Grant Proposal Submission Checklist

This form has been designed specifically for the use of the A&S faculty to assist in the grant submission process.  In it you will find guidance concerning university and department requirements, procedures, required forms, and most importantly, who to contact should questions arise. 

LOOKING FOR FUNDING OPPORTUNITIES

1. A&S recommends using the IRIS database for your search.
   Note: For private or foundation searches, contact Miriam McLean, Associate Director of Corporate and Foundation Relations (CFR).
2. On occasion the sponsor may limit the number of proposals submitted from one institution.  Please contact Phil Kosch, Office of the Vice Provost (OVP), and Lynne Pepall, Dean of the Graduate School of Arts and Sciences, immediately, if the sponsoring agency has set such limits.

GETTING STARTED

3. Start this process at least a month in advance of the stated grant deadline.
4. Download and email an electronic version of the grant solicitation (RFA, RFP, PA) and a brief description of your intent to your assigned Research Administration (RA) Representative.
5. Inform Charlene Carle in the Office of the Dean of the Graduate School of your plans to submit a proposal and submission deadline.
6. If the solicitation requires any of the following, please inform your Department Chair, Academic Dean, and Dean Pepall of your request.
   
   
   * Cost sharing
   * Purchase of major equipment
   
   Changes to Research Space:
   * Alterations/renovations
   * Additional space
   
   Please obtain written approval from Leah McIntosh, Executive Administrative Dean of Arts and Sciences. Continue processing your proposal and allow two weeks for the written approval.
   
   Please inform your RA Representative, once approval has been obtained.

PREPARING THE SUBMISSION

7. Need Help...
   • with a foundation or corporate funding opportunity? 
     • Contact Miriam McLean of CFR
   • understanding sponsor or grant guidelines/requirements?
     • Contact your RA Representative
   • developing the proposal content?
     • Faculty members are encouraged to work within their department and with their colleagues
   • reviewing a budget? 
     • Contact your RA Representative

Note: Peg Atkisson in the Office of the Vice Provost also provides grant writing support for multi-investigator/multidisciplinary grant proposals.

8. Things to remember:
   • Always adhere to the requirements of the grant solicitation.
   • Fringe and Indirect Costs rates can be found at the following link: http://www.tufts.edu/central/research/FringeBenefits.htm
     * Always confirm the accuracy of the rates with your RA Representative.
   • Faculty members teaching less than a full load should request some portion of academic salary on the proposal, if the following holds:
     • The sponsoring agency will allow it.
     • It is consistent and relevant to the required project effort.
   • Graduate students’ salaries/stipends are guided by the department's policy on teaching assistants.
   • A&S recommends recovering 15% of tuition costs in the proposal for each graduate student budgeted 100% time, otherwise prorate accordingly.
   • A&S also recommends recovering health insurance and fees on a prorated basis according to the level of graduate student effort in the proposal.

9. Additional Support: Your RA Representative will review iterations of your budget and the justification.  Make sure the Internal Sponsored Research Coordination Form reflects the finalized budget.

ROUTING THE SUBMISSION

10. Begin routing the proposal seven (7) days in advance of the deadline, especially for submissions on Grants.gov.
    • The following required internal forms must be completed and attached to your proposal when routing for signatures.
      • Internal Sponsored Research Coordination Form
      • Financial Disclosure Form
    • Contact your RA Representative if you need help completing these forms.
    • Forward original forms and the full proposal to those individuals whose signatures are required on the Coordination Form.