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The Proposal Development Process:

Roles and Responsibilities

This table outlines the responsibilities of the Principal Investigator/Project Director (PI) and those of the Office of Sponsored Programs (OSP). Links in the table take you to detailed instructions.

Activity

PI

OSP

1.
Find funding opportunities
*

*

2.
Talk to program officer
*

3.
Draft proposal/collect supporting documentation
*

4.
Complete routing sheet signatures 1-5
*

5.
Complete routing sheet signatures 6-7

*

6.
Submit proposal

*

7.
Negotiate award

*

8.
Obtain authorized institutional signature on award

*

A) Identify a funding opportunity

1. The OSP routinely sends grant opportunities to individuals, departments, and colleges. If you see one that interests you, just email or call to start the process.

2. Use the GrantSearch tool available through KSU’s subscription to AASCU’s Grants Resource Center to learn more about upcoming deadlines for funding opportunities: http://www.aascu.org/grc/. (Call the OSP at X6046 if the system prompts you for a login and password.)

3. Search OSP Funding Sources.

4. Submit your research interests to the OSP by completing the faculty funding profile so that we can better tailor our emails to your project interests.

5. Call or email to set up an appointment to come in and tell us about your project ideas. We will make recommendations and conduct searches for you.

B) Communicate your intent to apply

1. Talk with your chair and dean. You will need their approval to apply.

You will need their signatures on your internal routing form. You need to know when they are available to review and sign and how much time they will need.

Discuss your budget with them, especially issues such as course reassignment time, indirect costs, and cost sharing. If you haven’t prepared a grant budget before, ask the OSP for help. A spreadsheet for budget calculations is located on the forms page of the OSP website.

Find out what parts of the application package your chair and dean expect to review. In some cases, they may need just the abstract and budget; in other cases, they may need to see the complete package.

2. Notify the OSP.

Complete the Notice of Intent to Apply for a Grant.

You will need the OSP to review your budget and request the signature from Business and Finance. You must request this 5 days in advance of the sponsor’s deadline.

You will need the OSP to submit the final application package.

3. Communicate appropriately with the sponsor.

In most cases, you should have a talk with the program officer to let them know you plan to apply and to get guidance.

Sometimes a formal letter of intent is required. The OSP will help you with this.

Draft proposals should be reviewed by OSP prior to submission to the funder.

C) Coordinate your submission with the OSP

1. Set up a meeting with the OSP to go over the guidelines, to set up a timeline for finishing all the required pieces, to plan for technical support, and to get your budget reviewed.

2. Determine how much support you will need to assemble your application package. Those who are new to the process typically need editing support, help with budget development, and some informal training on how to use the sponsor’s proposal submission system.

3. Be aware that there is more to an application package than the project narrative. Letters of support and other appendices take time to assemble. The OSP can help you with these, given an appropriate timeline.

4. If the application package is paper, the OSP will mail the package, make copies of the final version, and track the UPS shipment for you.

5. If the application package is electronic (e.g., FastLane or Grants.gov), OSP will provide technical support (including uploading documents, if necessary) and take care of the electronic signature. Plan to be available on submission day to answer last minute questions, especially for electronic submissions. Occasionally questions arise that are not covered in the application guidelines. To review the electronic system to be used for your proposal, go to http://www.kennesaw.edu/osp/Electronic_Systems.htm.

D) Follow up

1. Contact the OSP when you receive notice of an award or a decline. Sometimes we hear first and sometimes you do, depending on the sponsor.

2. Contracts for all awards are negotiated through the OSP. KSU is the applicant, not the PI.

3. OSP will obtain the signature of the authorized organizational representative on all awards. Faculty members cannot sign contracts.

4. If your application is declined, contact the sponsor and find out if reviewers’ comments are available. Forward a copy of your reviews to the OSP for your project folder. Schedule an appointment with the OSP to talk about your resubmission strategy.

In most cases, a declined proposal is not a failure; it is just a normal step in the process of seeking external funding. Expect to submit a major proposal two or three times. Positive reviewers’ comments and recommendations for strengthening your proposal are evidence that you are moving in the right direction.


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Proposal Preparation & Processing

Activity		PI	OSP
1.	Find funding opportunities	*	*
2.	Talk to program officer	*
3.	Draft proposal/collect supporting documentation	*
4.	Complete routing sheet signatures 1-5	*
5.	Complete routing sheet signatures 6-7		*
6.	Submit proposal		*
7.	Negotiate award		*
8.	Obtain authorized institutional signature on award		*