Proposal Submission Process

The University is interested in submitting funding proposals to multiple sources: foundations, state, and federal agencies. 

Some proposals require a letter of intent (LOI) prior to being allowed to apply. All LOI and pre-applications need to be submitted to Sponsored Programs for processing. We then submit to the funder for review.

If the Pre-Proposal is binding, which means the submitted financials, narrative description of scope of work, and University commitments cannot be changed when submitting the full proposal, then it will need to be processed through the SVSU Transmittal Process performed by Sponsored Programs.

Prior to writing the LOI or meeting with Sponsored Programs, arrange a meeting with your dean or supervisor to discuss the project goals. If directed otherwise, re-evaluate your project to bring it up to the recommended standards.

Sponsored Programs reviews all proposals prior to their submission to the funding agency. A completed copy of the proposal with all support documentation should be submitted to Sponsored Programs by the grant lead three weeks prior to the application submission deadline to assure that the proposal adheres to Federal regulations, University policies and procedures, and the requirements/guidelines of the funding agency. This ensures all University approvals are secured and there is time for Sponsored Programs to package and submit your application. 

Sponsored Programs routes the application for review and approvals. 

First, the proposal package transmittal is routed to the Grant Accountant and/or Controller to ensure compliance with grant guidelines and University policies. Recommended changes are provided and a signature from the grant accountant/controller is provided on the transmittal.

Once any budget changes are made by the Grant Lead for accuracy and resent to Sponsored Programs. Then the transmittal and full proposal package is routed to the Grant Lead for signature, date and acknowledgment. This indicates the Grant Lead certifies the proposal is accurate and complete, acknowledges they are not delinquent on any federal debt and are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from current transactions by a federal department or agency. It acknowledges they will abide by SVSU policies, certifications, assurances, always and regulations if the project is funded. It acknowledges the grant lead is responsible for the design, execution and management of the project.

Next, the transmittal package is routed to the Dean or Supervisor for review and signature and to verify in-kind/cash match funds and commitment of resources (as appropriate). The Dean or Supervisor also acknowledges the appropriate fund and cost center which will be used in the event there are any grant overages or ineligible expenses.

The transmittal package is routed then to VP the area of responsibility for the grant. In most cases this will mean the Provost and Vice President of Academic and Student Affairs. In other cases, it may mean the Vice President for Administration and Business Affairs. The full package is reviewed to verify in-kind/matching funds and commitment of resources (as appropriate). In the absence of the VP, or if the VP is acting in the role of Grant Lead, the President would review and sign.

The fully approved transmittal package is returned to Sponsored Programs who then submits the grant electronically or via email to the funder. Once submitted, confirmation is received and Sponsored Programs notifies the Grant lead of a successful submission

The number of copies necessary for the submission to sponsors is often noted in the sponsor’s guidelines and varies with each sponsor.  If it is not stated in the guidelines, SP will obtain that information and make the appropriate copies. SP retains a completed copy of the guidelines and the proposal electronically and in its files and provides a printed and electronic copy of the submitted proposal to the PI.

Deadline dates are strictly enforced by the sponsor and usually require that the proposal either be postmarked by the deadline date or received electronically by the deadline date.  SP will pay the fees for overnight delivery and verifies delivery by tracking the proposal. 

Nearly all sponsoring agencies require online submission of proposals/applications.

This may require the application to be created in a word document, completed by the grant lead (PI) and then routed for approvals. Once approved all content must be transferred into the online system by Sponsored Programs using a secure password and portal. Once submitted, the grant lead will be notified by Sponsored Programs. By having a single point of contact with a funder it helps ensure communication is clear and consistent with the University. 

Identical proposals may be submitted to more than one sponsor at a time provided each sponsor is advised that this has occurred.  Each sponsor will be given the name of the other recipients of the proposal and the amount of funds requested. In instances where all sponsors are given the same total project budget, it should be specified as to how much of the total budget is being requested of each individual sponsor and for what purpose those funds will be used.  Careful attention is paid to restrictions sponsors have on the submission of identical proposals to other sponsors, for example. National Institutes of Health prohibits multiple submissions.