A brief initial application outlining the purpose of your project and your intent to apply for a grant. LOIs are commonly used by both foundations and federal grant programs.
Preliminary Proposals (Pre-Proposals)
A short description of the project that includes basic information, a project summary, and other required documents. Some federal agencies use pre-proposals to streamline the review process or decide who to invite for a full proposal.
Full Proposal
The complete application required to be considered for a grant.
Proposal Approval
The Office of Research and Grants (Grants Office) policy requires that any proposal—whether a letter of intent, preliminary proposal, white paper, full proposal, or letter of commitment/letter of support—be submitted to the Grants Office for approval through our internal intake process (Grant Intake) before it is sent to a sponsor.
The Grant Intake process is essential for tracking all grants in progress and obtaining approval for submission. Information needed includes the project title, grant amount, key personnel, a project summary, a draft budget, and funder information.
The intake allows leadership to review the project and confirm alignment with GCU’s priorities before proceeding. The Provost is the final approver in the intake process. Approval from all stakeholders listed below is required for any grant-related submission. Please refer to the process flow graphic for the vetting steps required for approval.
Proposal Development
Every funding opportunity is unique. Be sure to carefully read the funding announcement, proposal preparation instructions, and the sponsor terms and conditions.
The Principal Investigator or Program Director (PI/PD) is responsible for preparing the proposal. The Grants Office offers support with writing, editing, completing documentation, forming the budget, and finalizing the proposal. Involving the Grants Office early ensures ample time for assistance, review, and submission.
Best practices
The Grants Office staff can address most proposal questions. However, for specific technical requirements, investigators should reach out to the Program Officer (PO) responsible for the solicitation, if allowed. Check if the sponsor has issued FAQs that might address your questions; otherwise, investigators can email the PO with a brief description of the proposed project and their questions. Program officers often provide valuable feedback, but reaching out early in the proposal development process is ideal.
Steps to Engage with a Program Officer:
Organize your thoughts by outlining questions and key points in a “white paper” format.
Send an email expressing interest in discussing the proposal with the PO.
Suggest preferred times and days for a call.
Share your questions in advance to give the PO time to prepare.
Key Components of a Full Proposal
1. Executive Summary (Abstract)
A brief, high-level overview of the project, including its goals, significance, and expected outcomes.
Why it’s important: Gives the sponsor a snapshot of the project and why it deserves funding, encouraging them to read further.
2. Organizational Background
Provides a brief overview of your organization, including its mission, history, accomplishments, and ability to manage the project.
Why it’s important: Shows the sponsor that your organization is credible, capable, and well-positioned to successfully execute the project.
3. Statement of Need (Problem Statement)
Clearly explains the issue or problem the project addresses, backed by relevant data and research.
Why it’s important: Demonstrates the urgency and importance of addressing the problem. Shows that the issue aligns with the sponsor’s priorities
4. Project Description (Goals, Objectives, and Activities)
Goals & Objectives: Define the overall goals of the project and the specific, measurable objectives you plan to achieve.
Activities: Describe the actions and methods you’ll use to accomplish the project’s objectives, including a timeline or milestones.
Why it’s important: This section provides the roadmap for how the project will address the problem and meet its goals.
5. Methodology and Timeline
Describes the approach, techniques, or framework you will use to conduct the project, including data collection, analysis, or implementation strategies.
A detailed timeline or work plan outlining when each project activity will take place, including key milestones.
Why it’s important: Shows the project is well-organized and achievable within the proposed timeframe. Ensures the project has a well-thought-out plan that is feasible and scientifically or logistically sound.
6. Evaluation Plan
Outlines how you will measure the project’s success and track progress toward goals.
Includes specific metrics, tools, and processes for monitoring and evaluating project outcomes.
Why it’s important: Sponsors want to know how you will assess the project’s impact and ensure accountability.
7. Budget and Budget Justification
Detailed Budget: A breakdown of all costs, including personnel, materials, travel, equipment, and indirect costs.
Budget Justification: Explains the rationale behind each expense and how it contributes to the project’s success.
Why it’s important: Provides transparency into how the funds will be used and ensures the project is financially feasible.
8. Personnel
Describes the key personnel involved in the project, their roles, and relevant qualifications.
Includes resumes/CVs for key staff members and project partners.
Why it’s important: Demonstrates that the project has a qualified team capable of executing the project successfully.
9. Sustainability Plan
Explains how the project’s impact or activities will be sustained beyond the grant funding period.
Why it’s important: Sponsors want to see that their investment will have long-term benefits and that the project won’t collapse when funding ends.
10. Attachments (If Required)
May include:
Resumes or CVs of key personnel.
IRS tax-exempt letter (if applicable).
Board of Directors list.
Financial statements or audited reports.
Why it’s important: Provides additional documentation that supports the credibility and capacity of your organization.
Key Proposal Documents for Federal Grants
Cover Page
Provides essential information about the project, including the title, applicant organization, and key personnel (e.g., Principal Investigator or Program Director).
Project Summary/Abstract
A concise summary (usually one page) of the project’s goals, objectives, methods, and expected outcomes.
NSF Example: The project summary includes an overview, intellectual merit, and broader impacts.
NIH Example: A structured abstract that summarizes the research project, often including objectives, research methods, and anticipated significance.
Project Narrative/Research Strategy
The core of the proposal, describing the project in detail. It typically includes the problem or need being addressed, goals and objectives, methods, and expected outcomes.
NSF Example: Focuses on intellectual merit, project goals, methodology, and broader impacts.
Discusses how the project will benefit society or contribute to specific educational or outreach goal
NIH Example: The Research Strategy section includes Significance, Innovation, and Approach. It details the project’s rationale, methods, and expected outcomes.
Specific Aims (NIH-specific)
Purpose: A section that succinctly outlines the project’s objectives and the hypothesis to be tested, usually a single page.
Budget and Budget Justification
A detailed breakdown of project costs (personnel, equipment, materials, etc.) and an explanation of why each expense is necessary.
Facilities, Equipment, and Other Resources
Describes the resources available at the institution that will support the project, including lab facilities, equipment, and personnel.
Senior/Key Personnel Documentation
Biographical Sketches (Biosketches)
Provides detailed information on the qualifications of key personnel involved in the project, highlighting their expertise and relevant experience.
Current and Pending Support
Lists all current and pending funding for the project’s key personnel to ensure there are no conflicts of interest or overcommitments.
Purpose: Demonstrates partnerships, collaborations, or institutional support that are critical to the project’s success.
Human Subjects or Animal Research Plans (if applicable)
Purpose: Required if the research involves human subjects or animals, detailing ethical considerations, protocols, and approvals.
Requires Institutional Review Board (IRB) approval for human subjects and Institutional Animal Care and Use Committee (IACUC) approval for animal research.
Budget Development
The proposal budget is the financial plan for your project, outlining necessary costs that align with the project’s objectives. All costs must follow federal and sponsor guidelines, and both the initial budget and any revisions require approval from the Grants Office.
Some sponsors may provide a specific budget template to use.
Cost Principles
These are the government-wide principles that regulate the allowability of costs for Federally sponsored agreements. All Federal grants are governed by 2 CFR §200 Subpart E – Cost Principles. All Federal contracts are governed by 48 CFR §2.1. Sponsors have guidelines on expenses they consider allowable and guidance on determining and charging indirect (F&A) costs. For determining what costs are needed when creating a budget, please take into account the following criteria:
If a cost is allowable under the terms and conditions of the agreement, necessary to the completion of the project, and meets all Federal and University regulations, then it is an allowable cost.
A cost is allocable if it directly benefits the project. This means the expense is necessary for advancing the work under the grant or contributes to both the project and other institutional activities. In some cases, it can also be an expense that supports the organization’s overall operation and is partially assigned to the project.
Costs should be considered reasonable by someone using sound judgment, meaning the expense is necessary, appropriate, and not excessive. The expense must make sense for the project and follow university policies.
Costs must be treated the same way across similar projects and funding sources. Whether you’re assigning expenses as direct or indirect costs, you must apply the same methods across all sponsored projects.
Budget Categories (federal grants)
Personnel
Salaries and Wages: Includes salaries and wages for individuals who will work directly on the project. This can include full-time, part-time, temporary staff, or student workers. It often specifies the time commitment (e.g., percentage of full-time effort) for each team member.
Fringe benefits: Additional compensation provided to personnel beyond their salary or wages. These can include health insurance, retirement contributions, and other benefits. Fringe benefits are typically calculated as a percentage of personnel costs.
Calculated as follows: Base Salary Requested * Fringe Benefit % = Fringe Dollars. The University’s current Fringe rate is 19.65%.
Travel
Covers travel expenses required to implement the project. This can include transportation (airfare, mileage), lodging, meals, and other costs related to project-related travel, such as attending conferences or conducting fieldwork. All travel must follow University policy and Federal regulations.
Equipment
Capital expenditures for major equipment purchases necessary for the project. These are typically items with a high cost and a useful life of more than one year. Many sponsors have guidelines for what qualifies as equipment versus supplies.
Materials and Supplies
Includes expendable items needed for the project, such as office supplies, lab consumables, software, or small tools. These are usually lower-cost items compared to equipment and are used up during the project.
Consultants
Costs for hiring external consultants or contractors to perform specialized tasks that cannot be handled by internal personnel. This could include expertise in evaluation, data analysis, or curriculum development.
Subawards/Subcontracts
Funds allocated to a partner organization or institution that will carry out a portion of the project. The subawardee is responsible for delivering specific outcomes or tasks as part of the larger project.
Participant Support Costs
Direct costs for supporting individuals participating in the project. These typically include costs for stipends, travel, registration fees, and subsistence for project participants, such as students or trainees.
Other Direct Costs
Any other project-related expenses that don’t fit into the above categories, such as printing, publications, facility rental, software licenses, or tuition remission.
Indirect Costs
Indirect costs are expenses related to the institution’s general operations that support the project but are not easily attributable to specific activities (e.g., utilities, administrative support, maintenance). These costs are often calculated as a percentage of the total direct costs and are governed by a negotiated indirect cost rate agreement.
GCU uses the 15% de minimis rate under 2 CFR 200.414(f) for federal grants, as it does not yet have a federally negotiated rate. This rate is calculated based on Modified Total Direct Costs, unless specified otherwise in the agreement.
Institutional or Matching Funds (Cost Match/Cost Share)
Some grants require the applicant to contribute institutional funds or find matching funds from other sources. This category outlines the amount and sources of matching or in-kind contributions.
Budget Justification
A budget justification is a detailed narrative that explains and supports each expense in your proposed budget. It helps sponsors understand why the costs are necessary for the project. Here are some key points to keep in mind:
Purpose: The justification provides clarity for each budget category, explaining why the listed expenses are essential to achieve the project’s objectives. It shows how each cost directly contributes to the success of the project.
Importance: Funders and review panels use the budget justification to evaluate the reasonableness of your funding request. A clear and well-documented justification is crucial in the decision-making process and can influence the amount of funding awarded.
Format: Although formats may vary by funder, it’s best to organize your justification in the same order as your budget. This makes it easier for reviewers to follow and ensures that each category is explained thoroughly.
*A well-prepared budget justification adds transparency to your proposal, ensuring that reviewers can clearly see how your project’s costs align with its goals.*
