Getting Started

Contact your Project Administrator

Your Project Administrator is familiar with the required procedures and documents to ensure your proposal is submitted successfully and in compliance with agency regulations and institutional policies and procedures. Your Project Administrator will complete a Proposal Intake Form (PIF) which outlines OFRSP’s general understanding of your proposal and what steps the Project Administrator must take to assist you with your proposal.

You should email your Project Administrator and indicate whether you prefer to meet in person. Please be sure to include, in your email, the Request for Proposals (or other solicitation) to which you are submitting a proposal. Contact your Project Administrator as early as possible in the proposal process.

Contact your Department Chair and Dean/Appropriate Administrator

Faculty
Faculty should contact your Department Chair and Dean at the same time you contact your Project Administrator. Your Department Chair and Dean will be the first SSU officials to endorse your proposal. Your Department Chair and Dean will consider your proposal relative to other responsibilities of your department and school.

Staff
Staff should contact your appropriate administrator (and, if appropriate, your divisional Vice President) at the same time you contact your Project Administrator. Your appropriate administrator will be the first SSU official to endorse your proposal. Your appropriate administrator will consider your proposal relative to other responsibilities of your department and division.

Prepare a plain-language abstract

You should prepare a plain-language abstract of your proposal. An abstract summarizes what you will be doing if you receive your proposed award. It should include references to staffing needs; where and when the proposed activities will occur; what commitments SSU will need to make to support your proposed work; what time commitments will be required of you to achieve the proposed work; and any other information relative to ensuring your proposal demonstrates consistency with SSU’s mission.

You should limit your abstract to 1 page. However, if the funding agency requires an abstract you may submit that abstract, regardless of length.

Prepare a budget for your proposal

You should prepare a budget for your proposed award. Generally, a budget demonstrates in monetary terms how you will achieve the goals and objectives of your proposed activities. Staffing (including your time and effort commitments), supplies, travel, professional and other contractual services, and other operating expenses should be included in your budget. Indirect costs, or facilities and administrative costs should also be included.

Your Project Administrator can be especially helpful when preparing your budget. Project Administrators are trained to provide you with current cost information for faculty salaries and benefits; staff salaries/wages and benefits; student assistant wages; and other costs. Project Administrators may also assist in determining methods to budget costs related to supplies, professional services, and other operating expenses. It may be necessary to survey market conditions or contact specific suppliers to determine costs – your Project Administrator can assist you with these items.

Indirect costs, or facilities and administrative costs, are generally based on SSU’s negotiated rate with the federal government or as stipulated by the sponsoring agency. You should review the sponsoring agency’s proposal request documentation to determine what amount of indirect costs are allowed. Please note that submitting a proposal with a rate less than SSU’s federally negotiated rate may require institutional approval.

Complete the Proposal Endorsement Form (PEF)

The PEF is designed to provide SSU officials with an overview of your proposed award and how it affects their areas of responsibilities. While sponsored research and other sponsored programs offer SSU’s faculty, students, and staff outstanding opportunities, SSU officials must evaluate your proposal relative to the risks, resource commitments, and potential pitfalls of your proposed award.

Your Project Administrator can assist you in completing the PEF. However, you are encouraged to complete the PEF. You should especially consider the questions pertaining to the various departments responsible for reviewing and approving the PEF. After you completed the PEF you must the signature of your Department Chair and Dean. You should then email a copy of the PEF, abstract, budget and any other required documents to your Project Administrator.

Obtain other required documents

Based on your proposed award additional documents may be required. A list of commonly required in addition to the PEF, abstract and budget includes:

Cost Share form If cost share is required for your proposal you must complete the cost share form; it must be signed by the department/school/division committing the resources that will serve as cost share.

Indirect Cost Waiver form If you are proposing an indirect cost rate that is lower than SSU’s federally negotiated rate or lower than the indirect costs stated in the sponsoring agency’s guidelines for your proposal you are required to complete the indirect cost waiver form.

Letter(s) of Commitment If you are proposing to collaborate with other institutions by issuing subaward agreements you should obtain letters of commitment from those institutions; your Project Administrator can provide you a template, if necessary.

Conflict of Interest form If you are submitting a proposal to the National Science Foundation (NSF), National Institutes of Health (NIH) or any non-governmental organization you are required to complete and sign a conflict of interest disclosure form.

Institutional Review Board (IRB) approval If your proposed project includes human subjects research you should submit an application to SSU’s IRB; once your application has been approved you should forward a copy to OFRSP to include with your PEF.

Institutional Animal Care Use Committee (IACUC) approval If your proposed project includes animal research you may need the approval of SSU’s IACUC. If required, you should submit an application to IACUC; once your application has been approved you should forward a copy to OFRSP to include with your PEF.

Your Project Administrator is available to assist you in preparing and collecting the additional forms.