Developing a Proposal
Now that you have identified the project/idea you wish to propose, how do you get started? What role can the Office of Sponsored Programs play in assisting you? What are your responsibilities as a project director?
Proposal Writer Responsibility
- Review literature.
- Relate idea to purpose.
- Consult with other experts.
- Make initial contacts with potential external
- partners/collaborators.
- Hold preliminary discussions with the department chair
- VPAA and Sponsored Programs
Services of the Office of Sponsored Programs
- Analyze federal, state and private agency programs using all sources of information on available funding.
- Analyze and track legislation.
- Identify alternative sources of funding.
- Prepare a timeline for completion of local tasks.
Proposal Writer Responsibility
- Prepare the intent to submit the form and circulate for signatures
- Determine potential sponsors to be approached.
- Determine personnel (ASC and non-ASC) needed.
- Determine % of effort, salaries, wages and fringe for personnel.
- Determine matching or cost-sharing requirements (if applicable).
- Obtain estimates for costs of unusual items (e.g., equipment).
- Prepare brief, informal proposal with a draft budget.
- Determine the Project Director/Principal Investigator.
- Apply for human subjects/animal subjects compliance assurances.
- Confer with the sponsoring agency.
Services of the Office of Sponsored Programs
- Assist in selecting potential sources.
- Obtain proposal guidelines.
- Facilitate contacts at the sponsoring agency
- Explain policies for human subjects/animal subjects review process.
- Obtain salary figures and correct estimates of in-kind matches.
- Assist in clarifying proposal requirements.
Proposal Writer Responsibility
- Develop preparation schedule to meet the deadline.
- Coordinate on-campus requirements.
- Discuss the project with off-campus partners and define the role of each partner.
Services of the Office of Sponsored Programs
- Review proposal narrative.
- Assist with project cost analysis.
- Provide data about fringe benefits, salaries, facilities costs for matching, etc.
- Confirm matching approvals and account numbers.
Proposal Writer Responsibility
- Discuss proposal with the Office of Sponsored Programs.
- Obtain letters of cooperation from external partners.
- Request review of the proposal and budget by the department chair and VPAA.
Services of the Office of Sponsored Programs
- Analyze proposal format and text.
- Provide technical assistance as appropriate.
- Prepare budget and obtain compliance certifications.
Proposal Writer Responsibility
Deliver completed proposal and one complete copy of all materials to be submitted to the Office of Sponsored Programs, after obtaining all required approvals at least 5 days before the agency deadline.
Services of the Office of Sponsored Programs
- Approve final proposal.
- Confirm how many copies are to be submitted to the agency and who will do the final copying and mailing (if hard copy).
Proposal Writer Responsibility
- Prepare a letter of transmittal or additional technical/special information.
Services of the Office of Sponsored Programs
- Prepare proposal package.
- Transmit proposal to the agency (electronically or via private carrier).
Proposal Writer Responsibility
Be available for discussion on technical, programmatic and financial aspects of the proposal.
Services of the Office of Sponsored Programs
- Prepare and obtain approval of the negotiated budget.
- Negotiate the budget with the agency.
- Submit revised negotiated budget and program narrative.
- Determine the status of the pending proposal, if necessary.
- Conduct other appropriate follow-ups.