Preparing a Grant Application

Overview 

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.

Steps to Creating a Successful Proposal

  • Request a Pre-Award Administrator by sending an email to preaward@odu.edu.
  • Identify the program applying to and forward program solicitation information to the Pre-Award administrator
  • Ensure ODU and/or PI are eligible to apply to program per any eligibility guidelines provided in program solicitation
  • Ensure 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 for assistance before developing/submitting the proposal.
  • When applying to an NIH program for the first time, obtain assistance from Pre-Award administrator to acquire an eRA Commons user name
  • When applying to an NSF program for the first time, obtain assistance from Pre-Award administrator 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/cost share, and contact Pre-Award administrator to begin the proposal preparation process. Note:  this step should be completed at the very beginning of the proposal preparation process.
  • Inform Pre-Award administrator if there is a consortium and/or contractual arrangement (involving colleagues from other organizations and/or institutions) and provide Pre-Award administrator appropriate contact information.
  • Once budget is finalized, obtain Proposal Transmittal Form (PTF) from Pre-Award administrator 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 Pre-Award administrator with original signatures
  • Forward approved PTF, plus full proposal to Pre-Award administrator for submission at least five (5) full work days before the sponsor’s deadline.

ORGANIZATIONAL INFORMATION FOR COMPLETION OF PROPOSAL FORMS

Tax Identification/Employer Identification
           IRS Employer TIN/EIN Please call our office at 757-683-4293 to obtain this number.
           NIH Entity Code (for use with NIH only) 1546068198A1
Commercial and Government Entity System
           CAGE Code 5D075.
North American Industry Classification System (NAICS) Codes
           Engineering Services 541330
           Other Scientific and Technical Consulting Services 541690
           Research and Development in Nanotechnology 541713
           Research and Development in Biotechnology (except Nanobiotechnology) 541714
Research and Development in the Physical, Engineering, and Life Sciences (except Nanotechnology and Biotechnology) 541715
           Research and Development in the Social Sciences and Humanities 541720
Dun and Bradstreet Number
           DUNS No. 077945947
Federal Interagency Committee on Education
           FICE Code 003728
Standard Industrial Classification
           SIC Code 8733
NSF Organizational Code (Awardee) 0037283001
NSF Organizational Code (Performing-ODU) 0037283000
Animal Assurance Number (IACUC) A-3172-01
Federal Wide Assurance Number (FWA)
           Human Subjects 00000273, expires May 21, 2024
Cognizant Federal Agency Contact:
           Linda B. Shipp
Contracting Officer
Office of Naval Research
(703) 696-8559
linda.shipp@navy.mil
Miscellaneous Information
           Oversight Agency Department of Defense (DOD)
           Congressional District Virginia, 3rd District (VA-003)
           Trading Partner ID Number (TPIN) FEID (Federal Identification Number)
           ODU DUNS No. 041448465
           ODU TIN No. Please call Old Dominion University to obtain this number.

Completing the Proposal Transmittal Form

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 administrator will provide the principal investigator with form.

Provide the requested basic information (name, title, etc.) and attach an abstract of the proposal. Your Pre-Award administrator 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 administrator

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.

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 that 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 administrator. 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

The ODU Research Foundation is the authorized official for the submission of all electronic and hardcopy proposals to the funding agencies.  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

Funding Sources:
The ODU Office of Research subscribes to Grant Forward 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 Opportunities for Funding webpage. For assistance in identifying funding opportunities or for additional information, please contact Dan Campbell, Research Development and Outreach Coordinator, at dcampbel@odu.edu.

Narrative Preparation:
The Office of Research currently offers assistance through Grant Development Specialists (GDS). Contact information for the GDS may be found on the Office of Research Directory. The Grant Development Specialists’ services include: developing an initial proposal outline based on solicitation or agency-specific requirements; reviewing the 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 serve as a liaison between the colleges and the Office of Research in identifying funding opportunities and networking for collaborative research projects. To request assistance, fill in the request form. For additional information regarding proposal narrative preparation, visit the ODU site here.

Budget Development, Subcontracts:
The ODU Research Foundation Pre-Award administrator assists Investigators in creating budgets, writing budget cost detail justifications, and completing the Proposal Transmittal Form. The Pre-Award administrator 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

Intellectual Property:
Khaled Abul-Hassan (kabulhas@odu.edu) is the Director of Patents & Licensing 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 2greements. For more information, please go to the Intellectual Property and Technology Transfer webpage

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