Develop a Proposal

SP will assist you in filling out the required forms with institutional information, i.e. Federal ID number, Congressional district, etc.  In the absence of an official sponsor cover page, SP has templates for cover letters using electronic SVSU letterhead. Common information that is included:  title of the project; brief summary of the project; amount requested; address, phone number, and email of PI; signature block for PI; signature block for the Authorized Representative (University President); and address, phone number, and email of Director of SP.

Sponsors often request a summary or abstract of the overall proposed project. Follow sponsor guidelines regarding the length and content of this abstract. In the absence of specific guidelines or forms, it is often useful to limit the abstract to one single-spaced page summarizing the project purpose, methodology, costs, timetable, your name, institution, and the title of the project on the abstract page.  Adhere to the four Cs of a well-written proposal:  Clear; Concise; Complete; Correct.  Jargon or language specific to a field should be avoided, and all acronyms defined. 

The introduction answers the questions of why you are applying, what you are asking for, and who you are as principal investigator. In writing the introduction, try to show how your project interests align with the interests of the sponsor and why you are qualified to carry out the work.  Read the sponsor guidelines and follow the directions to explain your project.

Institutional Overview and University descriptions are available from Sponsored Programs. This boilerplate provides a brief history of the University, mission, vision, as well as a description of its major facilities and resources, current student profile, and current faculty profile. Sponsored Programs updates these yearly for the University and the colleges.

Some sponsors require/prefer to see a short section describing the background of the issue to be studied as well as a clear statement on why the scope of the research will make a significant contribution to the field. This may not be required by all sponsors, but it does help justify sponsor funding decisions.

Goals and objectives are not the same and should be dealt with separately.  The goal of your project is what you hope to accomplish because of the entire project – If you were wildly successful, what would that look like? Your objectives are statements of precise outcomes that should be specific, measurable, and time defined.

This section of the proposal answers three important questions: (1) when you are going to do the project, (2) where the project will be performed, and (3) how you will accomplish each aspect of the work. The plan or methods section will be the longest section of the technical narrative and will present a description of the work to be done in accomplishing the project objectives. It should account for all activities and individuals involved in the project. This section of the proposal often includes a time chart/flow chart showing the order of activities to take place.

Timeline for implantation is critical to successful completion of the project by the grant end date. Ensure your project purchase and approval activities align with the grant timeline.  If your project includes technology, leave 6-8 weeks of time to secure needed IT and ADA software/hardware approvals prior to purchase. If your project includes research, do not forget to include IRB or IACUC approvals in your timeline and design.

Many grant funders do not provide extensions to a grant and require all activities to conclude in a timely manner. Improper planning results in an incomplete project, funds being returned and dissatisfied funders. 

As evaluation methodologies have become more sophisticated, sponsors recognize that an evaluation leads to more effective project operations and outcomes. A strong project evaluation plan lets the sponsor know that you take your program objectives seriously, are interested in knowing how well you have achieved them and have a means for disseminating your results to others. A successful evaluation plan is formulated as the proposed project is designed and has built-in mechanisms for recording information during the life of the project.  Sponsored Programs can assist in the development of SMART goals and suggest evaluation methods.

In writing the proposal, you should also show that you are familiar with the literature on the subject you are investigating. Follow the sponsor guidelines in providing a bibliography or works cited page of materials relevant to the proposal you are submitting. Also, check to see if the bibliography is part of the overall page limitations or in addition to those page limits.

Include a CV for yourself and all key members of the proposed project following sponsor guidelines for format and length. A curriculum vitae (CV) is a comprehensive record of your academic and professional work. Sometimes the RFP limits the number of pages allowed.  Follow the directions.

For faculty, it should clearly document teaching, research, service, awards and presentations in a structured, easy-to-scan format.

If your proposal includes research using human or animal subjects, the proposal should specifically state procedures to be followed in the use of human or animal subjects in the project. Adherence to Federal regulations is required by SVSU and its employees. Projects that involve the use of human or animal subjects must be reviewed and approved by the IRB or IACUC once funded.  Read the grant guidelines, as some grants require you to submit evidence of submission and approval to be considered for funding. Include review/approval in your timeline of design. 

Clearly label supportive information that relates directly to the proposed project. The use of appendices and any restrictions on number of pages in proposals is specifically limited by most sponsors. For this reason, consult the sponsor’s proposal preparation guidelines and note whether or not the page limitation on the overall proposal length also includes the pages in the appendices.

Many sponsors request applicants to supply information on active pending support, or past support provided to the institution.

Sponsored Programs can assist in compiling this list. This is particularly important on Federal programs where possible sources of support may come from different funding agencies. Private foundations often want to see where an applicant has submitted an application for support.

Facilities and Equipment

Information pertaining to resources available to the PI for the conduct of the project should be described in detail.  Examples of such resources include lab space, equipment, library resources, and University computer system. It is important to note on the application if these resources exist or are new and how they will be secured.

Information and Technology Support

If your project uses technology, you must reach out to IT prior to the development of your proposal to ensure you can move forward with the implementation as planned. They have critical information related to what can be approved and used at the University, limitations of the software, access to the network, and additional information which may significantly affect your timeline or ability to deliver the program as envisioned.

Any proposal project which includes the purchase/use of software must have a VPAT (Voluntary Product Accessibility Template) prior to purchase. This helps ensure that the software can be used by individuals with disabilities.  If the hardware/software purchase includes sharing of data, it must have a HECVAT (Higher Education Community Vendor Assessment Toolkit) prior to purchase. HECVAT ensures any software or service purchased comply with university security policies and regulations.

It is the grant leads responsibility to secure these approvals. Leave 6-8 weeks of time to secure needed IT and ADA software/hardware approvals prior to purchase. Securing these needed items reduces risk for the University and ensures we are following ADA rules. It is also required to upload these documents in Workday when purchased. VPAT contact is Shawn Wilson, swilson@svsu.edu. HECVAT contact is Dennis Hughes, drhughes@svsu.edu

All sponsored project proposals with a significant information and technology component are to be reviewed by Information Technology Services (ITS) early in the proposal preparation process.  “Significant information technology components” are defined as computing hardware, software, and services that require ITS technical support services, connection to the network, or the purchase of nonstandard hardware or software. This review ensures that proper technical support will be planned and provided and enables ITS to assist faculty and staff in:

• identifying ways in which technology can further research aims;
• ensuring that proposed computing uses take advantage of state-of-the-art technology;
• ensuring that the costs of significant information technology components are identified and accurately estimated;
• determining any permanent funding that may be required from University sources to support significant information technology components following the end of the sponsored project funding period; and
• identifying any acquisition and/or ongoing expenses, including those related to moving, storage, space requirements, and other special conditions associated with the significant information technology components of gifts obtained by private sources in support of SVSU.

Information pertaining to resources available to the PI for the conduct of the project should be described in detail.  Examples of such resources include: lab space, equipment, library resources, and University computer system.

All sponsored project proposals with a significant information and technology component are to be reviewed by Information Technology Services (ITS) early in the proposal preparation process.  “Significant information technology components” are defined as computing hardware, software, and services that require ITS technical support services, connection to the network, or the purchase of nonstandard hardware or software. This review ensures that proper technical support will be planned and provided and enables ITS to assist faculty and staff in:

• identifying ways in which technology can further research aims;
• ensuring that proposed computing uses take advantage of state-of-the-art technology;
• ensuring that the costs of significant information technology components are identified and accurately estimated;
• determining any permanent funding that may be required from University sources to support significant information technology components following the end of the sponsored project funding period; and
• identifying any acquisition and/or ongoing expenses, including those related to moving, storage, space requirements, and other special conditions associated with the significant information technology components of gifts obtained by private sources in support of SVSU.