Frequently Asked Questions | Grant Application Checklist | Grant Budgeting Guidelines | Identifying Funding Sources


1. When should you begin thinking of applying for an outside grant? 

  • If the grant you are applying for is a large federal grant or is in support of sabbatical research, you need at least 18 months lead time in advance of the time you will need the funds. For sabbatical research, you need to talk to us about appropriate grants when you have been notified that you are eligible for a sabbatical leave and are in the process of writing your sabbatical proposal. In terms of time needed to apply for outside grants and the deadlines for such grants, it is crucial that you do not wait until your sabbatical application is approved; it may be too late by that time to apply for appropriate grants.
  • For smaller grants, the lead time is less and varies. However, the general rule of thumb is that the more lead time you allow yourself, the more opportunities will be available for funding.
  • For all grants, it is wise to touch base with a member of the Provost's Office as soon as you begin thinking about outside funding. If the grant requires an administrative letter of support or an administrator's signature, we need to review a draft of the proposal at least two weeks in advance of the deadline. A final copy of the proposal should be presented for signature at least a week in advance of the deadline for mailing.

2. Why should you be in touch with the Provost's Office as soon as you begin thinking of applying for an outside grant? 

  • If you do not have a specific agency, foundation, or program in mind, perhaps we can help you identify a source of funding.
  • We need to determine if the grant would have financial or facilities implications for the College--such as matching funds and/or office space--if the grant application is successful. If there are facilities implications, we may need to have a representative from the Finance & Administration Office assist you and us in determining space needs and possible cost projections.
  • Our budget guidelines will provide you with the correct information if your grant includes salaries for faculty, administrative, or staff time, student wages, or overhead costs.
  • Many federal grants, and some private grants, now require forms such as the "Drug Free Workplace" verification form. Sometimes we have these forms on hand; at other times we will need to send for them.
  • When human and/or animal subjects are part of the project, certain federal grants require review by either of these College committees: Human Subjects Review Board or the Institutional Animal Care and Use Committee. We need to see your proposal early so that we can determine whether these committees must review and approve of it before you send it in.
  • Many grants require the signature of or a letter of support from an administrator of the College. It is important to have the grant application prepared far enough in advance of the deadline for that administrator to review the entire grant proposal before signing on behalf of the institution. In addition, it is wise to check the administrator's schedule to make sure that he/she will be available when the signature is needed.

3.What other information do you need to know as you prepare your grant proposal?

  • Even if your grant proposal does not include institutional commitments or the signature of an administrator, we ask that you provide a draft of the proposal for review by someone in the Provost's Office. We are often contacted by individuals from within the institution and from off-campus with questions about grant applications. If we have never reviewed the grant application, we cannot direct the individual to the appropriate person.
  • Even if your grant proposal does not include institutional commitments or the signature of an administrator, please be sure that we receive a copy of the final grant proposal for our files.

4.What should you do when you receive notification that your grant application has been approved?  

  • Notify us in writing or by e-mail as soon as possible. If you receive written notification of the grant's approval, please send us a copy for our files along with any proposal revisions.
  • Make an appointment to talk with someone in this office to review the guidelines for authorization of salary, stipends, hiring, budget, etc.