How to Submit Your Grant
Proposal: A Process Guide

College of Agriculture & AAES Research Office Services

• Grant writing, editing support, coordination with department staff
• Statistical data consultation
• Pre-submission project management & coordination
• Project budgeting & budget narrative assistance
•  Coordination of proposal materials with external sub-awards/sub-recipients

Before you start proposal development:
(2 months before due date, or earlier)

1) Identify previously successful proposals (i.e., prior funded projects for your program).

2) Clarify your research problem so you can clearly express your need for funding. Supporting questions to be answered include:

• What is the problem you are addressing?
• What has previously been done to address this problem?
• What gaps still remain? How do you propose to close them?
• How does your approach show novelty and/or innovation?

3) Determine Co-PIs and their specific role/contribution to the project.

4) Determine subawards (if needed).

5) Contact the Dept. Accountant and RO with funding notice.

6) If cost share is required, discuss with Dept. Accountant and then RO (if necessary).

COA/AAES Research Office Grant Writer Services

• Review of agency solicitation requirements
• Proposal preparation timelines and processes
• A compelling “storyline” or gap analysis
• Requirements of specific grant competitions
• Assessment, outreach, and diversity component needs
• Writing of non-technical text and transitions
• Document control and copyediting
• Institutional support letters
• Collecting forms such as Conflict of interest and Biographical Sketches.

Note: Initial development of proposal content/narrative is the responsibility of the PI(s).

• Research Office (RO) creates an electronic folder to collect all proposal elements. 
• RO/Dept. Accountant downloads needed forms, if applicable – completes institutional information. 
• RO secures institutional documents/information needed for proposal. 
• RO enters proposal info into database and assigns college (CoA) project number.

• Writing proposal text and supporting attachments
• Budget preparation
• Completion of application package/forms (paper or electronic)
• Compilation of proposal elements compiled into one proposal or electronic packet for upload 
• Preparing/initiating proposal eCover form for internal approvals

Work with Auburn University’s Office of Research Compliance (ORC) for assistance with the following compliance requirements:

• Animal Care and Use (IACUC) 
• Biological Safety (IBC) 
• Human Subjects Research (IRB) 
• National Science Foundation (NSF) Conflict of Interest 
• Public Health Service (PHS) Conflict of Interest 
• Radiation Safety (RSC) 
• Responsible Conduct of Research (RCR) Training 

• OSP will submit proposal electronically, upload to eCover form and approve. A PDF of full proposal (with approved eCover) will be made available to PI and Dept. Accountant. 
• If submission does not require Authorized Organizational Representative (AOR) to submit, RO needs a copy of final proposal. A PDF of full proposal (with approved eCover) will be made available to PI and Dept. Accountant. PI is then responsible for submitting proposal to sponsor.

• Complete Proposal Initiation Form – Contact Dept. Accountant and RO. 
• Determine project management structure. 
• Work from checklist that lists all proposal requirements. 
• Make writing assignments. 
• Discuss need for supporting graphics/figures/statistical data. 
• Recruit advisory board members (if required). 
• Identify outside evaluator and sub-awards (if required).

• Finalize goals and specific objectives.
• Complete logic model (if required). 
• Begin collecting required forms (i.e., Biographical Sketches, Current and Pending Support, and Conflict of Interest). 
• Start collecting letters of commitment/support. 
• Compile tentative budget. 
• Manage the submission of sub-award documents (if applicable). 

Route eCover form:

• Final budget, budget justification and draft summary, narrative, or scope of work needed. 
• Final sub-award documents (if required). 
• Notate submission instructions, RFA requirements, or needs in Project Comments and Documentation section (e.g., letter of commitment, completed subrecipient form for sub-awards, etc.) 
• Finalize attachments, such as Key Personnel, Equipment, Facilities and Other Resources, Management Plan, and Data Management Plan (DMP).
• Forward all completed documents to RO.

• Incorporate external evaluator’s input into proposal (if required). 
• Project team edit of proposal narrative. 
• Begin finalizing Project Summary and Project Narrative. 
• Review of entire grant package.

• Complete validity check.
• Final package to RO and OSP for review before submission. 

Note: PI may continue to make final edits to the Project Narrative and other Scientific Components (excluding the Budget and Budget Justification) of the proposal until 24 hours prior to the sponsor.

• PI will forward award document to the Dept. Accountant. 
• Dept. Accountant will email award to OSP, noting the corresponding Proposal eCover Form number and current status of compliance issues. 
• OSP will ensure that all compliance issues are addressed/approved then process internal paperwork to get the award signed and sent to CGA for FOP set up. 

• PI will forward award document to the Dept. Accountant. 
• Dept. Accountant will request or revise the budget/cost-share to match the award amount, complete a paper Extramural Cover Form. Circulate for Dept. Head/ADR approvals only if the cost-share or university commitment has changed. 
• Dept. Accountant will email award to OSP (cc RO) noting the corresponding Proposal eCover Form number and current status of compliance issues. 
• OSP will ensure that all compliance issues are addressed/approved and then process internal paperwork to get the award signed and sent to CGA for FOP set up. 

OSP will ensure that all compliance issues are addressed/approved, then process internal paperwork to get the award signed and sent to CGA for FOP set up. 

• OSP will send award to Dept. Accountant for revised budget. 
• Circulate for Dept. Head/ADR approvals if cost-share or university commitment changes. 
• OSP ensures all compliance issues are addressed/approved then processes internal paperwork to get the award signed and sent to CGA for FOP set up. 

RO will send award document to OSP to oversee award processing. 

• PI will forward award document, with a scope of work and budget, to Dept. Accountant. 
• Dept. Accountant will complete a paper Extramural Cover form and send award package to Dept. Head for approval. 
• Dept. Accountant will email award package to RO for review. 
• RO will ensure all award elements are in place, send amendment to ADR for approval, and forward to OSP. 
• OSP will ensure that all compliance issues are addressed/approved then process internal paperwork to get the award signed (which could include sending to IAC for review/negotiation) – and sent to CGA for FOP set up. 

• OSP will email to Dept. Accountant/RO, request a paper Extramural Cover Form, scope of work and budget, approved by Dept. Head/Dean, from the PI/Dept. Accountant. 
• OSP will then ensure that all compliance issues are addressed/approved then process internal paperwork to get the award signed and sent to CGA for FOP set up. 

• Amendment must have a budget and scope of work to match the amendment document. 
• Dept. Accountant must complete a paper copy of Extramural Cover Form and route the amendment and attachments for approvals of Dept. Head (copy RO for review); unless a proposal was processed and approved through OSP prior to receipt of the amendment. RO/Dept. Accountant will send the amendment to ADR for approval, and forward to OSP. 
• OSP will ensure that all compliance issues are addressed/approved then process internal paperwork to get the amendment signed and sent to CGA to modify the FOP. 

• Dept. Accountant will send the amendment to OSP and copy RO. 
• OSP will ensure that all compliance issues are addressed/approved then process internal paperwork to get the amendment signed and sent to CGA to modify the FOP. 

• Amendment must have a budget and scope of work to match the amendment document. 
• Dept. Accountant must complete a paper copy of Extramural Cover Form and route amendment and attachments for approvals of Dept. Head then to RO for review. 
• RO will send amendment to ADR for approval then to OSP. 
• OSP will ensure that all compliance issues are addressed/approved then process internal paperwork to get the amendment signed and sent to CGA to modify the FOP.