Step 1
Your 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 to write a grant proposal.
Step 2
Grants & Sponsored Research Advice
Consult the Grants & Sponsored Research website for College policies related to grant applications and advice about budget preparation. If the grant will be paid to the College or involves commitment of College resources you will need a blue College endorsement form. Discuss Institutional Project Grants(grants related to the academic program, student life, facilities, etc.) with Susan Veguez (x5197) or Tim Spears (x5735).Discuss Faculty Grants with Franci Farnsworth (x5889) or Alison Darrow (x5132).
Step 3
Forms & Deadlines
Make sure you have the most up-to-date application forms and guidelines. Verify the deadline. Mailing deadlines are either "postmarked by" or "received by" -- it makes a difference! Electronic deadlines often specify a "local time" deadline (not necessarily midnight). Make sure that your proposed project is eligible for the program -- talk with a program officer.
Step 4
Budget
Work on your budget. For faculty and federal grants, discuss budget details with the Sponsored Research Office (or send a draft budget by email). For institutional project grants, discuss budgets with the office of Corporate & Foundation Relations. There are detailed instructions and budget outlines on the Grants & Sponsored Research website.
Blue Sheet - Equipment
If you plan to purchase equipment (including computers) you must address concerns about 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.
Blue Sheet - Cost-Sharing
Some grants require matching funds from the College (including most equipment grants). Discuss cost-sharing requirements with the Sponsored Research Office or Corporate & Foundation Relations. There is a college matching fund for research grants (or other grants for faculty scholarship); contact Franci Farnsworth for more information.
Step 5
Grant Writing
Work on your proposal. FOLLOW THE GUIDELINES. Some agencies will not review proposals that deviate from the guidelines. If possible, discuss your proposal with an agency program officer and look at successful proposals. Some agencies will even review draft proposals. If you need referee letters contact these people as soon as possible. Find colleagues (both in and out of your discipline, at Middlebury and elsewhere) to review a draft of your proposal. Note formatting requirements such as type size, page length, limits on appendices, etc. Look at the booklet Grant Preparation: Tips and Advice. College grants staff at the Sponsored Research Office or Corporate & Foundation Relations can provide names of Middlebury faculty who have received grants; copies of successful proposals and other grant writing materials are on file.
Step 6
Blue Sheet - TWO WEEKS BEFORE THE DEADLINE
Begin circulating the "blue sheet" (Grant Proposal Endorsement Form) with a late draft of your proposal and your final budget to those who must sign: your department chair and a grants officer at SRO or CFR, who will take care of getting the signature from the appropriate academic administrator (VPAA for institutional proposals or DFDR for faculty proposals). If the budget includes equipment, computers, technology use, staff positions, or cost-share the appropriate administrator must sign the blue sheet. If the research involves human subjects, animals, DNA, or radiation additional signatures are required. The budget must be reviewed by a grants officer at SRO or CFR before the academic administrator will sign. Time-saving strategy: provide each signer a copy of the draft proposal and budget and circulate the blue sheet as it gets signed.
ONE WEEK BEFORE THE DEADLINE
The proposal should now be at the Sponsored Research Office or Corporate & Foundation Relations with the blue sheet completely signed (except for academic administration and Controller's office). Now is the time to make arrangements for photocopying or verifying that you understand the final steps of an electronic submission system.
CONTROLLER'S OFFICE SIGNATURE
You will be notified when the proposal and blue sheet have been signed by the Controller. If you will be mailing the proposal and there is a signed cover page, you will be advised where to pick up the signed copy. If you don't need signed pages, you may mail the proposal anytime after the Controller has signed the blue sheet. If the proposal will be submitted by a college official electronically, notify the appropriate official when you are ready for submission.
Step 7
Copying & Mailing
Make sure that the proposal is properly assembled (read the guidelines again -- sometimes there's a checklist). Make the required number of copies (plus one for you and one for the SRO or CFR). Choose a mailing method that will ensure that the proposal is received by (or mailed by ) the deadline. For "postmark deadlines": make sure you get a proof of mailing that is acceptable to the agency.
Blue Sheet Send the Grants Office one complete copy of what you submitted (and the original blue sheet if you have it). DO NOT send the blue sheet to the grantor; this is an internal document only!
Step 8
Agency Receipt
Make sure that your proposal was actually received. Most agencies will send some type of notification (sometimes using cards that you have filled out and submitted with your proposal and increasingly via email notification). Most mailing services can track packages. If absolutely necessary, call the agency to make sure your proposal was received.
Step 9
Waiting
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 notification.
Step 10
Reviewer Comments
If possible, request copies of reviewer comments. Whether or not your proposal was successful these comments could be helpful in future grant writing efforts. If this attempt wasn't successful, try again! Most grant programs can't fund all the good proposals received and your chances are often better after revising and reapplying.