Turning Ideas into Funded Projects: A Guide for Faculty and Staff

Whether you are pursuing your first grant or managing an established research program, the Proposal and Submission Handbook provides the guidance and resources needed to develop competitive proposals, obtain institutional approvals, and coordinate successful submissions to external sponsors.

Research, Grants, and Sponsored Programs (RGSP) partners with faculty and staff throughout the proposal development process, helping investigators identify funding opportunities, develop competitive proposals, prepare budgets, obtain required approvals, and coordinate sponsor submissions. Early engagement with RGSP allows our team to provide the greatest level of support and position proposals for success.

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Step 1 - Refine your idea or project

Strong proposals begin with a well-developed idea. Take time to clarify your project's goals, anticipated outcomes, and broader impact. Seeking feedback early can strengthen your proposal and improve competitiveness.

Action Items:

  1. Learn about sponsored projects and external funding.
  2. Determine your eligibility to serve as a Principal Investigator (PI).
  3. Understand PI roles and responsibilities.
  4. Discuss your idea with colleagues, department leadership, and collaborators.
  5. Identify the type of funding needed to support your project.

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 administered through the Office of Research, Grants, and Sponsored Programs to ensure compliance with University and sponsor requirements:

  • The proposed project has a defined scope of work or specific project goals 
  • Progress, technical, final reports or other deliverables are required.
  • Billing, separate accounting procedures, or report of expenditures are required.
  • Unexpended funds may need to be returned to the sponsor at the end of the project period or requested and carried forward.
  • The project involves disposition of property, whether tangible or intangible, that may result from the project (e.g., equipment, records, inventions, copyrights, or rights in data).
  • The project has a specified performance period or completion date.

  • Discuss with your department, department chair/director and dean/vice president/supervisor* to amplify the idea and determine key concepts.
  • Request feedback from colleagues and peers.
  • Schedule a meeting with Research, Grants, and Sponsored Programs to discuss idea/funding opportunities.

Note: Internal approvals must be completed before proposal submission (see Step 6).

  • Service Contracts are based upon a scope of work to provide expertise for a list of mutually agreed upon deliverables within a given timeline.
  • Grants are competitive in nature and are non-repayable funds awarded by a funding agency often a government department, corporation, foundation or trust, to a recipient (in this case, an educational institution, team, department or Principle Investigator).
  • Research Grants fund research investigations made by individuals, universities, and other groups to build knowledge generation to a given field.
  • Service Grants provide support for students and/or the community in areas of education, health, human services and the arts. Capital Grants provide funding for acquiring or development of capital assets.

Step 2 - Identify funding opportunities

If you have a potential idea but are unsure where to find funding, Research, Grants and Sponsored Programs offers resources to help identify opportunities aligned with your project goals.

GrantForward 

This comprehensive funding search platform that connects researchers with thousands of grant opportunities from federal agencies, foundations, corporations, and other sponsors. By creating a researcher profile, you can receive personalized funding recommendations based on your interests and areas of expertise.

MN Grants 

Provides a central resource for state funding opportunities. Users can search available grants by agency, program area, or topic to identify relevant opportunities.

Grants.gov

The primary source for federal grant opportunities and offers customizable email notifications to help you stay informed.

Notification Options:

  • Grants.gov news and updates
  • New federal funding opportunities
  • Opportunity-specific updates and amendments
  • Alerts based on saved funding searches

St. Cloud State University offers a variety of internal funding opportunities to support faculty and staff scholarship, research, creative activity, and professional development.

Explore available funding opportunities: Search for internal grants at SCSU

Step 3 - Evaluate funding fit

Before investing significant time in proposal development, confirm that your project aligns with the sponsor's priorities, eligibility requirements, and funding objectives.

  1. Confirm Eligibility
    Verify that both the University (a public institution of higher education or state entity) and the Principal Investigator meet the sponsor's eligibility requirements. 

  2. Review Program Goals
    Ensure your project aligns with the sponsor's priorities, objectives, and funding interests ~ this helps determine whether the opportunity is a strategic fit.
  3. Evaluate Budget Requirements 
    Review funding limits, allowable costs, cost-share requirements, and other budget restrictions. 
  4. Familiarize Yourself with Application Guidelines
    Carefully read all program materials, including:
    • Proposal guidelines and application instructions
    • Agency-specific guidance and priorities
    • Budget limitations and formatting requirements
    • Required attachments and documentation
  5. Identify Key Compliance Considerations
    Pay close attention to:
    • Cost-share or matching requirements
    • IRB or other regulatory approvals
    • Restrictions on fund usage
    • Eligibility criteria for PIs or participants
  6. Pitch Your Idea and Seek Clarification Early 
    Share a brief one-page concept paper with the Program Officer early in the process to confirm alignment with the funding opportunity, receive feedback on competitiveness, and clarify any questions before developing the full proposal.

  7. Plan Ahead 
    Confirm the proposal deadline date and time (including time zone) and allow sufficient time for proposal development and to obtain all required institutional approvals prior to submission.

Funding agencies evaluate both the institution’s eligibility and the qualifications of the individual(s) responsible for carrying it out.

Institutional Eligibility

Before preparing a proposal, investigators should verify that the University meets all sponsor eligibility requirements. Funding opportunities may restrict applications based on institutional type, accreditation status, federal designations, geographic location, enrollment profile, or other organizational characteristics. Research, Grants, and Sponsored Programs can assist in reviewing eligibility requirements, determining the University's suitability as the applicant organization, and identifying any required institutional commitments or partnerships.

Investigator Qualifications

Demonstrating investigator expertise, institutional capacity, and a strong track record can significantly strengthen a proposal. Key factors often considered include:

  • A record of scholarly publications and other relevant contributions to the field
  • Demonstrated success in securing and managing competitive grants or sponsored projects
  • Institutional support and commitment to the proposed work
  • Evidence of successful collaborations and partnerships
  • Access to the facilities, resources, and infrastructure needed to complete the project

To present your qualifications effectively, review and update your CV, résumé, or biographical sketch in accordance with the sponsor's current formatting and submission requirements.

Many sponsors restrict certain project activities and budget expenses. Review the funding opportunity guidelines carefully to ensure proposed activities and costs are allowable. Research, Grants, and Sponsored Programs can assist in interpreting sponsor requirements and developing a compliant budget.

Funding agencies are increasingly establishing policies governing the use of artificial intelligence (AI) in research, grant applications, and sponsored activities. Researchers are responsible for complying with all applicable sponsor requirements and should consult the most current funding opportunity announcements, policies, and guidance, as AI-related requirements continue to evolve.

Examples of sponsor restrictions may include:

  • Prohibiting the use of AI-generated text, images, figures, or graphics in proposal submissions.
  • Restricting the upload of proposals, data, or other application materials into AI tools for review, editing, or content generation purposes.

Ethical, Transparency, and Disclosure Expectations for Faculty, Staff, and Students Researchers

Researchers should use AI tools responsibly and in accordance with sponsor, institutional, and disciplinary standards.

  • Disclose AI Use: Clearly disclose AI use when required by the sponsor, publisher, or other governing body.
  • Verify Accuracy: Researchers are responsible for reviewing and validating all AI-generated content, including citations, analyses, and visual materials.
  • Protect Confidential Information: Do not upload unpublished data, proprietary information, or confidential materials to AI platforms unless permitted by applicable policies and agreements.
  • Follow Sponsor Guidance: Always review and adhere to sponsor-specific requirements regarding the use of AI in proposal development, research activities, and reporting.

Because AI policies vary by sponsor and are subject to change, researchers should consult the Office of Research, Grants, and Sponsored Programs with any questions regarding compliance.

Program officers can provide valuable insight into a funding opportunity's goals, priorities, and expectations. Engaging with a program officer early in the proposal development process can help determine whether your project is a good fit for the program and identify ways to strengthen your application.

  • Connect with the program officer early to introduce yourself, discuss your project idea, clarify questions about the funding opportunity, and gain feedback on program fit and competitiveness.
  • Email is often the best first point of contact. Provide a brief (1-2 paragraph) project summary that highlights how your work aligns with the program's goals and request a short phone or virtual meeting to discuss the project further.

Proposals that closely align with a sponsor's mission, priorities, and program objectives are generally more competitive for funding.

Step 4 - Meet and Work with Research, Grants & Sponsored Programs

Connect with Research, Grants, and Sponsored Programs early to discuss your project, review sponsor requirements, develop your budget, and ensure a smooth and compliant proposal submission process.

Topics commonly discussed include:

  • Funding opportunity requirements and sponsor guidelines
  • Principal Investigator(s) role and responsibilities
  • Proposal development timelines and key deadlines
  • Budget preparation and justification
  • Regulatory and compliance requirements
  • Internal review and approval processes
  • Submission planning and strategy

Proposal Development Timeline

  • 3 to 1 months before the submission deadline: Connect with Research, Grants, and Sponsored Programs to discuss your funding opportunity, project goals, proposal strategy, and available support resources.
  • 1 month to 2 weeks before the deadline: Work with pre-award support staff to develop and finalize the proposal narrative, budget, and required application components.
  • At least 2 weeks before the deadline: Begin the University approval process and work with Research, Grants, and Sponsored Programs to finalize submission requirements, timelines, and supporting documentation.
  • Submission week: Work with Research, Grants, and Sponsored Programs to complete the final review, address any last-minute sponsor requirements, and submit the proposal.

Step 5 - Plan and develop your proposal

The Principal Investigator (PI) leads the development of the proposal and serves as the subject matter expert for the project. RGSP partners with the PI throughout the process by providing guidance on budget development, sponsor requirements, compliance considerations, and submission planning.

To assist with your planning, please use the Customizable Proposal Development Timeline available in SharePoint.

  • Assemble your proposal team, as needed.
  • Engage external partners and obtain any required approvals, signatures, or supporting documents.
  • Establish roles and timelines to keep proposal development on track.

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.

  • Originates the idea for research or project.
  • Studies sponsor guidelines and submission instructions.
  • Understands institutional policies and procedures as they relate to sponsored projects.
  • Develops the implementation plan for the research or project, including personnel needed for project and corresponding effort requirements.
  • Authors the proposal components required by the funding opportunity based on the implementation plan.
  • Develops the project/program budget in collaboration with Dean/VP/supervisors and RGSP.
  • Discloses potential conflict of interest to Dean/VP/Supervisor.
  • Discusses participation expectations with other stakeholders/departments.
  • Requests approval from Department/Dean/VP/Supervisor for resources required for the implementation/execution of a project (i.e. equipment, space and support). If resources are not available, that support must be requested in the proposal.
  • Completes the Proposal Approval Form and routes proposal for internal review and approvals, allowing for a minimum of four business days for RGSP to review and obtain final approvals

Principal Investigator’s Dean/VP/Supervisors

  • Assesses the alignment of the proposal with the University’s mission and vision.
  • Reviews and approves the proposal budget.
  • Reviews and approves any cost sharing/matching commitments, and approves the source of the cost share/matching assuring necessary commitments will be in place prior to the award.
  • Reviews any potential conflict of interest and must manage, eliminate or minimize any conflicts as required by Minnesota State Statue.

Research and Sponsored Programs

  • Assists in identifying funding opportunities for both general University information and specific areas of interest to research faculty.
  • Assists with proposal and budget development.
  • Advises PIs and University staff regarding federal, state, local government and other funding agencies' rules, regulations and procedures.
  • Reviews proposals prior to submission (including revisions, supplements and continuations) for accuracy, correctness and legal sufficiency considering agency requirements and University policies.
  • Communicates with PI(s) about any revisions that may strengthen the proposal.
  • Reviews the Proposal Approval Form and coordinates final University approvals.
  • Coordinates submission plan.
  • Submits proposals that are authorized by delegated representatives of the University.

Typical submission requirements may include, but are not limited to:
    • Completed application form
    • Proposal narrative or project description
    • Proposal abstract or executive summary
    • Detailed budget and budget justification
    • Supplementary Documents, as applicable, such as:
      • Biographical sketches, CVs,or resumes
      • Letters of support
      • Letters of commitment
      • Additional materials required by the funding agency
  •  

To assist with your planning, please use the Customizable Proposal Development Timeline available in SharePoint.

Letters of Support vs. Letters of Commitment

While the terms are sometimes used interchangeably, they generally serve different purposes:

  • Letter of Support: Expresses endorsement of the project, its goals, and its potential impact. The organization or individual supports the work but is not necessarily committing specific resources or participation.

  • Letter of Commitment: Demonstrates a formal commitment to participate in the project and typically outlines the specific resources, contributions, responsibilities, or activities the partner will provide if the proposal is funded. Examples may include staff time, facilities, data access, internship placements, matching funds, or other project support.

Depending on the nature of your project and the sponsor's requirements, additional compliance reviews and approvals may be necessary prior to proposal submission or award acceptance.
These may include, but are not limited to, human subjects research, animal care and use, biosafety, export controls, conflict of interest disclosures, data security, or other regulatory requirements. Please refer to the Award Compliance resources for additional information and guidance.
If you are unsure whether your project requires additional compliance review, contact Research, Grants & Sponsored Programs for more information.

To be eligible to submit a proposal to NSF, all Principal Investigators (PIs), Co-Principal Investigators (Co-PIs), and Senior Personnel must complete the following steps prior to the submission deadline:

  1. Complete Conflict of Interest Disclosure
    • Required prior to a proposal submission and then annually during the award period, or whenever new reportable interested are obtained 
  2. Complete Foreign Recruitment and Support Disclosures
    • Required prior to a proposal submission and then annually during the award period, or whenever new reportable interested are obtained 
  3. Complete Research Security Training
    • Required wwithin the 12 months leading up to a proposal submission date
    • Please be sure to download a copy of your certificate to be uploaded in your Proposal Approval Form
  4. Complete Responsible and Ethical Conduct of Research Training
    • Required upon award, and before NSF-funded project begins

To be eligible to submit a proposal to NIH, all Principal Investigators (PIs), Co-Principal Investigators (Co-PIs), and Senior Personnel must complete the following steps prior to the submission deadline:

  1. Complete Conflict of Interest Disclosure
    • Required prior to a proposal submission and then annually during the award period, or whenever new reportable interested are obtained 
  2. Complete Research Security Training
    • Required wwithin the 12 months leading up to a proposal submission date
    • Please be sure to download a copy of your certificate to be uploaded in your Proposal Approval Form
  3. Complete Responsible and Ethical Conduct of Research Training
    • Required upon award, and before NIH-funded project begins

To be eligible to submit a proposal to USDA, all Principal Investigators (PIs), Co-Principal Investigators (Co-PIs), and Senior Personnel must complete the following steps prior to the submission deadline:

  1. Complete Research Security Training
    • Required wwithin the 12 months leading up to a proposal submission date
    • Please be sure to download a copy of your certificate to be uploaded in your Proposal Approval Form
  2. Complete Responsible and Ethical Conduct of Research Training
    • Required upon award, and before USDA NIFA-funded project begins
  3. Complete Conflict of Interest Disclosure
    • Required whenever new reportable interested are obtained 

  • Discuss your idea early. Meet with your Dean, supervisor, or other key stakeholders to discuss the proposed project and obtain preliminary approval to move forward. Be sure to address topics such as employee effort, cost-share commitments, use of institutional facilities, human or animal subjects research, hazardous materials, and any other compliance or resource considerations.
  • Identify collaborators and required approvals early. Determine any internal and external collaborators, required approvals, and institutional commitments at the outset. Early coordination helps prevent delays and ensures all project partners are prepared to support the proposal.
  • Engage potential funders. Draft and share a brief one-page concept paper to share with a program officer or funder. Early conversations can help confirm program fit, provide valuable feedback, and strengthen your proposal development strategy.
  • Develop your budget alongside your proposal outline. Create the budget as you outline the project to ensure proposed activities, staffing, timelines, and outcomes are adequately supported and accurately reflected in the budget request.
  • Seek feedback on proposal drafts. Ask colleagues, subject matter experts, and experienced grant writers to review your narrative. External feedback can improve clarity, responsiveness to sponsor requirements, and overall competitiveness.

Step 6 - Request institutional approval prior to proposal submission

All proposals* submitted on behalf of St. Cloud State University, including full proposals, pre-proposals, letters of intent, funding requests, and similar submissions, must undergo institutional review and receive the appropriate approvals prior to submission to an external funding agency.

To allow time for review, routing, and approvals, the primary PI is expected to complete and submit their proposal approval form in their PI portal no later than 10 business days before the sponsor's submission deadline. Early submission are encouraged!

Step 1. Discuss 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. Go to the External Proposal & Award Portal and use your StarID credentials to login.

  • For assistance using the portal, go to the Portal Tutorial
  • The portal allows you to save your progress and return to saved work. 
  • Do not click “Submit” until your application is complete, which includes:
    • Completed Proposal Approval Form application with proposal working draft and proposal budget attached.
    • If applicable, Proposal Approval Form Co-PI(s) Step, ensuring all Co-PI(s) have responded.

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).  

  • This process will trigger a notification to your Co-PIs requiring them to acknowledged participation in the proposal.
  • You can confirm Co-PI(s) have completed in Wizehive by the green box by each person’s name within the Co-PI Step section of your application.

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.  

  • The proposal approval form will be automatically routed to obtain the necessary approvals (signatures) from your department chair/director and dean/supervisor.
  • To ensure timely reviews, it is the PI(s) responsibility to ensure department chairs/directors and deans/supervisors know their Proposal Approval Form is coming. See step 1 above.

Step 4. Once your proposal is approved for submission, Research, Grants, and Sponsored Programs will be in contact to coordinate next steps to finalize and facilitate submission to the external funding agency.

*Proposals include full proposals, pre‑proposals, letters of intent, funding requests, or any alternative terminology a potential funder may use.

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.

Step 7 - Coordinate submission plan with Research, Grants & Sponsored Program

Research, Grants & Sponsored Programs (RGSP) serves as St. Cloud State University's authorized office for proposal review, institutional approval, and submission to external sponsors.
Early coordination with RGSP is strongly encouraged to ensure a smooth and timely submission process. 
RGSP supports PIs throughout the proposal development and submission process by coordinating:
  • Final proposal review and quality assurance
  • Institutional approvals and certifications
  • Submission timelines and internal deadlines
  • Sponsor-specific portal and registration requirements
  • Official proposal submission on behalf of the University

Step 8 - Await funding decision and complete any required follow-up

Funding agency review timelines vary, but applicants can generally expect a funding decision within one to eight months after submission.

During this period, additional compliance approvals may be required before an award can be activated, including:

Congratulations!

Research, Grants & Sponsored Programs (RGSP) will work closely with you and the funding agency to negotiate and finalize the award's terms and conditions. Once the award agreement is fully executed, RGSP will establish the award record and project budget, enabling effective project administration and financial management.

Throughout the process, you will receive status updates and important communications via email. In addition, award information, project details, and related documents will be accessible through the External Proposal and Award Portal for PIs, providing a centralized location for tracking and managing your funded project.

Review the sponsor's feedback, if available, and consult with RGSP to discuss potential revisions, alternative funding opportunities, or a future resubmission strategy.

A declined proposal is often an opportunity to strengthen and refine your project. Many successful grants are funded after one or more resubmission.

Strong resubmission typically:

  • Address reviewer feedback directly and thoroughly, demonstrating how concerns and recommendations were incorporated into the revised proposal.
  • Clarify project goals, methods, outcomes, and evaluation plans to improve overall competitiveness and alignment with sponsor priorities.
  • Strengthen the project narrative by improving organization, clarity, and the connection between project activities and expected impacts.
  • Enhance partnerships and institutional support, where appropriate, through stronger commitments, collaborations, or stakeholder engagement.
  • Refine the budget and justification to ensure all requested resources are well-aligned with project objectives.
  • Incorporate updated data, evidence, or preliminary results that strengthen the project's rationale and feasibility.
  • Demonstrate responsiveness and continuous improvement, showing reviewers that feedback was carefully considered and thoughtfully addressed.