Grant Application Policies and Procedures

The staff has a preference for early contact when a proposal is in the works, but can and does respond quickly to very short deadlines and faulty time management. The GA/RSO will assist in:

identifying funding sources/sponsors;
obtaining and interpreting funding source/sponsor guidelines and requirements for proposals;
budget development, assuring compliance with sponsor and university policies;
approvals for university commitments;
processing of the proposal administrative channels.

Once the proposal is written, the Grants Administration/Research Services Office (GA/RSO) will provide typing/word processing services. Budgets, whether done by the Principal Investigator/Project Director or in conjunction with the Director of GA/RSO are reviewed for compliance with RF/SUNY policies and procedures. The routing sheet for administrative approvals is prepared and approvals sought. No application may be submitted to a sponsor without having first obtained local approvals.

After the final copy is ready, a "PN" number (a number by which the proposal and ensuing grant is tracked through the Research Foundation system and office files) is obtained from the Research Foundation. The requisite number of copies are made and checked for completeness. The PI/PD is asked to do a final check of the proposal and copies prior to packaging for submission for the grant source. Proposals are always sent Certified Mail, return receipt requested, and in exceptional cases, can be sent Overnight Mail or Federal Express. Copies of the proposal are kept in the Grants Administration/Research Services Office pending files until notification (one way or the other).

All individuals who plan to submit a proposal should contact the office at least 5 working days prior to the proposal deadline. If the Grants Administration/Research Services Office is to type or word process the application, the draft of the proposal must be in the office at least 7 working days prior to the proposal deadline. The GA/RSO is not responsible for late submission of proposals due to lack of planning and/or timely notification and processing of a proposal on the part of the applicant.