Fact Sheet: Institutional Proposals Applying For a Grant, Step-by-Step
Step 1: Come Up with a Great Idea
The starting point for any grant proposal is figuring out what you want to do. Once you know that, you can begin to identify possible funding sources and start writing your grant proposal.
Step 2: Get Advice and Guidance
Talk with a program officer to make sure that your proposed project is eligible for the program. Consult College policies and our budget advice. Discuss ideas for Institutional Grants (related to the academic program, student life, facilities, etc.) with the office of Corporate & Foundation Relations (CFR) or Tim Spears, x5735. Discuss ideas for Faculty Grants (related to your research) with the Sponsored Research Office (SRO).
Step 3: Check Deadlines & Get Application Forms
Verify the deadline. Mailing deadlines are either "postmarked by" or "received by" – not the same thing! Electronic deadlines often specify a "local time" deadline (not necessarily midnight). Make sure you have the donor agency's most up-to-date application forms and guidelines, and that they are the right ones for the grant you want.
Step 4: Develop a Budget
For institutional project grants, discuss budgets with CFR. For faculty and federal grants, discuss budget details with the SRO (or send a draft budget by email). Check the budget instructions and outlines on this website.
Fill Out the Blue Sheet
If the grant will be paid to the College or commits any College resources, you must fill out a College endorsement form, AKA a blue sheet.
Equipment
If you will purchase equipment (including computers), your blue sheet must specify the details of installation, storage, maintenance, service contracts, etc. Discuss proposed equipment purchases with your department chair and the administrator responsible for that type of college equipment. If your project requires technology resources, discuss your needs with Carol Peddie at LIS.
Cost-Sharing
Some grants (including most equipment grants) require matching funds from the College. Discuss cost-sharing requirements with the SRO or CFR. The College maintains a matching fund for research grants (or other grants for faculty scholarship); contact Franci Farnsworth for more information.
Step 5: Write Your Grant Proposal
READ AND FOLLOW THE GUIDELINES. Adhere strictly to formatting requirements such as type size, page length, limits on appendices, etc: Some agencies will not review proposals that deviate from their guidelines! Check the Tips and Advice section of this website. If you need referee letters, or letters of support, contact these people as soon as possible.
If possible, read successful proposals and discuss yours with a program officer. Ask if the agency reviews drafts; some will give you feedback to strengthen your proposal. Find colleagues—in and out of your discipline, at Middlebury and elsewhere—to review drafts. The SRO or CFR can provide names of Middlebury faculty who have received grants, copies of successful proposals, and other grant-writing materials.
Step 6: Submit Your Blue Sheet
Two weeks before the deadline
Circulate the blue sheet, with a late draft of your proposal and your final budget, to get the required signatures. Deliver the signed form to SRO or CFR, who will review it and get it signed by the appropriate academic administrator. If the budget includes equipment, computers, technology use, staff positions, or cost-share, or the research involves human subjects, animals, DNA, or radiation, additional signatures are required. Tip: To save time, give each signer a copy of the draft proposal and budget in advance, and circulate just the blue sheet.
One week before the deadline
Your proposal should now be at the SRO or CFR with all required signatures on the blue sheet (except for those that SRO/CFR obtain). Make arrangements for photocopying and shipping or verify that you understand the final steps of the electronic submission system. If you must ship your proposal, choose a method that will ensure that it is received by (or sent by) the deadline.
Step 7: Submit Your Proposal!
Do not submit your proposal until your blue sheet has been signed by the Controller. SRO or CFR will notify you as soon as it is signed. If the proposal has a cover page that requires an institutional signature, we’ll tell you where to pick up the signed copy. If the proposal must be submitted electronically by a college official, notify SRO or CFR when you are ready to submit.
Make sure that the proposal is properly assembled (if the guidelines provide a checklist, use it). If you are shipping it: Make the required number of copies (plus two: one for you and one for the SRO or CFR). For "postmark deadlines": get proof of mailing that is acceptable to the agency.
Send SRO or CFR one complete copy of what you submit (with the original blue sheet if you have it). DO NOT send the blue sheet to the grantor; it is an internal document only!
Step 8: Confirm Agency Receipt
Make sure that your proposal was actually received. Most agencies will send some type of notification (sometimes by mail, using a card that you filled out and submitted with your proposal, but increasingly by email). Most shipping services can track packages. If absolutely necessary, call the agency to make sure your proposal was received.
Step 9: Wait
Wait for notification. It is not advisable to call agencies to ask about the status of a proposal. Most guidelines will tell you when to expect notification; if not, it is acceptable to call and ask the agency when to expect you will be notified.
Step 10: Request Reviewer Comments
If possible, request copies of reviewer comments. Whether or not your proposal is funded, these comments can inform future grant writing. If this attempt doesn’t succeed, try again! Most programs can't fund all the good proposals received, and your chances are often better when you revise and reapply.