Proposal Submission Process

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

Preparing Proposal

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.

University Review and Approval

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. 

Signatures and Authorizations

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.

Electronic Submission

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.