Grant Proposal Development Work Flow

STEP 1: Develop Original Idea

You

  • Review the literature to ensure that your idea is sufficiently unique to merit a research project
  • Write a brief synopsis describing your idea, plan of work, and funding needs
  • Contact the Humanities Grant Development Office (HGDO) for an appointment to discuss the project and your funding needs (kporsch@ku.edu)
  • Email your project synopsis and current full CV to HGDO before the meeting

The Humanities Grant Development Office

  • Sends you a list of funding opportunities appropriate for your discipline and research project
  • Elicits from you detailed information about your project and funding needs
  • Assists you in planning your application strategies and proposal development timeline
  • Helps you connect with KU colleagues who have similar interests to explore collaboration possibilities

STEP 2: Pre-Proposal Activities

You

  • Review the information on potential funders to determine which are the best match for your project and your funding needs, determine if the application is individual or institutional, which determines how it must be submitted (institutional proposals must be submitted through the KU Center for Research, Inc.)
  • If you have identified fellowship opportunities with stipends that pay at least half (but not all) of your regular academic year salary, check the list of agencies that are pre-approved for Supplemental Salary Funding (SSF*). If an agency offering a fellowship in which you are interested does not appear on the list, email your contact dean and request pre-approval – without pre-approval you may not receive SSF in the event of an award

The Humanities Grant Development Office

  • Consults with you on your timeline and approach to writing the project description, budget and justification, information required on the application forms, and any supporting documents
  • In the case of institutional applications, serves as liaison with KUCR, alerts KUCR that you are preparing the proposal, and requests a KUCR grant specialist assignment for the mandatory proposal review
  • Alerts you to the internal deadline by which all materials must be completed and submitted to KUCR for upload to the granting agency (normally 8:30 a.m. five working days prior to the agency’s deadline)
  • If the proposal must be submitted online, sets up your access and begins filling out forms based on your current CV, then sends you a detailed list of any missing information you need to provide

STEP 3: Develop Proposal

You

  • Tell HGDO which application(s) you plan to develop and send your current full CV
  • If an institutional grant, fill out the online PI Proposal Checklist that KUCR requires as the starting point for institutional proposal (requires your KU email username and password)
  • Begin drafting component parts of the proposal (project description, bibliography, etc.)
  • If a budget is required, prepare a brief, informal estimate of your anticipated costs and then work with HGDO to fully develop the budget and budget justification, review, and revise as proposal progresses to ensure consistency through all components
  • Complete and submit separate applications to institutional regulatory committees at KUCR, as appropriate (human subjects form if you are doing interviews or surveys; conflict of interest forms if you don’t already have them on file)
  • Request letters of commitment, support and/or reference, as required or appropriate
  • Contact agency program officers with any questions that cannot be answered through your close reading of the grant application instructions in consultation with HGDO or the agency’s online FAQs

The Humanities Grant Development Office

  • Works with you to develop, refine, and finalize all the components of your proposal
  • Fills out agency forms, sends them to you for your review and approval, and prompts you for any missing information
  • Works with you to maintain consistency across the budget/justification, proposal description, and information provided on any required agency forms or in supporting materials
  • If you submit components at least 10 working days before the agency deadline, provides close review and editorial suggestions aimed at making the proposal more competitive
  • Provides final review of all components that are submitted at least one week before the deadline before sending them to KUCR for upload and submission (institutional grants) or submitting them to the agency on your behalf (individual grants and fellowships)

STEP 4: Prepare and Submit Proposal to Granting Agency

You

  • Make final revisions to proposal components and send to HGDO
  • If submission via email is required, submit your appication via your own email account; if HGDO, KUCR or KUEA is submitting, email HGDO notice of your go-ahead to submit
  • Remain in contact with HGDO until submission is confirmed (especially important for electronic uploads)

The Humanities Grant Development Office

  • Reviews final proposal for compliance with granting agency and KU/KUCR guidelines and submits to KUCR for institutional review/approval (institutional applications)
  • Works with you to address any issues KUCR may find (institutional applications)
  • Transmits proposal to agency (via express mail if paper) or advises you how to do so, if you prefer (individual proposals, KUCR submits institutional proposals)

STEP 5: Follow-Up

You

  • Inform HGDO of the results of the application as soon as the agency notifies you
  • If awarded a fellowship requiring SSF* support, contact the HGDO for assistance with your SSF request
  • If not funded, request peer review comments, if the agency allows, and work with HGDO to revise and resubmit as appropriate

The Humanities Grant Development Office

  • If application was successful, consults with you about the SSF* and, if you are eligible, guides you through the SSF procedures (individual fellowships)
  • If application was successful, sends notice of your award to the shared service center (SSC), College/School, and KUCR Administrative Offices, which work together to provide post-award financial services
  • If application was not successful, assists you to interpret reviewers’ comments (if the agency provides them and you share them) and helps you use them as constructive criticism to develop a stronger proposal for resubmission

*KU offers Supplemental Salary Funding (SSF) to tenured and tenure track faculty who win external awards that pay at least 50% of their academic year salaries. Faculty members can apply for SSF to cover the difference between such fellowship stipends and their full salary/fringe.

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