Prepare a Proposal

 

Once a funding opportunity has been identified, principal investigators (PIs) prepare a proposal. Some federal agencies have specific application forms and/or their own Web-based submission systems (e.g., NSF uses FastLane), while other sponsors may have a less structured application process.

PIs should download the most up-to-date version of the application forms, policies, and procedures and adhere to the sponsor’s requirements.

Pre-Award Tools

Sponsored Programs has developed several informational documents and templates that may be useful as you are preparing a proposal:

Funding Opportunity Review Guide

• Read the entire Request for Proposal/Request for Application/Notice of Funding Opportunity and consider these questions to help determine if you'd like to move forward with preparing a proposal. 

Grant Lifecycle Chart of Responsibilities

• Lists what a PI can expect from OSP as well as what OSP will expect from a PI during each phase of the proposal process

Proposal Budget Primer

• A good starting point if you are new to building a grant budget. Provides an overview of common budget elements and answers questions like "How do we calculate faculty salary requests? What are indirect costs? How do we determine if a cost is allowable?"
  

CMU Budget Template

• This is a working document, so please contact OSP if you notice something on the spreadsheet that may need to be reviewed or adjusted.

Proposal Support Plan

• This is a document that OSP can personalize for your proposal to keep track of required documents and deadlines. 

CMU Certification Form

• OSP requires this form to be completed prior to proposal submission. Completion of this form is important to ensure compliance and departmental approval. 

Common Elements of a Proposal

The elements of a well-written and skillfully prepared research proposal will specifically address the requirements of the Request for Proposal (RFP), Program Announcement/Solicitation, or Award Opportunity. 

A proposal may consist of: 

• Face Page/Cover Page: The cover page captures general data elements about a proposal, such as:
  • Principal Investigator's name, address, phone number;
  • Title of proposal;
  • Sponsor name and address;
  • Period of performance with start and end dates;
  • Amount requested;
  • Institutional information; and 
  • Signature of Institution's Authorizing Official. 

• Abstract: The abstract outlines the proposed research, including objectives, methodology, and significance of the research.

• Statement of Work or Research Plan: The statement of work or research plan should provide a full and detailed explanation of the proposed activity, typically including project goals, specific aims, methodology, and investigator responsibilities.

• Budget and Budget Justification: The budget includes a reasonable estimate of the financial support required to conduct the project, including justification of budget expenses. Typical budget categories include:
  • Direct Costs; 
  • Indirect Costs; and
  • Cost Sharing.

• Additional Information: Additional information may consist of the following:
  • Current and pending support. The sponsor may require a listing of investigators and key project personnel on current awards and pending proposals. 
  • Letters of support from non-university investigators may also be required. If the proposal is a fellowship, a mentor support letter may be required.

• CV or Biographical Sketch: The CV or Biographical Sketch may be required for all key project personnel.

• References: A list of all references needs to be cited in the proposal.