Overview
Steps to Creating a Successful Proposal
How to Find Funding Sources
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) completing a proposal transmittal form; and 4) submitting the correct number of copies of the application 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 TOP

• Locate a funding source
  
  
• Write the narrative portion of the proposal
  
  
• Show it to colleagues
  
  
• Obtain human subjects or other clearances (if applicable)
  
  
• Make changes to the narrative
  
  
• Obtain and complete the Investigator portions of the Proposal Transmittal Form.
  
  
• Identify the budget items and their approximate cost (note: Pre-award Services will help Investigators figure salaries, fringes, student pay rates, and indirect cost amounts)
  
  
• Take the Proposal Transmittal Form, the most recent draft of the narrative, and the preliminary budget figures to Pre-award Services. Pre-award Services will provide assistance in creating the final budget. They will also complete the "budget" portion of the Proposal Transmittal Form.
  
  
• Take the Proposal Transmittal Form, the most recent draft of the narrative, and the preliminary budget figures to Pre-award Services. Pre-award Services will provide assistance in creating the final budget. They will also complete the "budget" portion of the Proposal Transmittal Form.
  
  
• Finalize narrative to reflect budget amounts.
  
  
• Obtain Proposal Transmittal Form signatures.
  
  
• Take one copy of the Proposal Transmittal Form and the proposal to Pre-award Services for duplication and mailing.

How to Find Funding Sources TOP

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.

Obtain a Proposal Transmittal Form through your department, by contacting Pre-award Services, or by downloading the form and instructions.

Provide the requested basic information (name, title, etc.) and attach an abstract of the proposal. Pre-award Services will complete the "budget data" portion. Also, complete the "Investigator(s) Disclosures and Assurances" section. Here, investigators are required to disclose any significant Financial Interest that would reasonably appear to be affected by the research proposed. For more information, contact either Brenda Dias or Anna Rogers-Artis.

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 and it must be reviewed and approved by the appropriate University Compliance committee PRIOR to submission. The Chair of the respective committee must sign in the "Special Review Checklist" section. See Research Compliance Information for more details and a list Committee Chair phone numbers.

Intellectual Property generally refers to patents, 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 Intellectual Property 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 Intellectual Property and Compliance 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), the Research Foundation's Executive Director, and the Vice President for Research.

The Investigator is responsible for obtaining all signatures prior to submitting the proposal and the Proposal Transmittal Form to Pre-award Services for submission to the potential funding agency.

Completed and signed Proposal Transmittal Forms are required before the proposal may be submitted to the sponsor. Please allow at least two weeks for preparation of the budget figures and collection of the signatures.

Copying and Mailing the Proposal TOP

The Research Foundation will make the appropriate number of copies of the proposal and submit it the funding agency by the deadline date.

In order to receive this service, the Investigator must submit one copy of the complete application, accompanied by the completed Proposal Transmittal Form, to Pre-award Services 5 DAYS in advance of the deadline date.

Who Can Help TOP

Funding Sources: Searchable databases of funding sources, as well as links to many other private and federal funding agencies are maintained on the ODU Office of Research's "Finding Funding" page. If sources cannot be located here or additional information is required, contact Lee Furr, Research Development Coordinator, for assistance.

Narrative Preparation: Lee Furr, Research Development Coordinator, reviews the presentation of proposal for clarity of logic and meaning. Ms. Furr will make certain that the Investigator has responded to all portions of the funding agency's guidelines in the way that the agency expects. She will suggest revisions in logic flow, content, and format to create a proposal that has the best chances of being awarded by peer and non-peer review panels. Although she does not usually edit proposals for grammar, Ms. Furr is available to assist non-native English speakers.

Budget Development, Subcontracts, Award Negotiation: Pre-award Services at the Research Foundation assist Investigators in creating budgets, writing budget justifications, and completing the Proposal Transmittal Form. Pre-award Services will work with Investigators on obtaining the necessary materials to create sub-contracts and negotiating both subcontracts and awards.

Human Subjects, Radiation Safety and other areas of Research Compliance: The ODU Office of Research can assist Investigators in designing their proposals for compliance. Some research compliance information, primarily pertaining to Human Subjects research, is available on the Research Compliance page.

Intellectual Property: Zohir Handy, the Intellectual Property and Compliance Manager assists Investigators in interpreting intellectual property clauses offered by sponsors in proposal solicitations or sponsorship agreements. Mr Handy also assists Investigators in identifying, negotiating, and pursuing intellectual property rights and revenues.

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