Discuss your intentions to apply for any external grant—no matter what size—with your Dean. This alerts her of your proposed activity as well as ensures that faculty members understand the impacts or implications an external grant may have in their department or school.
Completing an Intent-to-Submit form
Once you have decided to pursue a grant, complete and sign the Intent to Submit form, obtain your Dean’s and Chair’s digital signatures, and email the form to the OSP Assistant at least two weeks before the funder’s initial deadline.
- Your Dean’s signature indicates that he or she understands and approves the financial, load and curricular implications for Seattle Pacific University. This includes any expected matching or other material contributions on behalf of the university during or after the grant period.
- If your Dean is not available to sign, you may secure the signature of your Associate Dean or have your Dean email his or her approval to the Director of the Center.
- Deans pursuing grants for their schools or specific programs are also required to submit an ITS after discussing their plans with the Provost.
- Complete Responsible Conduct in Research and/or Protecting Human Subjects training if you have not taken it within the last four years.
Letter of inquiry
Some granting agencies require submission of a Letter of Inquiry (LOI) before applying for a grant. Complete and have your Dean sign an Intent form for all LOIs. If the agency invites you to submit a full proposal, you will need to complete and have the Dean sign a second ITS for the full proposal. Please make sure that OSP has copies of all correspondence with the sponsor, including declinations or invitations to submit.
Writing the proposal
While PIs write grant proposals, OSP is available to help proof-read, examine a draft proposal from the grantor’s point of view, check for the required components of the grant, and analyze the strategic language used with each funder. OSP is also able to supply boilerplate language for certain sections.
Preparing the Budget
Familiarize yourself with the funder’s financial requirements. Most funders provide their required budget forms on their website or embedded within the application. Your department budget manager or the Finance Department can help you develop a project budget. You can find more information on creating budgets here.
Submitting the proposal
- CSFD’s Office of Sponsored Programs (OSP) approves and submits all academic grant applications.
- Finance Office must first review and approve your proposed budget before OSP submits it to the funding agency.
- AT LEAST seven business days prior to the submission deadlinesend Finance a final draft proposal –including budget and narrative. Please include OSP on all correspondence with the Finance Office.
- Forward OSP your complete application by 5 p.m. the day before the funder deadline.
- OSP will arrange to obtain signatures from the President, Provost, or VP Budget & Finance if these are required by the granting agent.
- The Director of CSFD has University delegated signing authority and will approve and submit your application.
- OSP will email you after submitting your application and put a copy of the entire submission into your CSFD Sharepoint file.
- Increasing federal regulation, auditing practices, and legal developments have necessitated a number of compliance policies. The Intent to Submit form includes most necessary assurances. The form, signed by both the PI and his or her Dean, is kept in your grant file. OSP will inform you of any additional compliance forms required for your grant application.
- All applications require the following assurances:
a.Conflict of Interest Statement
b. Responsible Conduct of Research (Misconduct in Research and Creative Activity Policy)
c. Workplace Policy
- Additional assurances might include the following:
a. Institutional Review Board Approval
b. Intellectual Property Rights
c. Animal Care and Use Committee Approval
d. NIH/Institutional Compliance Requirements e. Import/Export Statement
f. Ethics Training Compliance
All required compliance assurances must be turned in to OSP before your application may be submitted.