Checklist for Proposal Development and Submission

This checklist is broken into the following sections:
Development | Submission | Follow Up

PROPOSAL DEVELOPMENT

Tentatively define your project idea.

Meet with GA/RSO to discuss your ideas and possible funding sources.

Identify potential sponsors and obtain the guidelines. Contact GA/RSO for most current funding information. GA/RSO will obtain the program guidelines, contact information, model applications (if available), sponsor information (who's been funded, where is the funding going, etc.)

Read the sponsor's guidelines, annual reports, and web pages very carefully - then read'em again! Look at the priorities of the funding source to make sure that the sponsor is a good match.

Develop a 3-5 page concept paper (if there is time).

Contact the sponsor Program Officer (well before the deadline!!!). See if they will look at your concept paper. Ask questions.

Develop a timeline to meet sponsor deadline.

Internal approval process:

Project Summary Sheet

Sign-Offs (GA/RSO, Deans, Vice President of Academic Affairs, Vice President of Administration)

Human Subjects: Are human subjects involved? See Campus Policies

Subcontracts - develop scope of work and budget; check with GA/RSO for subcontract agreement information, boilerplate and consultant regulations.

Collaborations - letters of support

Disclosure - Do you earn over $58,197? Is the sponsor DOE, NSF or NIH? You may be required to file SUNY Academic Filers Disclosure Form

Certifications - Contact the GA/RSO to get the Certifications required signed by the President.

Develop Budget - submit a draft budget to GA/RSO at least 15 days prior to proposal mailing deadline to insure the budget is in compliance with appropriate regulations and policies. For assistance with budget preparation, please make an appointment as early as possible in the application process. You may use our Budget Development and Sample Budget Worksheet.

Develop the proposal narrative

Follow the sponsor guidelines. If the sponsor does not provide specific guidelines on the proposal narrative see the Components of a Proposal section.

Insure that the narrative and the budget agree.

Obtain peer review (if you have time, but this is ALWAYS a good idea!). Prepare the 1st draft , solicit peers to review draft for clarity, appropriateness of methodology and data analysis as well as for quality of technical writing. The GA/RSO can also provide technical reading for you.

Refine and finalize the draft.

Submit reviewed budget, required application forms and proposal narrative to GA/RSO at least 5 days prior to proposal mailing deadline.

Submit proposal and Project Summary Form to GA/RSO for final processing and approval at least 4 days prior to proposal mailing deadline. GA/RSO will obtain the signatures.

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SUBMISSION

It is the responsibility of the researcher/program director to thoroughly check the final copy of the grant prior to copying. GA/RSO will make the necessary copies and check the format of the proposal based on sponsor guidelines and specifications. GA/RSO will package the proposal and pay for mailing costs. If a proposal requires proof of postmark, the GA/RSO will take the proposal to a US Post Office.

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FOLLOW UP

If the opportunity arises, GA/RSO will help you negotiate the award.

If an award is made for the full amount, no further institutional signatures are required. Contact GA/RSO to coordinate Pre-award to Post-award transition.

If an award is made for a different amount, a revised budget document must be prepared and the necessary signatures must be obtained.

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