Frequently Asked Questions

I have my idea and have identified a grant opportunity.  What do I do next?

Please contact your designated grant facilitator or liaison. Once a grant opportunity has been identified, the PI/PD will need to provide the Office of Research & Grants with the Intent to Submit Form. The worksheet needs to be submitted to our office at NUC 341 a minimum of 4 to 5 weeks prior to the submission deadline. Our office will send a copy to the Office of Grants & Contracts and will communicate with the grant facilitator or liaison to ensure all entities are aware of the upcoming submission. The worksheet is essential to ensure the PI/PD receives assistance throughout the grants process. 

The worksheet must be signed by the PI/PD, Department Chair/Supervisor, Dean/Director, and Vice President if PI/PD is not within Academic Affairs.

What steps do I follow for routing my proposal?

One month prior to the deadline, PI/PD completes and routes Intent to Submit Worksheet.

Once the proposal is close to being finalized, PI/PD should complete an External Grant Proposal Routing Form. The process for approval of a proposal can take up to a week and a half (1 ½ weeks).  

  1. PI/PD completes and signs the External Grant Proposal Routing Form and attaches abstract, proposed budget, and budget justification.
  2. PI/PD has Department Chair/Supervisor sign Routing Form.
  3. Dean of College/Director signs Routing Form.
  4. If the PI/PD is not within Academic Affairs, the V.P. of Division approves their project by signing the Routing Form.
  5. PI/PD provides hard copy of the signed External Grant Proposal Routing Form with attachements to the OR&G, Nigh University Center, Room 341.
  6. OR&G forwards to Office of Grants & Contracts who will review and approve budget. Office of Grants & Contracts contacts PI/PD to request changes needed to budget.
  7. If project requires IT support or use of the UCO server, OR&G forwards to V.P. for Information Technology. This can add 2 days to the approval process.
  8. If project requires matching funds from the UCO Foundation, OR&G forwards to V.P. for Development. This can add 2 days to the approval process.
  9. OR&G reviews proposal for IRB & IACUC compliance, approves, and forwards to Provost & V.P. of Academic Affairs.
  10. Provost & V.P. Academic Affairs reviews, signs, and returns form to OR&G.
  11. OR&G informs PI/PD regarding any issues relating to the proposal. If no issues are identified, OR&G informs PI/PD that proposal is ready to submit.
  12. OR&G works with the PI/PD to submit grant proposal to funding agency. The OR&G serves as the Authorized Organization Representative (AOR) for the institution and makes all Grants.gov submissions.

What do I do if my proposal is funded?

Please contact the Office of Research & Grants (research@uco.edu) and provide us with a copy of the award letter.  We will inform the Office of Grants & Contracts so that they can begin setting up the grant account.

What do I do if my proposal is not funded?

Please contact the Office of Research & Grants (research@uco.edu) and provide us with the notification letter. Our office recommends that the PI/PD solicit the reviewer comments from the agency. The comments can be incorporated into the proposal and be resubmitted to the agency at the upcoming deadline.  If the PI/PD does not want to resubmit to the agency, a new funding opportunity can be identified at that point.

Our office encourages resubmitting the proposal with the additions based on the reviewers comments as these will make the proposal more competitive. Securing a grant is a competitive process and it might take a few submissions to secure one.