Grant Application—Checklist of Important Steps
Guidelines
Each sponsor has different guidelines for preparation and submission of an application, but there are some general steps that most sponsors require:
- Identify extramural funding source
- Obtain program annoucement
- Review program guidelines
- Note submission deadline
- Review forms and content specifications, selection criteria, and method of submission (electronic or paper)
Contact
Contact your Sponsored Programs office well in advance of submission deadline to:
- Review program guidelines
- Develop a timeline to complete application
- Review administrative information and budgetary items
Evaluate Research Components
If your research involves the use of Human and/or Animal subjects or the use of biohazard or radioactive materials, you must contact the Office of Research Compliance.
Check sponsor guidelines to ensure that all necessary actions are taken.
NOTE—
Some sponsors require IRB and other approvals prior to proposal submission, while others allow applications that are pending approval. Review the guidelines carefully!
Budget Development
- Develop an "Internal" or "Working" Budget. Most sponsors require the use of specific budget forms; an internal document will allow you to perfect the numbers before completion of the application form.
- Make sure all costs are appropriate to the program
- Check all rates
- Bring draft budget to Sponsored Programs office for review.
Collaborating with another institution
(If applicable)
The following materials must be obtained from the collaborating institution:
- Letter of Commitment
- Scope of Work
- Budget
- Rate Agreement
Prepare Internal Documents —
College Face Sheet and Conflict of Interest Forms
- Get review approval and signature by the PI, Co-PI's (at Upstate), & the Chair of the Department.
- Submit completed forms to the Sponsored Programs Office PRIOR to proposal submission.
Finalizing the Application Package
NOTE—
Restrictions on the number of pages, font size, margin size, and all of the required formatting/forms ARE taken seriously. If these specifications are not adhered to, the proposal can be returned without review.
- Follow the guidelines as indicated in the Program Annoucement.
- Work closely with the Sponsored Programs office to complete all necessary forms.
- Obtain all required signatures on the application and CFS.
- Make the required number of copies
- Deliver the submission package to the Sponsored Programs office for final review and mailing.
Special Instructions for Electronic Submissions
To ensure timely submission, please supply the Sponsored Programs office with your application package THREE-BUSINESS DAYS PRIOR TO DEADLINE.
NOTE—
Sponsored Programs cannot guarantee on-time electronic delivery, if the application package is received later than three days before the deadline
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