Proposal Resources & Guides

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.

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. 

How was the need identified?

What data evidence exists to support the need? Have you identified your sources?

What population is affected by the problem?

Can you quantify the number of people who will benefit?

What is the geographic location of the need?

What are the benefits if the need is met?

Are there funders who exist who want to eliminate this specific need?

How will the program or project be sustained, if required?

What are other people doing about this problem or issue?

Is your proposed idea a duplication of service or in what ways is it unique?

Is there opportunity for collaboration which will strengthen your proposal?

What gaps exist that need to be addressed?

What is the next step in solving this problem?

Are the approach and methods feasible?

Does the PI and staff possess the appropriate training and expertise?

Are the facilities and resources adequate?

Are matching funds required? 

Will your Dean or Director provide match funds support?

Is the match funding in-kind or cash required?

Does it address SVSU strategic goals?

Does the grant lead have the support of the Dean?

Is the grant lead able to perform all duties during the grant cycle and fulfill close-out reporting duties upon conclusion?

Funding agencies have varying requirements for making initial contacts regarding funding of sponsored projects. These guidelines frequently specify the exact requirements regarding the appropriate means of initial contact (i.e. email, telephone, or pre-proposal).

Once these guidelines are understood, faculty should feel free to contact funding officers directly to discuss the scope of individual projects to ask potential sponsors the kinds of questions that will assist them in submitting a competitive proposal.

The sponsors’ officers can offer valuable guidance and assistance to the faculty member in preparing the proposal according to the requirements of their organizations. (add space between these sentences)

Before contacting corporations or private foundations, faculty are encouraged to contact Sponsored Programs (link to sponsoredprograms@svsu.edu email). We work closely with the SVSU Foundation to determine if we can pursue funding based on institutional priorities and current grant application submissions. Our goal is to strategically ask for support and not submit competing applications.

Once a funding source is identified, Faculty or staff can secure the application guidelines and should notify Sponsored Programs of your intent to apply.

Notifying Sponsored Programs, allows us to help support you in the application process. We can provide institutional information, review guidelines for qualification and will be providing you a Budget excel document which needs to be completed with your application.

This document is critical for the review and approval process at SVSU.

After securing the guidelines, follow application guidelines in preparing the proposal.

Guidelines include important details such as submission deadlines, formatting, and certifications necessary prior to submission.

Sponsored Programs will secure needed authorized official signatures for submission when the application is routed for approval. The only Authorizing Official at SVSU is the President, Provost, or the Executive Vice President for Administration & Business Affairs.  

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.

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.

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.

Salaries and Wages: The time and effort of all personnel should be included in your budget. Proposed salaries must be in accordance with University rates and expressed in terms of percentage of effort or hourly rate. For faculty, that institutional base salary rate is the amount approved for the eight-month academic year per the Faculty Contract. SP will assist you in determining faculty release time during the AY and supplemental summer salary.

Fringe Benefits include such items as health insurance, retirement benefits, life insurance, disability and social security. The current rate is 39% of base salary is an average used to estimate fringe benefits costs.  Actual costs could vary depending on the actual benefits selected by the employee.

Consultants provide technical expertise for a limited duration necessary for the conduct of the sponsored project. Consultants are temporary arrangements with external companies or individuals. Consult SP for guidance on the use of consultants, approved contractual rates, and contract templates to use.

Equipment critical to carrying out the project must be included in the budget with a catalog price or quote of each item listed. Equipment is defined as an item costing more than $5,000 and having a useful life of one year or more. 

Materials and Supplies are defined as expendable items less than $5,000/item. Each item should be listed and carefully justified in terms of need to support goal/objectives.

Travel costs include meals, lodging, airfare, and ground transportation. See the SVSU Operations Manual for reimbursement guidelines.

Subcontract agreement between SVSU and an external organization is appropriate when a significant portion of the research/project will be performed at another institution. Contact SP for guidance in including subcontract costs in proposed budgets and assessing for risk and monitoring responsibilities as required by 2CFR 200.

Other: Additional items may include but are not limited to: publication costs, equipment maintenance, human subject fees, postage, and material reproduction, evaluation.

Indirect costs charged to grants and contracts are applied in accordance with the federal cost principles outlined in 2 CFR 200 Uniform Guidance. These costs represent administrative and operational expenses necessary to support program activities but that cannot be directly assigned to a specific project, including functions such as financial management, compliance oversight, information technology, and facilities support. 

When permitted by sponsor guidelines, Saginaw Valley State University applies its federally negotiated indirect cost rate of 45.5%. If a sponsoring agency establishes a lower maximum allowable indirect rate or restricts indirect costs, SVSU will apply the maximum allowable rate in accordance with the sponsor’s guidelines and federal regulations. Unless otherwise specified by the funding agency, the indirect cost rate is applied to wages and fringe benefits for SVSU employees working on the grant and is required to be included in the approved project budget. Exceptions to this may be sought in advance of developing the grant application by providing a written rational to the Director of Sponsored Programs with review and approval provided by the Provost.

 Indirect Cost Recovery Distribution 

Indirect revenue is reviewed annually and allocated to support Academic Affairs, including the Provost and each Dean, in accordance with established revenue analysis procedures. 

The campus indirect cost revenue budget is calculated using a three-year average of the most recent fiscal years and is combined with the anticipated Charter Collaborative contribution to campus overhead. The resulting total is incorporated into the general fund budget prepared annually by the VP of Finance and Business Administration and approved by the Board of Control.

Cost Sharing/Matching Funds:

Some grants require cost sharing/matching funds. If this occurs, the grant lead is responsible for having discussions and gain support for the share/match. Contributions of University resources may come from in-kind (non-cash) or cash contributions and must be approved by the appropriate Dean and Vice President.

It is the University’s practice not to propose/offer cost-sharing unless the sponsor requires it and further, not to cost-share more than the sponsor’s stated requirements. For this reason, Sponsored Programs will obtain written authorization and the University account number to be charged for cost sharing before submitting a proposal.

“Matching” is generally used to refer to a statutorily specified percentage of program or project costs that must be contributed by a grantee to be eligible for Federal funding.  This requirement may either be stated as a specified or minimum non-Federal percentage of total allowable costs or a maximum Federal percentage of participation in such costs.

“Cost Sharing” is used to refer to any situation in which the grantee shares in the costs of a project other than as statutorily required “matching.”  Both require non-Federal participation in the costs of grant supported activities.  Specific program legislation may require grantees to share in the cost of the project.  Program guidelines will usually specify whether fixed amounts or percentages or matching are established on a program wide basis.

“Third-party” in-kind contributions means property or services which benefit a grant supported project or program and which are contributed by non-Federal parties without charge to the grantee, the subgrantee, or a cost-type contractor under the grant.

If there is an unexpended balance at the end of a fixed price agreement, the grant lead needs to provide evidence in writing that all of the deliverables have been provided and accepted by the funder before unexpended funds are released to a departmental account for the project director to use.  Indirect costs are charged to the unexpended fund total before the transfer is completed.

Many government funded organizations like the National Science Foundation, the National Institutes of Health, and the National Endowment for the Humanities use peer reviewers selected from faculty across the country that are acknowledged experts in the subject area. These agencies send copies of the proposal or make copies available via electronic system to faculty reviewers for independent evaluation and scoring. The results of these reviews are then rank ordered, and a determination is made on how many can be funded based on the sponsor’s funding.

Many organizations use their own Board of Directors or an internal review committee to evaluate proposals. These sponsors do not use a peer review system but do publish extensive guidelines on the criteria used to evaluate proposal submissions. Sometimes these sponsors will release a summation of comments or suggestions on why a project was not funded. These summary comments can be helpful in revising and resubmitting to the sponsor. These sponsors will honor written requests for the release of this information.

Private foundations’ funding decisions are often significantly affected by the reputation of the applying institution, the reputation of the faculty member, or the previous experience the foundation has had with a researcher or officer of the institution. SP and the SVSU Foundation staff can assist faculty in approaching these organizations for feedback about funding decisions.

Reviews of proposals submitted to the Department of Defense agencies (Army, Navy, and Air Force) are evaluated in many ways varying from individual approval by the administrative head of the agency to extensive reviews by a board of peers. Faculty applying to these agencies should contact the program officer to learn about the review process for that agency. Faculty should then contact the individuals responsible for programmatic decisions within these agencies to understand the evaluation process.

Faculty members should ask to see the results of their evaluations. Faculty can request the comment or faculty can direct SP staff to obtain the reviewer comments for you.  Should one’s proposal be rejected, the evaluations are extremely valuable in reviewing the original proposal and learning how the proposal can be strengthened for the submission in the next funding cycle.  SP staff can assist faculty in the revision and resubmission of these proposals. The RFP will usually provide the contact information of the program officer to request these reviews, as well as a time limit during which this request must be made.

Many public agencies will provide reviewer comments with the letter of notification of the results of the review.  These reviews present the comments without identification of the individual reviewers. The SP staff will assist faculty in reviewing these comments and in making suggestions for revising the proposal for resubmission to the same agency or to another possible external sponsor.