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Quick Checklist
Preparation and Submission of Grant/Contract Proposals
Checklist for Faculty/Unit Staff
- Faculty or professional staff conceives of a project, identifies a potential sponsor (OSP can assist), contacts sponsor, and prepares an outline of the project proposal or application.
- Faculty or professional staff discusses proposed project with his/her Chair/Dean, as appropriate, and obtains commitments for faculty/staff reassigned time and institutional resources, if needed, for in-kind and cash contributions.
- Faculty/Unit staff reviews OSP website or obtains Proposal Preparation Package (Green Packet) from OSP about 2 weeks prior to submission deadline date.
- Faculty/Unit staff prepares and checks project budget using Rate Sheet in Proposal Preparation Package. Classify all personnel as EPA Faculty, EPA Non-faculty, SPA, or Other (Classify EPA faculty as Academic Year or Summer). Don't forget Fringe Benefits for all non-student personnel and Facilities and Administrative Costs (formerly Indirect Costs). OSP's Multi-Year Budget Worksheet, is available in the Proposal Preparation Packet or on the OSP website can be helpful. Please Note: the SOM requires the use of the budget worksheet.
- If the project involves human subjects, animals, or hazardous materials, faculty/unit staff must arrange for clearances from specific university committees (see below) before submitting the application:
- Faculty/Unit staff writes the proposal narrative and completes the sponsor's application forms.
- Faculty/Unit staff assembles application in final draft form and checks for adherence to sponsor requirements.
- Faculty/Unit staff completes university approval forms for the application and obtains needed signatures from the faculty, chair and dean. The forms, found in the Proposal Preparation Package and OSP website, are the:
- Faculty/Unit staff submits proposal and university forms to OSP to obtain institutional approval and signatures at least 5 working days prior to submission deadline. OSP reviews application and obtains institutional signatures.
- Faculty/Unit staff makes required number of copies and mails application to sponsor upon the application's return from OSP before the sponsor deadline.
- Special Cases: Multi-institutional Collaboration and Subcontracts to ECU. See the OSP Faculty Information Guide 1997-98 (currently being updated).
- Faculty/Unit staff sends copy of any official correspondence to or from the sponsor to OSP promptly. Prime Importance: Notices of award or rejection. Upon receipt, OSP will negotiate awards (for contracts, this may take time) and recommends establishment of a grant or contract account.
- Faculty may start spending money for the project upon receipt of notice of grant/contract account establishment.
- Faculty/Unit staff begin to monitor project expenses.
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