Grant Submission Overview
Pre-proposal
6-4 weeks |
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Preparation
4-2 weeks |
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Review
1 week prior |
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Submission
last week |
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Choose a funder
Meet with OSR
Develop proposal
File IRB Application
if necessary
Solicit letters of support
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Prepare your budget
Write narrative, collect support letters, and get other supporting documents
Ask OSR for other documents if required
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Complete and route Grant Approval Form
(MS Excel) (PDF)
Bring all materials to OSR for review
Resolve any issues that emerge
Package proposal for submission
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Work with OSR to submit
If using Grants.gov, submit one week before deadline
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Detailed Information on the Submission Process
The Office of Sponsored Research and Federal Relations (OSR) will assist FLC faculty and staff throughout the submission process. Please contact our office at least one week prior to submission, so that we are best able to accommodate all requests.
PLEASE NOTE: if you are submitting your proposal through Grants.gov, OSR requires you to submit all materials to us one week prior to the posted deadline date to avoid problems with this federal submission portal.
How to Apply for a Grant
1. Determine the best sponsor to approach.
Your Role: Know the funders available to you.
OSR Role: We have created a resource page for you to locate funding opportunities, called “Find Funding.” We will also meet with you in person to discuss funding opportunities including a review of the submission guidelines.
Tip: Keep in mind that a search for the best sponsor to approach can take up to 40-60 hours and that most proposals require 4-6 weeks to prepare.
2. Let the right people know you intend to apply.
Your Role: Discuss your proposed project with your colleagues, Department Chair, Dean and any other FLC faculty or staff members who might contribute to the development of your proposal.
OSR Role: We can facilitate discussions between you and others on campus who may be able to help in the development of your proposal.
3. Develop your proposal.
Your Role: As the project leader (also known as the Principal Investigator or PI), you will be responsible for writing the narrative, creating the budget, collecting any letters of support, and completing any other elements of the proposal required by the sponsor.
OSR Role: We can help structure the writing process, determine rhetorical strategy and review the narrative and budget as it develops. Please meet with us to discuss your project. We will provide you with as much or as little assistance as you want or need. We also provide you with organizational information such as copies of the 501(c) 3 letter, names of the board of directors, or the most recent audited financials.
Grant Writing Resources
4. Create your budget.
Your Role: Your budget is the translation of your proposal into financial reality, ensuring that you will be able to conduct your project successfully. Be specific and careful as you estimate the resources you will need.
OSR Role: We will work with you step by step to complete your budget ensuring that the costs are reasonable, allocable, consistent with FLC policies, and compliant with sponsor guidelines and in accordance with OMB Circular A-21.
Budgeting
5. Ensure research integrity and compliance.
Your Role: If your work involves human or animal subjects, you may need to work with the IRB Committee and/or Animal Subject Group.
OSR Role: Talk to us about compliance issues related to your work. If you are entering a contract, for example, we will work with FLC legal counsel to review the terms and conditions.
IRB
Animal Care and Use Application – contact Erin Lehmer in the Biology Dept. at Lehmer_e@fortlewis.edu
6. Review all materials prior to submission.
Your Role: You will want to give your proposal the same attention to detail you employ in your scholarship and other professional activities.
OSR Role: We will review your submission materials and make suggestions for strengthening your proposal.
7. Route the proposal for signatures.
Your Role: Download the Grant Approval Form (GAF), fill it out completely, and sign it. Attach a copy of the budget, budget justification, and proposal narrative. You will take these to your chair and dean to sign. Be sure to give them sufficient time to review the proposal materials! Once they have signed the GAF, bring it to our office. We will check it carefully, and then route it for the remaining signatures.
If matching funds from FLC are being requested, it must be documented on the Grant Approval Form, see Sponsored Research Projects 12-5.
OSR Role: We will carefully review the Grant Approval Form before routing it for the remaining signatures. Once all signatures have been included, the GAF returns to OSR and the submission may move forward.
Grant Approval Form (MS Excel) (PDF)
Cost Sharing Overview
Cost Sharing Requirements for Sponsored Research Projects 12-5
8. Submit.
Your Role: Be aware of the rules the funder has established regarding submission and follow them. If you are using NSF Fastlane, Grants.gov or another electronic submission system, be familiar with the program’s functionalities. DO NOT attempt to submit your grant on the day it is due. Rather, submit it a few days in advance of the due date so that any problems with submission can be addressed without putting the proposal in jeopardy of missing its submission deadline.
OSR Role: We are familiar with most electronic submission systems and will assist you with electronic submission if you wish. Please note that several online submission portals, i.e. Grants.gov, NSF Fastlane, NIH ERA Commons require that submission through these portals be done through the OSR office. We can also help prepare hard copies and mail-in submissions.
PLEASE NOTE: If you are submitting your proposal through Grants.gov, OSR requires you to submit all materials to us one week prior to the posted deadline to avoid problems with this federal submission portal.
9. Follow up.
Your Role: Once you receive confirmation that your submission was received, the hardest part begins: waiting. Whether your proposal has been accepted or rejected, you will likely want to contact the program officer to express your gratitude for being considered, learn more about the strengths and weaknesses of your proposal, and determine your next steps.
OSR Role: We will assist you with all proposal follow up by discussing the feedback you received from the sponsor and will assist you to improve your proposal’s chances for your next submission. If an award has been made, we will advise you about completing the Project Data Sheet and the remaining steps necessary to set up your project accounts.
Project Data Sheet