Preparing Proposals for Research Grants and Funding

Guidelines from the Office of Corporate, Foundation, and Government Relations for faculty preparing proposals for research grants or subcontracts.

 

Note: Such proposals for funding that will be administered by the University (funds are paid to and disbursed by Colgate), must be reviewed and approved before being submitted to the funding agency.

Step-by-Step Guide

  1. Fill out and sign a yellow Grant Application Approval cover sheet. Hard copies are available from your department's administrative assistant, the Grants Office in James B. Colgate Hall, or download the cover sheet PDF (please print on yellow paper).
  2. Obtain the signatures of the following, when appropriate:
    • Institutional Review Board—for projects requiring the use of human subjects
    • Animal Care and Use Committee—for projects requiring the use of laboratory animals
    • Chemical Hygiene/Biosafety Officer—for projects requiring the use of hazardous substances
    • Radiation Safety Officer—for projects requiring the use of radioactive substances
    • Director of Human Resources and VP for Finance and Administration -- for projects including new positions
  3. For government grants, include the following additional forms when circulating proposals:
  4. Obtain signatures of:
    • Department chair
    • Division director
    • Associate provost
    • Provost and dean of the faculty
    • At least five business days before your submission date, take proposal to the Grants Office (G6 James B. Colgate Hall) for review by the director of Corporate, Foundation, and Government Relations, assistant controller, and controller. The Grants Office will proofread your proposal, check the budget, and obtain the remaining signatures. We will contact you when approval is complete and let you know if additional information or corrections are needed before the proposal is submitted.
    Learn more about grant application approvals
  5. For electronic submissions, complete or upload the proposal and budget according to the agency's guidelines. If required, the Grants Office will complete the electronic submission when approvals are complete and the faculty member confirms that the proposal is ready to submit.
  6. For hard-copy submissions, send copies of the final proposal to the Dean/Provost and the Grants Office.

Submitting Federal Proposals

NSF proposals are submitted via FastLane and require one-time registration of principal investigators / project directors through Colgate's Grants Office.

NIH proposals are submitted via grants.gov and require one-time registration for the project director / principal investigator in eRA Commons, through Colgate's Grants Office.

For NEH fellowships and summer stipends, individual applicants must register with Grants.gov. We recommend that faculty allow plenty of time to complete the registration. Contact Corporate, Foundation, and Government Relations if you need assistance.

Colgate University's Information for Federal Applications

Legal name: Colgate University

County: Madison

Zip code + 4: 13346-1398

Employer Identification # (EIN): 150532078

Organizational DUNS: 002253615

Congressional District: NY-022

Tips for Facilitating Approval

Contact Corporate, Foundation, and Government Relations to let us know your plans and your deadline. We function as the pre-award Sponsored Research Office (SRO) and can:

  • Advise on proposal preparation
  • Interpret agency guidelines
  • Assist with required documents and letters of support

Follow Colgate's guidelines for preparing proposal budgets.

Send a draft budget to the Grants Office for review well in advance of the deadline. Nearly all delays in the final routing of proposals are due to budget errors.

Make appointments with the necessary individuals early in the process. Consider:

  • Division director
  • Associate provost
  • Dean or associate dean of the faculty

At these meetings you may discuss aspects of the project that involve university funds or space, such as

  • Cost-sharing
  • Release time
  • Equipment needs
  • Hiring personnel
  • Construction or renovation of facilities
  • Needs for space

Proposals that include any new positions – temporary or permanent, full- or part-time – require additional approvals by Human Resources and the VP for Finance and Administration. Consult with the Grants Office early in the process if you plan to include new personnel.

Allow sufficient time to circulate the proposal and obtain signatures on the yellow Grant Application Approval Cover Sheet (PDF).

The Grants Office will obtain the signature of Colgate's Authorized Organizational Representative: Thomas A. O'Neill, associate vice president and controller.