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:

• The proposed project binds the University to a specific scope of work.
• 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 and Sponsored Programs to discuss idea/funding opportunities.

Note: Prior to the submission of any proposals, the internal approval process must be completed (refer to 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.

St. Cloud State offers many resources to aid in the search for external funding opportunities.

GrantForward

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.

• Create or edit a profile
• GrantForward Researcher Welcome Guides
• GrantForward Webinar for Researchers

MN Grants

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.

Grants.gov

Custom Email Notifications

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

• Subscribe to saved searches for grant opportunities
  Receive notifications for new opportunities matching saved search criteria

Internal grants are available to support St. Cloud State University faculty and staff scholars.

Search for internal grants at SCSU

1. Review Eligibility Criteria
   Begin by confirming who is eligible to apply. The University a public institution of higher education or state entity, and does not quality as a non-profit or 501(c)(3) due to our tax status.

2. Understand the Program Overview
   Examine the program summary to identify the types of projects and initiatives the sponsor intends to support. This helps determine whether the opportunity is a strategic fit.

3. Assess Budgetary Guidelines
   If the opportunity appears promising, review the budget instructions to identify allowable and unallowable costs, funding limits, and any restrictions. 

4. Familiarize Yourself with Sponsor Expectations
   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 Elements
   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. Clarify Uncertainties
   Reach out to the sponsor or program officer for clarification on any ambiguous or unclear aspects of the opportunity.

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

Funding agencies consider the credibility and competence of the requester as they evaluate a proposal. The following are key components considered:

• Publication record in top journals,
• Demonstrated success in previous competitive grants,
• Institutional endorsement, and
• Proven collaborative experiences

Review and update your CV/Biographical Sketch in accordance with funding agency’s formatting requirements.

Funding agencies are actively introducing new guidance governing the use of artificial intelligence (AI) in research, grant applications, and educational initiatives, with a strong emphasis on safety, transparency, and ethical compliance.

Researchers must follow all applicable policies and guidelines set by the funding agency. Always consult the funder's most current requirements, as policies and notices are updated frequently.

• Some funder's prohibit the use of AI generated text, figures, images, or graphics in proposal submissions.
• Some funder's prohibit uploading proposals or related materials into AI tools for review purposes.

• Disclose AI Use; Researchers must clearly disclose any use of generative AI in their methods, acknowledgements, or other relevant sections of their scholarly work.
• Verify Accuracy; Because generative AI can produce errors or fabricated content (e.g., false citations or fabricated images), researchers are responsible for verifying the accuracy of all AI‑generated material they include.
• Protect Confidential and Unpublished Information; Researchers must not upload unpublished data or confidential information into generative AI tools.

• To introduce yourself and provide an overview of your proposed plan, clarify any points of uncertainty, and glean any feedback or insights that the program officer can offer.
• Email is a recommended method to initially contact with program officers. Thinking about how your project aligns with the program’s objectives, provide a concise (1-2 paragraph) overview of your project and request a brief phone conversation to discuss future.

At this meeting, the PI(s) will discuss the following aspects with their RSP Contact:

• the requirements of the funding opportunity,
• steps in developing your proposal,
• budgetary needs of the proposal (using the budget template, please bring a preliminary budget to the meeting)  
• facilitating the internal approval process (see Step 6), and
• outlining plan for the submission prior to the deadline

• Build your proposal development team, enlisting additional faculty and staff members as needed.
• Contact external partners or stakeholders, if necessary based on the nature of your proposal. Identify and make a plan to secure any approvals, letters, signatures, or documents needed from external partners.

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 RSP.
• 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 RSP 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 items required for submission include (but are not limited to):

• Application Form
• Proposal Narrative/Description
• Proposal Abstract/Summary
• Budget, and justification
• Supplementary Documents, if applicable
  • Bios/Resumes
  • Letters of Support/Commitment
  • Others, as defined by funding agency

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 within 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 within 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 within 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 

• Have others review your draft proposal narrative.
• Work on your budget in tandem with the proposal, making sure that your budget reflects that activities and outcomes you are proposing in the narrative.
• Discuss and secure preliminary approval for items such as faculty/staff reassignment, cost-share commitments, use of institutional facilities, research involving human/animal subjects, hazardous chemicals, etc.

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).

• Research with Human Subjects, submit IRB
• Research with Animals, submit IACUC

Congratulations, RSP will work with the funding agency on the award negotiation. Upon mutually agree upon terms, RSP will process your award.

Your award information will be available and accessible within the External Proposal and Award Portal for PIs.