OVERVIEW OF THE GRANTS PROCESS

If you are considering applying for a grant, please notify the grants office of your intent as early as possible. Once you have identified a potential funding source, you are ready to begin developing your application. The following steps should be followed as you work your way through the grant proposal development process:

• Carefully read the application materials and follow directions. Consult the guidelines frequently.
• Plan well ahead of deadlines. The process will always take longer than you anticipate. 
• Always notify your dean or supervisor of your intent to submit a proposal. Also do this as early as possible in order to address any departmental matters related to the proposed grant and project.
• Use the expertise of the NSU Grants Office. Ask questions! 
• Remember that even if you do not need the services of the NSU Grants Office in proposal preparation, you will need to supply a copy of the proposal to this office prior to the proposal's submission. The NSU President gives final approval and signs off on proposals.
• Let the grants office know well in advance if you are planning to submit a proposal as there are a number of other administrative requirements. (see the Grant Application Review and Approval Form and NSU External Grant Policy.) No proposal from NSU may be submitted to an external funding agency without the appropriate internal approvals.
• Proposals to private foundations and corporate funders typically need to be submitted through NSUF as the applicant and fiscal agent. The grants office can assist in coordinating this process. All activities involving fundraising from donors need to be conducted through NSUF; for further information please contact that office directly for assistance.
• Communicate with a representative from the funding agency and discuss your ideas and intentions. The visit may be via telephone, letter, e-mail, or a personal visit whenever possible. You may be able to learn valuable information through such communication, be alerted to potential errors, or steered to a more appropriate funding program.
• If possible, attend a workshop sponsored by the funding agency or a professional organization as these sessions sometimes provide valuable information not contained in the application material and establish contacts with program officers. Federal agencies may provide these workshops free of charge or at low cost in various parts of the country.
• Write the grant proposal in a concise and positive manner avoiding unsupported assumptions.
• Ask a colleague and the grants office to review your draft and provide you feedback.
• Follow the required internal approval process, including approval of the budget, staffing issues, equipment requests, etc. If required by the granting agency, complete a financial disclosure/conflict of interest form and file it with the grants office. If human subjects research is involved, submit your application to the IRB well in advance of the grant application's deadline.
• Review your completed application and make sure that it is neatly prepared, error free, and in compliance with the funder's guidelines.
• Coordinate submission of the application with the grants office ahead of deadline.
• If the proposal is not funded, you will need to notify the grants office. Obtain reviewers comments whenever possible; often the grant application can be resubmitted with some changes. Remember that external funding is highly competitive and that resubmission often increases the likelihood of funding success.
• If a project is funded, you will need to notify your dean/supervisor and the NSU Grants Office immediately.
• You will need to review the terms and conditions (Award Letter) of your funded project with the NSU Grants Office and be certain that you are fully aware of your responsibilities relative both to the granting agency and the university.
• A fund will be set up by the Finance Office upon receipt of the Grant Fund Request form from the Grants Office.
• No grant funds are to be expended until the fund has been established.
• Begin the grant-funded work on time and complete the necessary activities in a timely manner.
• File all necessary reports on time.
• If you have problems and/or questions, please contact the NSU Grants Office and/or your program listed in the funding agency's terms and conditions (Award Letter).
• Address all problems immediately.