Proposal & Awards Process

The Proposal and Award Process

Plan Early

  • Allow plenty of time to plan your project and identify potential funding sources
  • In addition to the time it takes to prepare a proposal, some sponsors have annual deadlines, so it is important to plan well in advance of the need for funds

Getting Started

  • Talk to colleagues and the Office of Research and Sponsored Programs (ORSP) about your project ideas
  • Contact ORSP to help identify potential funding opportunities
  • Conduct your own funding searches on grants.gov, sign up for Grants Resource Center (GRC) funding alerts (we subscribe!), or look directly at agency or foundation websites

Developing the Proposal

  • Once a funding source has been identified, carefully review the grant/application guidelines and other relevant sponsor information
  • Note the deadline for proposal submission, including the date and time, as well as the method for applying (online, email, hard copy, etc.)
  • Inform ORSP of your plans to submit a proposal and work with the staff to prepare your proposal and route it for the necessary university approvals
  • Work with ORSP to develop a detailed budget that meets your project needs, including types of salary requested (summer, overload, salary reimbursement, etc.)
  • Discuss the budget with your chair and dean, or other supervisor
  • If the project involves the use of human or animal subjects, contact the Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) chair before proposal submission. Note that some agencies require approval prior to proposal submission, while others allow for approval to be obtained prior to issuing an award or spending funds
  • Allow time for colleagues and ORSP staff to review your proposal for technical content, clarity, grammar and compliance with sponsor and University guidelines

University Approvals, Signatures and Proposal Submission

  • Complete the PI or co-PI Certification Form and ensure that ORSP has all necessary proposal documents to enter into Cayuse for institutional approvals and/or submission to the sponsor
  • ORSP will submit the proposal, unless otherwise required by the sponsor, once all internal approvals have been given

Award Setup and Compliance

  • If the sponsor requests a revised budget, work with ORSP to prepare one and to adjust the scope of work as needed.  Institutional approvals will likely also be needed for the revised budget
  • If the award documents are sent to the PI, forward them to ORSP. ORSP will prepare the necessary documents, obtain any needed signatures, and forward the award information to the grant accountant in Accounting Services (Controller’s Office) for award setup
  • PIs and co-PIs must follow all University, sponsor and other required policies and procedures, including, but not limited to, purchasing, prior approvals, conflict of interest reporting, etc.
  • The PI is responsible for the timely preparation and submission of technical reports. ORSP is available to assist with the process.  In some instances, technical reports are to be submitted with the financial reports, which are prepared by grant accountants in Accounting Services and signed by the Controller; in those instances, the PI will work with his/her grant accountant to ensure timely submission.  Failure to submit required reports can delay or jeopardize future funding.
  • The PI is responsible for reviewing the status of the project budget and informing the grant accountant of any errors or concerns

Contact

573.651.2018
jlott@semo.edu
920 Broadway, Room 104
Office of Research and Sponsored Programs
One University Plaza, MS 0125
Cape Girardeau, Missouri 63701