Proposal Development

Proposal Development

Proposal Planning and Preparation

    The Office of Grants and Sponsored Programs provides administrative support for the grant activities of faculty and staff. Grant activities allow for professional development for faculty, staff, and students by providing opportunities for research and community involvement.

    The OGSP serves as the hub through which all proposals for extramural funding are routed. The Director of Grants assists faculty and staff in framing their research ideas and also finds funding opportunities that are appropriate to PI/PD’s interests and the mission of Western. While faculty and staff are generating ideas, writing proposals, and fulfilling the obligations to funded projects, the OGSP is able to relieve much of the administrative burden by facilitating communication between departments, maintaining continuity in proposal and reporting quality, and ensuring that project obligations are met in a timely manner.

Funding

Extramural funding will most often take the form of grants, fellowships, or contracts.

Grants

Grant funding is support provided to the institution to carry out a project in which the researcher and funding agency have common interests. These projects may include applied research, basic research, the development of methodologies that can be replicated elsewhere, demonstration projects, in-service training programs, or support of the arts and humanities.

Fellowships

Faculty or student fellowships are awards to support an individual while completing a highly specific project that lies within the interests of the agency or foundation.

Contracts

Contracts are agreements between the institution and a funding agency to perform specific services such as research, instruction, or product development. These agreements follow strict agency specific protocols, and are to be carried out on a schedule determined by the funding agency.

Components of a Proposal

    While most funding agencies require a specific format for the proposal and the completion of their own application forms, the general layout of a grant proposal would include the following:

Summary or abstract

This component should clearly and concisely summarize the objectives, procedures, and evaluation methodology of the proposed project or program. The abstract should be the final section that you write.

Statement of problem

This is the section in which you begin to make your case for funding. While it may be tempting to start listing the new equipment or staff positions that you want the prospective grant to fund, it is more important that you describe what positive impact the project will have on the lives of faculty, staff, students, or community members. In short, this is the section in which the PI/PD identifies what needs to be done and why. The existence of the problem(s) stated must be supported by valid evidence (i.e., educational research, local job skill needs, student data, etc.) including a comprehensive review of the literature. Make sure that the need is not overstated such that the proposed project or intervention becomes unreasonable to ultimately demonstrate measurable impact.

Project Description

Methods and procedures: This section includes the specific aims of your proposed project by describing what you are going to do and how you are going to do it. The activities need to be described completely and each must reflect the specific needs outlined in the problem statement. Among the other aspects to be included are the staff needs of the project, the responsibilities of each staff person, and a description of the population that will be served.

Evaluation of process and outcome: This section describes how the impact of your project will be measured, answering the question, “Did this project do what it set out to do?” The evaluation plan should include things like data collection procedures (both process and outcome), an analytic plan, and how the information will be reported and utilized.

Budget

The budget describes the costs associated with the implementation of the project plan proposed. Each budget item must relate realistically to each program component, and must be justified according to the proposed methods, procedures, and analyses. Often the PI/PD will be required to provide detailed budget information on agency specific forms. The budget section of the proposal may include some or all of the following:

Personnel: Salaries and wages proposed in the project budget must be consistent with the Missouri Western State University pay scale for individuals of equivalent experience, training, and job position. It is the responsibility of the PI/PD to budget for upcoming salary and wage increases that are likely to occur during the course of a multiple year project.

Fringe Benefits: The fringe benefits cost should be listed separate from the base salary amount. Among the typical fringe benefits that this amount covers are retirement, health insurance, workers’ compensation, and unemployment insurance. Always contact Accounting Services or the Director of Grants for the current fringe benefits rate.

Equipment: It is often necessary to purchase special equipment for the proposed activities. Funding agencies will often allow for the lease, rental, or purchase of equipment. The equipment being requested must be integral to the project, and justification is necessary. Each piece of equipment must be itemized in the budget with a complete description.

Supplies: This category most often includes consumable goods that are necessary for the project (i.e., copy paper, notebooks, participant incentives). These items must be itemized and justified based on programmatic needs.

Travel: Federal agencies often allow for the inclusion of travel funds that involve presentation of research findings at conference or for regional project meetings. This category should include a description of the number of trips necessary, the destination(s), the number of individuals for whom support is requested, and the purpose for the travel. It is required that the approved mileage rate be used. Approximate costs for meals, lodging, transportation and miscellaneous items should be included as a travel expense.

Other Expenses: Included in this category are those expenses that would not fit logically under any other category. Among these miscellaneous expenses could be report reproduction, reprint cost of publications, postage, books, etc. These expenses are considered direct costs and require detailed justification. Always check for funding guidelines governing miscellaneous expenditures.

Indirect Cost: The Department of Health and Human Services defines indirect cost as those which are not readily identifiable with a particular project or activity, but nevertheless are burdens of the institution and are necessary to the general operation of the institution and the conduct of its activities. Types of expenses usually considered as indirect costs include those incurred in operation and maintenance of buildings, grounds, and equipment; administrative salaries and expenses; and library costs. The rate is negotiated between HHS and institutions receiving Federal funding. Contact Accounting Services or the Director of Grants for the current rate.

Plans for future support

The final section in your proposal should provide the funding agency with your plan for project sustainability. It is advisable to present a plan that assures the funding source, to the extent feasible, that Western will be able to maintain the program after their funds have been utilized. The best plan for future funding is a plan that does not require outside grant or contract support.

Appendices

This section should be included as a part of the proposal at the discretion of the PI/PD. It may include any of the following: maps, pictures, tables, charts, letters of support or commitment, copy of tax exempt status, resumes of key personnel, literature cited or bibliography, and other background information. In short, this section includes all of the supportive documentation that you feel needs to accompany your proposal, but was not part of the agency specific application forms. Funding agencies often put limits on the size of appendices, so always be aware of the guidelines.

Post Award Procedures and Policies

Questions or Comments: kroberts6@missouriwestern.edu

Last Updated: 08/26/2008