGS provides budget development support, reviews grant proposal narratives, collects & prepares support documents such as letters of support, biosketches, and other materials required during the pre-award process. Please keep in mind that the primary writer/author of the grant must always be you (the faculty member) because you have the expertise in your respective field. However, the RGS can certainly develop sections of a proposal, and make edits or suggestions to the narrative.

Once you have identified a source of funding please work closely with the Research Grant Specialist (RGS) in putting together your proposal.  It is a good idea to set up a meeting before you begin to work on your proposal (and budget).  Having a clear understanding about what is required, and when, will save a lot of time, energy, and frustration.

Step 1: Develop Your Concept

A well-defined and conceptualized idea is key in writing a successful proposal. An idea that has been thoughtfully assessed, in terms of feasibility and current literature, provides the basis to formulate your project.

Discuss your project with colleagues, ask tough questions, and don't be afraid of criticism.

The following templates can be used as exercises in strengthening your concept.

Step 2: Know Your Audience

There is no way to sugarcoat the fact that writing proposals is, at times, a difficult and daunting task. One way to alleviate this burden is to offer a different perspective.

The reviewers work for the sponsor, and the sponsor has a set of initiatives they want to use to DO GOOD in the world.  Become familiar with the sponsor's initiatives because....

What you're doing in a grant proposal is convincing the reviewers that you want to change the world in the same way that the sponsor does. 

Step 3: The Review Process

It is important to remember what the sponsor is looking for and the criteria they are using to score your application. Each funding opportunity has a specific set of criteria determined in its request for proposals. The links below reference some federal funding agency review processes.

 

Step 4: Develop Your Budget

Please work with the RGS to develop a sound budget. In the meantime, some general budget considerations...

  • The budget is the financial expression of your project

  • It serves as a fiscal plan for your project. In other words, the yearly budget items have to match your project plan in the project description.

  • It needs to be realistic. Don't ask for $1.5M million if the project can be done for $500K, and vice versa.

  • DO NOT GUESS. Calculate how you got to your totals. 

  • Costs have to be Allocable, Allowable, and Reasonable.Opens in new window

Step 5: Write The Proposal

Most applications require far more documentation than one may think. It's not just the "project narrative" that must be submitted, but an array of documents, both for the sponsor and for the institution.

Common elements of proposals are:

  • Cover page
  • Abstract/Project Summary
  • Table of Contents
  • Project Description
  • Budget and Budget justification
  • Biographical Sketches of Key Personnel
  • Resources (equipment and facilities)
  • References
  • Appendices
  • Certifications and other forms required by agency

 The Office of Grants and Contracts has a great proposal preparationOpens in new window  section.

Step 6: Submit The Application

The Office of Grants and Contracts (OGC) uses CAYUSE to submit applications to the sponsor. Before the application is submitted, it must go through a routing and approval process.

  1. Pre-Submission Requirements / CAYUSEOpens in new window