College of Liberal Arts

For Faculty and Staff

• Proposal Support
• Step by Step Checklist for Proposal Submission
• Proposal Writing Assistance
• Grants & Fellowships Deadline Calendar
Graduate Student Funding Opportunities

Step by Step Checklist for Proposal Preparation and Submission

Note: If you have questions or you would like help with any of the steps outlined below, please contact the CLA Proposal Support Team for assistance.

 

Getting Started:

 

Not sure where to look for funding?  Never submitted an extramural grant before? Both the CLA Proposal Support Team and the WSU Office of Grant and Research Development (OGRD) can help you look for funding options.

 

• In the agency or foundation guidelines (and the request for proposals if applicable) note the deadline for submission and plan your proposal preparation so that you can complete the proposal and begin to collect signatures at least one week before the submission deadline.   Note that if you plan to get external support letters you need to request them as early as possible to avoid delays in submitting your proposal.
• Check carefully to determine whether the organization pays F&A (indirect overhead costs) and document any statements about limits on such costs.  If you are uncertain about whether the organization pays indirect costs, please contact the CLA Proposal Support Team for assistance.
• For applications to federal agencies, requests for proposals and program descriptions will typically list a program officer that you can contact.  It is often very helpful help to contact the program officer with a brief description of the idea behind your proposal and get feedback about whether your idea is attractive to the agency.  For NIH proposals, for example, a program officer may suggest that you send a draft of the Specific Aims section of the grant early in your proposal preparation.
• For applications to private foundations, if you are not responding to a request for proposals, you need to do some research to decide how best to approach the funder.  Many foundations prefer to receive a letter of inquiry before you send a full proposal. Find out what the organization’s application process is.  Here, too, many program officers in private foundations will be happy to respond to queries and to help you flesh out a project worthy of submission. The CLA Proposal Support Team can help with research on foundation preferences and preparation of letters of inquiry.

 

Preparing the Proposal:

 

• Even scholars with substantial grants experience benefit from feedback on drafts of the proposal as it is developed.  Have a colleague with grant experience review drafts or contact the Proposal Support Team to obtain feedback.
• Prepare the budget and budget justification using the organization’s guidelines and the budget forms.
•  Important: You must get pre-approval for your budget in advance of submission of your final proposal.  You may obtain budget approval through Susan Cunnington (contact: Proposal Support Team)  in the CLA Dean’s Office or you may e-mail or FAX (509.335.1676) the draft budget to the OGRD Grant & Contract Coordinator in your unit or at OGRD
• Prepare other required forms such as the biosketches, “Other” support, a description of available facilities for the project, etc.  Take special note of what the agency or foundation does and does not allow in appendices. Be sure to request any necessary letters of support early in the process.

 

Preparing for Submission:

 

• For proposals to be submitted through OGRD, fill out and submit the WSU Request for Approval of Application for Extramural Support (E-REX form).  Some important issues to note as you prepare the E-REX form:
  • If cost sharing is required, do you have letters of commitment and cost sharing forms for each contributor?
  • If subcontractors are part of the project, do you have explicit agreements documented for each subcontractor?
  • If F&A costs are paid at less than federal negotiated rates do you have documentation of the funding agency's policy regarding F&A (overhead)?
  • If human subjects are involved, have you reviewed he WSU Human Subjects Policy and completed any necessary IRB application procedures? Some agencies will accept proposals with human subjects approval pending, but if you do not yet have approval, you need to check this requirement for your agency.
  • If animals are used as subjects, ethical approval must be obtained from the IACUC.
  • If security classifications, publication restrictions or publication delays are involved consult the WSU Policy on Restricted Research  

     

    E-REX Tips

  • OGRD requires a copy of the entire proposal package, not just the narrative, to be uploaded as an attachment to the E-REX. For NSF-Fastlane proposals, this means you need to attach a pdf of your entire proposal to the E-REX. For NIH or NEH proposals, you will need to attach a copy of your application package pdf.
  • If you would like help with any aspect of completing your E-REX form, please contact Susan Cunnington.

     

• At least a week before your deadline, submit your E-REX form with all required attachments. It will be automatically routed via email in the following order:

• Principal Investigator (and Co-PIs if applicable)
• Chair / Director for each department
• Dean / Branch campus Chancellor for each college/campus involved
• Each approval must be obtained before your E-REX can be forwarded to the next person. Therefore it is important to make sure that every person you need approval from is available to approve it. All approvals should be obtained at least two business days before your proposal is due at the agency.
• If hard copies need to be mailed, bring or send the appropriate number of copies to OGRD, 423 Neil Hall. If the proposal will be sent by express mail, also include a signed Request for Shipment of Merchandise Form.

Submitting Your Proposal to the Funding Agency:

 

• OGRD will review the materials, sign them on behalf of the university, attach a cover letter and transmit them to the agency.
• If the proposal is to be submitted by electronically:
• • If the electronic submission is entered into a system that has established a review process for OGRD, it will be routed to the OGRD coordinator who will review it, include an electronic e-submission transmittal letter and submit it.  The OGRD coordinator will provide proof of submission to the PI.
  • If the submission is web-based and does not provide for an Authorized Institution review process, the PI submits one hard copy to OGRD for review.  The OGRD coordinator will contact the PI to acknowledge approval and ok the submission.
  • If the submission is by email, the PI has the option to submit the proposal after it has been reviewed and approved or to have OGRD submit the proposal.

 

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