College of Education and Professional Studies

Grant Submission Procedures

Whom to inform if you're applying for a grant:

  • CEPS Grant Council Member
  • Grant Facilitator or Development Manager
  • Department Chair
  • Dean
  • Office of Research & Grants

All Grant proposals requiring a 501C 3 to be the managing office of the requested funds must be routed through the Foundation office. All other grants (state, federal, local, etc.) must be routed through the Grant Facilitator’s office. Following are the routing procedures for each scenario.

Procedures for submitting grants through the Foundation office via the college development manager:

  • Development Manager reviews proposal narrative/summary and budget and prepares routing form
  • Routing form is then to be signed by:
    • Department Chair
    • Dean
    • Foundation Executive Director
  • Routing form, budget and proposal narrative/summary is then taken to the Office of Research & Grants (OR&G) for their review and approval
    • OR&G will review and sign off on the budget
    • OR&G will then forward the routing sheet with attachments to other departments for review and approval
    • Once the proposal is approved by the Provost, OR&G will notify the Development Manager and the Principle Investigator (PI) that it is approved and send a fully signed copy

OR&G will work with development manager and PI to submit
Note: the proposal cannot be submitted until it is signed off by the all parties mentioned above.

Procedures for Submitting all other Grants (federal, state, local, et al.)

Routing -- All Grant proposals (other than ones submitted from the Foundation) must be routed through the University as follows:

  • PI (Principal Investigator) fills out an "Intent to Submit" form 5 weeks prior to the submission deadline. This form needs to be signed by the PI, the Department Chair, and the Dean, and then submitted to the Office of Research and Grants (OR&G). Please provide the Grant Facilitator with a copy of the form also (or send electronically).
  • PI and co-PIs (if applicable) prepare and sign "External Grant Proposal Routing Form", and attach the following:
    • Abstract
    • Budget
    • Budget Justification
      • Note: The Grant Facilitator can help you with preparing the budget, budget justification, and abstract prior to submission
  • Department Chair(s) signs the above form, and routes to the Grant Facilitator for review
  • Grant Facilitator reviews the routing form and attachments, initials the routing form, and gives to the Dean for his signature
  • Dean reviews the proposal and signs off if he approves it. Then the paperwork is routed to OR&G for their review and approval
    • OR&G will review and sign off on the budget
    • OR&G will then forward the routing sheet with attachments to other departments for review and approval
    • Once the proposal is approved by the Provost, OR&G will notify the PI that it is approved and send a fully signed copy
      • Note: The proposal cannot be submitted until it is signed off by the Provost!
    • OR&G will work with the grant facilitator and PI to submit the grant application to the funding agency

Budget Development

Collaboration/Subawards

If you are collaborating with another institution, you will need to:

  • ask the faculty member you want to collaborate with to contact their sponsored program office, or research office (similar to our Office of Research & Grants)
  • their sponsored program office will work with their institution and our Office of Research & Grants in preparing, or providing, the following:
    • Statement of Work
    • Budget
    • Budget justifications
    • Negotiated fringe
    • A copy of their institution's negotiated indirect cost rate
    • A letter of support from the institution, and from the person you're collaborating with
  • If you are a collaborator with someone at another institution then their sponsored program office will contact our OR&G and they will follow the same steps above
  • You will also need to include in your narrative a description of what the person you're collaborating with will be responsible for during the funded period on the project
  • Independent Contractors - Powerpoint
  • Services Agreement for Independent Contractors