Overview
Steps to Creating a Successful Proposal
Reference Guide to Creating Budgets
Completing the Proposal Transmittal Form
Copying and Mailing the Proposal
Who Can Help

Overview TOP

In broad summary, the preparation of a grant application for submission involves 1) locating a funding source; 2) writing a narrative such that the science is both of high quality and well presented; 3) Preparing the rest of the sponsor requested documents which include the budget and other required forms; 4) completing a Proposal Transmittal Form; and 5) submitting the proposal packet to the funding source by the deadline date.

Staff are available to assist investigators in each step of the process.

Steps to Creating a Successful Proposal (replace entire section with the following)TOP

• Request a Grant and Contract Administrator (GCA) assignment from Betsy Foushee at 683-4293, x-502 or email efoushee@odu.edu
  
  
• Identify the program applying to and forward program solicitation information to the pre-award GCA
  
  
• Assure ODU and/or PI are eligible to apply to program per any eligibility guidelines provided in program solicitation
  
  
• Assure PI is eligible to apply per the ODU policy and procedure #5302, “Qualifications for Service as a Principal Investigator.”
  
  
• When program solicitation or other information provided by the sponsor has language related to intellectual property, contact Office of Research Licensing Manager for assistance before developing/submitting the proposal.
  
  
• When applying to an NIH program for the first time, obtain assistance from GCA to acquire an eRA Commons user name
  
  
• When applying to an NSF program for the first time, obtain assistance from GCA to acquire an NSF login ID
  
  
• Note the sponsor’s proposal submission deadline and time and also the mechanism for submission
  Electronic ____     Due date:_______________    Time: _________ or 
  Hardcopy ____     Received by: ____________    Postmarked by: ____________                         
  
  
• Identify period of performance, budget items and their appropriate costs, and contact GCA to begin the proposal preparation process. Note:  this step should be completed at the very beginning of the proposal preparation process.
  
  
• Inform GCA if there is a consortium and/or contractual arrangement (involving colleagues from other organizations and/or institutions) and provide GCA appropriate contact information.
  
  
• Once budget is finalized, obtain Proposal Transmittal Form (PTF) from GCA and obtain appropriate approvals of the co-PI(s), chair(s), and dean(s), as required.
  
  
• Prepare the proposal per the guidelines stated in the program solicitation and assure proposal is in compliance with
  content and form for required proposal components
                 -  any limitations and restrictions on font size, font style, margins, number of pages
                 -  any special instructions on section headers
                 -  (if electronic submission) any required file labels/names for file uploads
                 -  (if electronic submission) file platform requirements (.pdf, .doc, xls, etc.)
                 - (if hard copy submission) signature pages and/or letters of support obtained and provided to GCA with                    original signatures                     
  
  
• Forward approved PTF, plus full proposal to GCA for submission at least five (5) full work days before the sponsor’s deadline.

Reference Guide to Creating Budgets TOP

See this page to obtain the correct formulas for calculating salaries and wages, fringe benefit rates, and facilities and administrative costs.

Completing the Proposal Transmittal Form TOP

The Proposal Transmittal Form is the legal document with which the Research Foundation is authorized by the University to process funding applications and awards. Any investigator applying for funding is REQUIRED to complete a Proposal Transmittal Form.

Assigned pre-award GCA will provide principal investigator with form.

Provide the requested basic information (name, title, etc.) and attach an abstract of the proposal. Your pre-award GCA will complete the "budget data" portion. Also complete the "Investigator(s) Disclosures and Assurances" section. This is where investigators are required to disclose any significant financial interest that would reasonably appear to be affected by the research proposed.

For more information, please contact your assigned pre-award GCA.

If the project involves human subjects, animals, radioactive substances, hazardous wastes, biohazards, etc., then the Investigator must design the proposal to comply with the laws governing such research. (Please see Proposal Transmittal Form instructions or call your GCA for assistance.)

Intellectual Property generally refers to patent, copyrights, trade secrets, etc., that might be utilized in or result from research activity. If the proposal includes the use of or development of an existing intellectual property, or the likely creation of a patentable invention or software, mark the Intellectual Property box on the Non-Standard Proposal Transmittal Form and contact the Office of Research Licensing Manager, for assistance. In addition, if the solicitation for research proposals or any documents provided by the sponsor contain language related to intellectual property, contact the Office of Research Licensing Manager for assistance before developing/submitting the proposal. Some solicitations or sponsorship agreements contain clauses which contravene state law.

Required Signatures for Proposal Transmittal Forms include: the Principal Investigator(s), the Department Chair(s), the College Dean(s) and the Vice President for Research, when applicable.

The Investigator is responsible for obtaining all signatures prior to submitting the Proposal Transmittal Form to their pre-award GCA. Completed and signed Proposal Transmittal Forms are required before the proposal packet can be submitted to the sponsor. PLEASE ALLOW ADEQUATE TIME FOR DEPARTMENT/DEAN OFFICE REVIEW AS WELL AS ODURF PROPOSAL PACKET FINAL REVIEW AND SUBMISSION TO SPONSOR.


Copying/Mailing/Electronic Processing of the Proposal TOP

The ODU Research Foundation is the authorized official for submission of all electronic and hardcopy proposals to funding agency.  If hardcopy proposal, the research Foundation will make the appropriate number of copies of the proposal (when necessary) and submit them to the sponsors per their instructions.

Who Can Help TOP

Funding Sources:
The ODU Office of Research subscribes to the Community of Science (www.cos.com) so that all ODU faculty, students and staff can search for funding opportunities. Links to databases and many funding agencies are maintained on the ODU Office of Research's "Finding Funding" webpage. For assistance in identifying funding opportunities or for additional information, please contact Uma Pongphuntarak, Research Development and Outreach Coordinator, at upongphu@odu.

Narrative Preparation:
The Office of Research has 5Grant Writers for ODU. Jackie Stein ( jstein@odu.edu) is the Grant Writer for the College of Arts & Letters, College of Business & Public Administration and Darden College of Education. Luna Magpili (lmagpili@odu.edu) is the Grant Writer for the Frank Batten College of Engineering and Technology. Laura Paganucci (LPaganuc@odu.edu) is the Grant Writer for the College of Health Sciences. Prakash Viswanathan (pviswana@odu.edu) is the Grant Writer for the College of Sciences. Leigh Nolan (lnolan@odu.edu) is the grant writer for the College of Arts and Letters and the Darden College of Education. The Grant Writers' services include: developing initial proposal outline based on solicitation or agency specific requirements; reviewing proposal to assure required components are addressed; specific guidance in proposal writing and editing; drafting and obtaining letters of support; and coordination of grant teams and related resources. They also serves as a liaison between the colleges and the Office of Research in identifying funding opportunities and networking for collaborative research projects.

Uma Pongphuntarak, upongphu@odu.edu, reviews proposal drafts for grammar and verifies that the proposal adheres to the Request for Proposal's guidelines.

Budget Development, Subcontracts:
The ODU Research Foundation pre-award GCA assists Investigators in creating budgets, writing budget cost detail justifications, and completing the Proposal Transmittal Form. The pre-award GCA also works with Investigators in obtaining the necessary materials from prospective sub-recipients for inclusion in the proposal budget.

Human Subjects, Radiation Safety and other areas of Research Compliance:
Adam Rubenstein (arubenst@odu.edu), Research Compliance Coordinator is the liaison to the University's research protocol review committees (human subjects, animal subjects, radiation safety, & biosafety). He ensures compliance with federal regulations governing research risks and he reviews research proposals for adherence to federal and internal procedures and guidelines. Also, he coordinates training and education regarding research ethics and professional development. For more information, please go to the Research Compliance webpage: http://www.odu.edu/ao/research/compliance/index.shtml

Intellectual Property:
Zohir Handy (zhandy@odu.edu) is the Licensing Manager and his primary responsibility is to evaluate and market ODU intellectual property and technology, including the prosecution of patents and copyrights and the negotiation of licensing agreements. For more information, please go to the Intellectual Property and Technology Transfer webpage at: http://www.odu.edu/ao/research/ip/index.shtml

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