Step 1 | Step 2 | Step 3 | Step 4 | Step 5 | Step 6 | Step 7

 

 

 

Step 1: Develop the Project Idea (Back to Top)

• Review literature
  
• Relate idea to purpose
  
• Consult with other experts
  
• Make initial contacts with potential external partners/collaborators
  
• Hold preliminary discussions with the departmental head, dean and the OSP
  

 

Services of the OSP

• Analyze federal, state and private agency programs using SPIN, COS and other sources of information on available funding
  
• Analyze and track legislation
  
• Identify alternative sources of funding
  
• Prepare timeline for completion of local tasks

Step 2: Preproposal Activities Begin (Back to Top)

• Determine potential sponsors to be approached
  
• Determine personnel (WKU and non-WKU needed)
  
• Determine percent of time, salaries, wages and fringe for personnel
  
• Determine matching requirements and in-kind contributions (if applicable)
  
• Obtain estimates for costs of unusual items (e.g., equipment)
  
• Prepare brief, informal proposal with a draft budget
  
• Determine the Project Director/Principal Investigator
  
• Apply for human subjects/animal subjects compliance assurances

Services of the OSP

• Assist in selecting potential sources
  
• Obtain proposal guidelines
  
• Facilitate contacts at the sponsoring agency
  
• Explain policies for human subjects/animal subjects
  
• Obtain salary figures nd correct estimates of in-kind matches
  
• Assist in clarifying proposal requirements

Step 3: Plan and Develop the Proposal Narrative and Budget Outline (Back to Top)

• Develop preparation schedule to meet deadline
  
• Coordinate on-campus requirements
  
• Discuss project with off-campus partners and define the role of each partner

Services of the OSP

• Review proposal narrative upon request
  
• Assist with project cost analysis
  
• Provide data about fringe benefits, salaries, facilities costs for matching, etc.
  
• Confirm matching approvals and account numbers

Step 4: Prepare Draft of Formal Proposal (Back to Top)

• Discuss proposal with the Office of Sponsored Programs
  
• Prepare forms for University sign-off on proposal and initiate routing
  
• Obtain letters of cooperation from external partners
  
• Request review of the proposal and budget by the department head and dean

Services of the OSP

• Analyze proposal format and text
  
• Provide technical assistance as appropriate
  
• Prepare budget and obtain compliance certifications
  
• Review the sign-off sheet

Step 5: Transmit Proposal for Required Signatures (Back to Top)

• Deliver completed proposal and one complete copy of all materials to be submitted to the Office of Sponsored
• Programs, after obtaining signatures of the department head and dean at least 5 days before the agency deadline

Services of the OSP

• Obtain approval of proposal from Director, Office of Sponsored Programs
  
• Confirm how many copies are to be submitted to the agency and who will do final copying and mailing

Step 6: Transmit Proposal to Potential Sponsor (Back to Top)

• Prepare a letter of transmittal or additional technical/special information

Services of the OSP

• If requested, prepare proposal package
  
• If requested, transmit proposal to the agency

Step 7: Negotiations with the Agency (Back to Top)

• Be available for discussion on technical, programmatic and financial aspects of the proposal

Services of the OSP

• Prepare and obtain approval of the negotiated budget
  
• Negotiate the budget with the agency
  
• Submit negotiated budget and program narrative
  
• Determine status of the pending proposal, if necessary
  
• Conduct other appropriate follow-ups