The proposal development process
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The Proposal Development Process. Kristin Wetherbee, CAH Research Office September 26, 2012. Today’s Agenda. Funding. CAH Process. Proposal Components. What Do Agencies Want and Where to Find It. The Proposal Process in CAH. What you should and shouldn’t do. Life after submission.

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The Proposal Development Process

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The proposal development process

The Proposal Development Process

Kristin Wetherbee, CAH Research Office

September 26, 2012

Today s agenda

Today’s Agenda


CAH Process

Proposal Components

What Do Agencies Want and Where to Find It

The Proposal Process in CAH

What you should and shouldn’t do

Life after submission

Links and References

Pieces of the Proposal

Do’s & Don'ts

Now What?


What is the purpose of a proposal

What is the Purpose of a Proposal?

  • To help the funding agency meet their goals

  • To persuade committee of scholars that project shows:

    • Innovation

    • Rigorous methodology

    • Substantive content

  • Getfunding

    • Perform research for P&T, publication

    • Purchase equipment

    • Enhance teaching and course design

    • Summer salary, course release

  • What do funding agencies want

    What Do Funding Agencies Want?

    • Answers to the following:

      • What is research about?

      • How will you do it?

      • Can you do it?

      • Is it worth doing?

      • Is the cost reasonable and sufficient?

    • Competitive proposals showing:

      • High impact, transformative outcomes

      • New and original ideas

      • Succinct and focused project plan

      • Sound practices

      • Knowledge of subject area

    Funding sources

    Funding Sources

    Maximize your time with database search engines

    PIVOT (was COS):

    GrantForward (was IRIS):

    The Foundation Center:

    Contact Marisol Ortega-Perez [email protected] in ORC If you need help with PIVOT or GrantForward.

    Cah proposal process a brief overview

    CAH Proposal Process: A Brief Overview

    Navigating the UCF Proposal Submission Process

    Oct. 10 & 11, 2:00 – 3:00, Trailer 541

    • Discuss proposal with chair

    • Email guidelines to CAH Research

    • Prepare proposal

    • Submit PTF in ARGIS for electronic approvals

      • PI or CAH Research can enter

      • Allow 1 week approval time per unit involved

      • All approvals but ORC due 48 hours prior to deadline

    • All final docs to CAH 1 week prior to due date

    • ORC submits proposal to agency

    Building relationships

    Building Relationships

    • Peers

      • Contact successful applicants

      • Involve co-PIs

        • Don’t get caught with funding for a project no one is willing to implement

      • Avoid barriers to submission: contact chair, CAH Research, ORC (budget, IRB , IP, subcontracts)

    • Sponsor

      • Know their funding priorities and giving history

      • Look for list of funded or sample grants on website

      • Read agency’s annual report

      • Call sponsor agency contact program officer

    Proposal components

    Proposal Components

    • Abstract or Project Summary

    • Narrative

      • Introduction / Need Statement / Research Questions

      • Organizational History and Capabilities

      • Project Description

      • Work plan and Timeline

    • Budget and Budget Narrative

    • Bibliography

    • Other

    Abstract project summary

    Abstract / Project Summary

    • One page or less

    • Write for a general audience

    • Discuss significance, principal activities, and expected results

      • NEH, NSF, NEA limited to one-page

      • NSF requires statement of intellectual merit and broader impacts


    Intro need statement research question

    Intro/Need Statement/Research Question

    • This is your sales pitch

      • Make it compelling

      • Use persuasive language

    • Set the stage

      • State the need or problem your research addresses

      • Express how you identified this need and its importance

    • State the Theme

      • List research question(s) and/or objectives

        • Bulleted list

        • Action-oriented

        • Related to sponsor’s goals

  • Create a vision

    • Tell who will benefit from the project

    • Show how it will advance the field

    • Envision the world with your solution in place

  • Organizational history and capabilities

    Organizational History and Capabilities

    Project description

    Project Description

    Work plan and timeline

    Work Plan and Timeline

    Use a chart or table for visual appeal

    Break project into stages or phases

    Show when results will be attained

    Be detailed

    The proposal development process



    The proposal development process

    What is a Budget?

    An estimated project financial plan listing:

    - anticipated expenses

    - earned income

    A budget may be:

    - a simple one-page statement of

    projected expenses

    - a detailed spreadsheet and a

    thorough narrative

    Budget rules

    Budget Rules

    The proposal development process

    Common Budget Categories

    • Personnel

    • Equipment

    • Travel

    • Other Expenses

      • Materials & Supplies

      • Publication

      • Participant Support Costs

      • Consultants

      • Subcontracts

      • Tuition

    • F&A Rate

    • Cost Share



    The proposal development process


    • Property definition for grants:

      • Non-consumable items $1,000+ (software, furniture, computers, etc.)

      • Useful life of more than one year

      • Library books $250+

      • Other capital outlay (OCO)

    • Justify need

    • Agency may require quote

    • Purchase early on

    The proposal development process


    • List each trip separately with dates, locations, # attendees

    • Fly America Act required for federal grants and pass through

    • Estimate all expenses, can use 8% escalation rate:

      • Hotel

      • Airfare

      • Registration

      • Parking

      • Mileage

      • Meals

        • UCF rate for domestic travel

        • Deptof State rates for foreign travel

    Other expenses

    Other Expenses

    Other expenses1

    Other Expenses

    F a cost

    F&A Cost

    AKA: Facilities & Administrative rate (F&A), Indirect Cost (IDC), Overhead

    Use UCF’s negotiated rate unless capped by agency

    Apply negotiated rate on modified total direct cost (MTDC) - Total direct costs minus:

    • Subcontract costs in excess of the first $25,000

    • Equipment

    • Participant support costs

    • Student tuition

    • Rental/maintenance of off-site activities

    The proposal development process

    Cost Share / Match Commitment

    • Is it required by agency?

      • Rarely for NSF; ambiguous for NEH; often for state

      • Must track in a separate account

      • Must be an allowable project cost to use as match

    • Types of cost share:

      • Cash – external cash or UCF funding

      • In-kind – donated time, services, materials, space

      • Unrecovered overhead

    • Requirements:

      • Match documentation at submission

      • Document in separate UCF project number or get in-kind letter of donation at closeout

    The proposal development process

    Budget Narrative

    • Make case for budget – items are reasonable, appropriate, and adequate

    • Provide detail about items to be purchased

    • Tell how costs were calculated

    • Discuss how university policy impacts charges

    • Consistent with budget and grant narrative



    • Use format noted in guidelines or standard in field (APA, MLA, Chicago)

    • Cite your sources in body

    • Verify all citations are in bibliography

    • iThenticate

      • Required at submission

        • 2 day grace period then proposal withdrawn

      • Plagiarism screening website for faculty


    Other documents

    Other Documents

    Resumes/CVs – adhere to page limits

    Current and Pending Support

    Letters of Support

    Work Samples

    The proposal development process

    I ve submitted now what

    I’ve Submitted, Now What?

    While waiting:

    • Start writing for a new project

    • Find additional opportunities for same project


    • Review proposal

      • It is clear, concise, compelling?

      • Does it meet agency goals?

    • Contact sponsor for feedback and resubmission

    • Have a coworker review proposal

    • Do preliminary research

    • Be a reviewer


    • Enjoy your moment then get to work

    • Think about phase II



    Thank you for attending

    Contact: CAH Research Office

    Dr. Rudy McDaniel

    Kristin Wetherbee

    Grace Nicholl

    [email protected]

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