Offices & Services

If you have a project idea, talk to your department chair, colleagues, and the Grants Office staff. If others know what you are thinking, they may be able to help you find the best way to connect with a funder.

Some proposals are stronger when presented jointly by two or more faculty, by a department, by a division, by the institution, or in cooperation with another college.

Let the Grants Office know that you're working on a proposal, and tell us what the deadline is. This will facilitate the internal Grant Application Approval process.

Ask your department chair or others in the department what the best sources are. Check journal articles written by people in your field; note who funded the research project.

Two searchable databases are available to anyone with a Colgate computer account:

You can search IRIS, view upcoming deadlines in 28 academic fields, or use the IRIS Alert Service to receive e-mail notices of funding sources based on your own research profile.

You can also search The Grant Advisor or view upcoming deadlines in 10 academic areas.

Link to funding sources via Grants Information Online.

Visit the Grants Office to talk about your project, use the latest directories, and check on recent announcements of funding opportunities.

Consider applying to Internal Funding Sources, particularly the Colgate Research Council, for funds to explore your idea in preparation for seeking major funding from an outside agency.

Study the funding agency's guidelines carefully, and highlight key elements that must be addressed.

Discuss your project with a program officer at the funding agency, if appropriate.

Some foundations and government agencies will send samples of successful proposals at your request. Reading funded proposals will help you learn more about the funding agency and what their goals are.

Another way to find out about projects funded by the agency you're looking at is to have the Grants Office ask our e-mail network of grants officers at liberal arts colleges. Often other colleges will share information and/or a copy of a successful proposal

Once you have decided that your project falls within a funding agency's guidelines, make certain that you relate every part of the proposal to the agendas and goals of the funding agency. You will not receive a grant unless you show how your project will help the funding agency accomplish its goals.

Think about who will be reading the proposal. Can you reasonably expect that the reviewers will be knowledgeable in your particular field, or should you be careful to explain everything in lay terms?

Have the proposal read by someone who has written successful proposals in the recent past.

If you receive a grant, keep accurate records and file reports and acknowledgments promptly.

Budget preparation should begin before the proposal narrative is written. As you outline the steps involved in your project, estimate the cost of each step and compare your total with the average amount the funding agency has given for similar projects.

Consider costs Colgate may incur as a result of your project. Check with your department chair, division director, and the associate provost in advance about these commitments.

Use Colgate Guidelines for Grant Proposal Budgets. Be aware that guidelines for Fringe Benefits and Indirect Costs are subject to change.

Get accurate estimates. Allow for inflation if yours is a multi-year project.

Make certain that your numbers add up. Don't rely on a computer program that rounds numbers.

Contact Assistant Controller Sabra Williams (7494) if you have questions about preparing the budget.

Attachments should be part of your proposal plan - not an afterthought. They offer an opportunity to present facts, figures, photographs, and letters that support the narrative description of your project.

Consult the foundation's guidelines to see if they require or suggest attachments. Do not include materials that are not required or suggested.

Request letters of support from project collaborators, giving them enough time and information to write an effective letter.

Allow extra time for obtaining photographs, drawings, charts, or other graphic material.

Look at your curriculum vita with a fresh eye: Is it crisp, clear and easy to read? Is it up to date? Is there old information that could be omitted? Does it relate to the project you're applying for? Styles change, and you might want to check with the Career Planning Center or look at reference books for ways to make your curriculum vita more attractive. Remember, reviewers may have looked at hundreds of applications and will appreciate a format that is easy to read.

Label all attachments clearly. Arrange them in the order requested, following the funding agency's directions about stapling.

Prepare a table of contents that lists attachments in order.

Make your proposal a pleasure to read by using a format that makes it easy for the reviewer to pick out the important features of the project.

Choose a crisp, scalable font. Avoid sans serif type, tiny point sizes, and skimpy margins.

Number all pages.

Use headings and subheadings to lead the reader through the narrative.

Use boldface or italics instead of underlining - but don't overdo it.

Bullets can be used instead of numbers to set off items in a list.

Arrange page breaks so that text is not interrupted in awkward places.

If there is no budget form provided, give some thought to presenting the information as clearly as possible. Always put your name and Colgate University on the budget page.

Clearly identify all pages as belonging to your proposal. They could get separated as they are copied and reviewed.

The cover letter sets the tone for your proposal. Let your excitement about the project show in the letter. Use positive language. Forget about might, could, would, and if.

Find out the name of the person who will receive the proposal. Get the spelling and the title right.

Keep it brief.

Offer to provide additional information. Give clear directions as to how you can be reached.

Have someone proofread your letter.