The development and submission of a competitive proposal involves many steps. The following information provides an overview of recommended strategies and practices and make you aware of the requirements of submitting a proposal at St. Cloud State University.
While the information is presented in a series of consecutive steps, depending on your timeframe, it may be necessary to execute some of steps concurrently.
The earlier you engage the Office of Research and Sponsored Programs (RSP), the more help we can provide throughout the development process.
|3 Months to 1 Month Prior to Submission Deadline|
|1 Month to 2 Weeks Prior to Deadline|
|2 Weeks Prior to Deadline|
Contact the Office of Research and Sponsored Programs
Finalize proposal narrative and budget with pre-award support staff
Obtain University approvals to submit, coordinate submission timeline and requirements
Research and Sponsored Programs submits your proposal
Obtain feedback and insights from others will assist you in developing a competitive proposal.
Most grants, contracts, and other agreements from external sources are commonly referred to as sponsored projects. Projects that meet *any* of the following criteria are considered sponsored projects and are administered through the office of Research and Sponsored Programs:
A sponsored program must have a lead responsible for the implementation and outcome of the project being proposed.
Principal Investigator (PI) is the individual responsible for the preparation, implementation, conduct, and administration of a research grant, cooperative agreement, training or public service project, contract, or other sponsored projects. A PI accepts Responsibilities include the intellectual conduct of the project, fiscal accountability, administration, and compliance. Some funding agencies refer to the Principal Investigator as the Project Director (PD).
Co- Principal Investigator (Co-PI) is a senior member of the key personnel team who shares administrative, fiscal, and intellectual conduct with the PI on research projects. Some funding agencies refer to the co-Principal Investigator as Co-Investigator (Co-I).
*National Science Foundation makes no distinction in scientific stature between the designations of PI or Co-PI on a proposal/grant. Thus, principal investigators are equally responsible for the direction of the project, project implementation and reporting requirements.
PI and Co-PI status is a privilege offered to St. Cloud State University personnel with active and continuing employment status having the appropriate level of authority and responsibility to direct a sponsored program (grant, contract, cooperative agreement, sponsored project, etc.).
All persons offered PI and Co-PI authority must accept all of the responsibilities associated with the application for and administration of awarded sponsored projects. Each PI is required to certify with every proposal submission that all information provided is true and complete and that the proposal conforms to the University policies and procedures applicable to sponsored activities. This certification occurs via the Proposal Approval Form process which is require prior to the submission of a proposal to a funding agency.
Principal Investigator(s) are responsible for intellectual conduct, fiscal accountability, administration, and compliance of a sponsored program from idea to closeout.
Responsibilities include, but are not limited to:
*Prior to the submission of any proposals, the internal approval process must be completed (refer to Step 6).
If you have an idea for a research project or program, please reach out to the Office of Research and Sponsored Programs (RSP) to help find the best fitting grant and funding opportunities.
Likewise, it is common for RSP to watch for opportunities that fit the University’s mission and vision as well as each department’s mission and vision. Staff and faculty may occasionally receive correspondence on grant opportunities that meet these criteria through email communication.
St. Cloud State offers many resources to aid in the search for external funding opportunities.
GrantForward constantly updates their database of sponsors and funding opportunities, allowing thousands of grant opportunities to be gathered from over 9,000 US sponsors. Please sign up for a researcher profile and GrantForward will send you grant recommendations related to your field and research interests.
How to create a GrantForward Account?
How to create a GrantForward Profile?
MN Grants provides a single entry point to Minnesota grant opportunities. Grant seekers can search for grant opportunities by state agency or by subject area through following the appropriate link.
When you create a Grants.gov account, you can customize the type of email notifications you receive. Options are shown below.
Subscribe to Grants.gov News
Receive Alerts and Newsletters containing updates about system enhancements and training resources.
Subscribe to all new grant opportunities
Receive a daily email listing all new grant opportunities
Subscribe to opportunities
Receive notifications when changes are made to a specific opportunity's forecast, synopsis and/or packages
Internal grants are available to support St. Cloud State University faculty and staff scholars.
Proposal development is time-consuming, therefore, it is critical to verify that your idea/project aligns with the intention of the funding opportunity you are considering.
Funding agencies consider the credibility and competence of the requester as they evaluate a proposal. The following are key components considered:
Review and update your CV/Biographical Sketch in accordance with funding agency’s formatting requirements.
Individual(s) planning to submit a proposal on behalf of the University are known as Principal Investigator(s) [PIs] and are responsible for the preparation, conduct, and administration of a sponsored project.
At this meeting, the PI(s) will discuss the following aspects with their RSP Contact:
In the proposal development process, as the subject matter expert, the PI(s) author the proposal.
Principal Investigator (PI) is the individual(s) leading the proposed project/program, and are responsible for the preparation, execution, and administration of a grant/contract in compliance with applicable laws and regulations and institutional policy governing the conduct of sponsored research.
Principal Investigator’s Dean/VP/Supervisors
Research and Sponsored Programs
Typical items required for submission include (but are not limited to):
Proposals submitted on behalf of the University require review and approval by a delegated authority with authorization PRIOR to submission. To initiate the review/approval process, please complete the following steps at least seven (7) business days prior to the funding agency's posted deadline.
Step 1. Discuss with your project and intent to apply with your department chair/director and dean/supervisor because your Proposal Approval Form will automatically be routed to them for review and approval. All approvals (signatures) are facilitated electronically in Wizehive and proposals cannot be submitted to an external funding agency for consideration without all required approvals.
Step 2. Click on "Proposal Approval Form" button to login to Wizehive using your StarID credentials.
Step 2b. If you have one or more St. Cloud State Co-PIs, complete the Proposal Approval Form Co-PI(s) Step to add Co-PI(s).
Step 3. If applicable, confirm your Co-PI(s) have complete their Co-PI request forms. Then “Submit” your completed Proposal Approval Form at least seven (7) business days prior to the funding agencies posted deadline.
Step 4. Once your proposal is approved for submission, Research and Sponsored Programs will be in contact to coordinate next steps to finalize and facilitate submission to the external funding agency.
Eligibility of St. Cloud State University faculty and staff members for grant awards is dependent upon the funding agency’s requirements. Guidelines should be followed as posted in the applicable grant notice and application.
If a funding agency requires faculty/staff to be nominated, potential eligible candidates will be identified through the Dean’s Office of the respective college(s) with name(s) forwarded to the nominating official, which is the Associate Provost for Research, about one month prior to the application deadline. Nomination of one or more candidates will be facilitated by the nominating official in consultation with the Scholarship Research and Creative Achievement Committee (SRCA).The Associate Provost for Research will handle the administrative responsibility related to the grant award nomination on behalf of St. Cloud State University.
When proposal are submitted on behalf the St. Cloud State, it is the RSP’s responsibility to review, coordinate approvals, and submit the proposal.
Proposals submitted through an online portal must be submitted through an institutional portal, not Faculty/Staff portal.
The response from a funding agency will likely take one to eight months depending on the funding agency.
Congratulations, RSP will work with the funding agency on the award negotiation. Upon mutually agree upon terms, RSP will process your award.