Grant Proposal Process


Getting Started

When the Principal Investigator/Project Director (PI/PD) makes the decision to submit a proposal for external funding with Wright State University serving as the lead institution, or agrees to serve as a subaward/subcontractor PI/PD on another organization’s proposal, s/he is strongly encouraged to provide notice of intent (by email or phone call) to the assigned RSP Pre Award Administrator. Advance notice of impending submission will allow the Pre Award Administrator to prepare in a timely manner for all submission requirements within the larger timeframe of RSP’s internal deadlines for routing and proposal submission.

Once informed, the Pre Award Administrator will request the completion of a series of Setup Questions (PDF), providing the requisite data for the initiation of a proposal package within the RSP Gateway.

At the same time, the PI/PD should also inform her/his chair or supervisor, dean or director, of the submission and discuss project needs such as space requirements, course release, and any cost share needs. This conversation should include details related to the submission timeline in order to resolve potential delays of the internal routing process.


Roles and Responsibilities of The PI/PD and Pre Award Administrator, as a Team

Overall, both the PI/PD and the Pre Award Administrator should become familiar with the comprehensive proposal requirements of the selected funding opportunity. In some cases, the sponsor issues both an announcement of funding and as well maintains a general guide to proposal development, both containing required elements for proposal completion and submission.

The following table outlines the general responsibilities for each the PI/PD and Pre Award Administrator during the proposal development/submission effort:

Need

PI/PD

Pre Award Administrator

Budget: Direct Costs

Provide budget request/cost share information (person-nel time/effort, equipment and travel quotes, subaward budgets, and non-personnel items) to Pre Award Administrator; should be finalized at least 5 business days ahead of the proposal deadline.

Will draft request/cost share budgets for PI/PD review/revision/approval; attach final budget to the RSP Gateway for internal routing approval.

Budget: Indirect costs/F&A

Determine project type (research, non-research, instruction) and where the majority (>51%) of the project work will take place (off-campus, on-campus); provide sponsor citations for any imposed limits to indirect costs/F&A.

Apply appropriate indirect cost/F&A rate based in information provided by PI/PD; seek any needed clarification from sponsor regarding any imposed limits to indirect costs/F&A.

Budget Justification/ Narrative

Create budget narrative based on finalized budget.

If the proposal is compliant with RSP internal deadlines, review narrative for completeness and accuracy.

Proposal Narrative

Craft all content as outlined in sponsor guidelines using all requisite format/ content directives.

If the proposal is compliant with RSP internal deadlines, the Pre Award Administrator will review to confirm the presence of all requisite narrative items.

Forms, Certifications, Assurances

Provide all project-related data points to Pre Award Administrator (project title, project dates, inclusion of human or animal research subjects, etc)

Will complete sponsor-required forms upon retrieval of PI/PD-provided information.

Letters of Intent (to submit a proposal)

Unless the sponsor requires RSP’s participation in the submission of a LOI, the PI/PD can directly submit the LOI.

If sponsor requires LOI to be submitted by an authorized institution official, the Pre Award Administrator will obtain appropriate signature for letter.

Letters of Intent to Participate (as subaward/subcontract)

Request RSP to create a Letter of Intent to Participate; provide required information to RSP for the letter (Statement of Work, detailed budget and budget justification).

Letters of Intent to Participate require the signature of the Authorized Institutional Official, which is Ellen Reinsch Friese. RSP will complete the letter, secure the signature, and route internally for approvals as a proposal for external funding, subject to RSP’s internal deadlines.

Letters of Support (as proposal attachments)

Obtain all required letters of support from internal and external sources

If proposal requires a boilerplate letter signed by the University’s Authorized Institutional Official, the Pre Award Administrator will complete.

Proposal Attachments

In general, most project-related attachments will be PI/PD-created or compiled.

The PI/PD is responsible for uploading all attachments in the RSP Gateway or other electronic portals. The Pre Award Administrator will confirm absence/existence of attachments during the submission effort and provide assistance as appropriate to confirm conformity of attachments with sponsor guidelines.

Proposal Submission

  • If the proposal is submitted system-to-system through Grants.gov to the sponsor, or through another portal requiring the participation of RSP (i.e. NSF FastLane) the Pre Award Administrator is responsible for submission, upon the notification of readiness by the PI/PD.
  • If the proposal is submitted electronically through a portal profile created by the PI/PD, s/he is responsible for submitting the proposal once the internal routing process is complete, and providing a final copy to RSP for archive purposes.
  • Email submissions: the PI/PD can submit, or request submission by RSP, when the internal routing process is complete; if the PI/PD determines to submit, s/he will confirm their intent to submit in writing (email) to RSP, and copy the Pre Award Administrator on the submission email to the sponsor.
  • Paper submissions: the PI/PD can submit, or request submission by RSP, when the internal routing process is complete; RSP will make all required proposal copies upon request and ship via postal mail or express carrier as needed.

Compliance Resources


Narrative Development

The Principal Investigator/Project Director (PI/PD) is responsible for the development of the proposal narrative according to the sponsor’s page limit and formatting instructions. A rough draft of the narrative or a summary/abstract is required for the internal routing. The PI/PD may continue to work on the narrative while the proposal is routing. The final version should be ready for submission along with the rest of the proposal two business days before the proposal deadline.

Grantwriting Assistance

Hanover Research

Hanover Research is a consulting firm that provides comprehensive, customized services to Wright State faculty and staff. If you are interested in requesting their assistance for a proposal submission, please email Ellen Friese, Associate Vice President for Research at ellen.friese@wright.edu with the following information:

  • Name of the funding agency
  • Funding mechanism; e.g., grant, contract, subaward, etc.
  • A link to the funding agency's solicitation or request for proposal
  • Deadline for submission
  • Approximate amount of the budget request (broken down by direct and Facilities & Administrative [indirect] costs)
  • Any cost share requirements
  • Tentative title and scope of the proposal
  • Key personnel (names and departments)

Hanover Webinars on RSP Website

Other Agency Resources