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Preparing and Coordinating Submissions

There are a number of things to consider before you begin to write your proposal:


  • Submission of proposals, particularly to local agencies and organizations, are planned well in advance of deadlines.
  • In order to give the project the best chance of success, competing proposals should be avoided.
  • Institutional priorities are developed and strategized in coordination with administration.

Funder Information

  • Be familiar with what have they funded recently.
  • Deadlines and guidelines change.
  • Make sure that you have up-to-date information on submission requirements.
  • The applicant is responsible for obtaining the latest information.

Departmental and Organizational Approval

  • Your project should have the approval of your department head and any other departments which would be called on to support the endeavor.
  • Unauthorized proposals could jeopardize the likelihood of funding.
  • Know whether additional space would be required and if it would be available for your use.
  • Consider if you have adequate personnel to assure the success of the project.
  • Private foundations typically do not provide funds for overhead (heat, lights, communications, fringe benefits, and basic equipment and services such as copying and clerical help). Support must be provided by the department. The question of whether this will create a burden on departmental resources and budgets must be answered.

Institutional Letters of Support

  • Hectic daily schedules and travel plans can limit the ability to acquire the appropriate materials on time. CFR staff can help coordinate submission of these requirements.

Budgets, Financials and Other Organizational Information

  • Do not assume that a funder knows about our organization. CFR will help obtain financial statements, IRS forms, lists of trustees and other standard institutional background information for your proposal. Make certain you understand the requirements.

Project Cost

  • The careful construction of the budget cannot be underestimated. Detailed cost estimates and realistic figures will help make your case.
  • A funder will look for a concise and clear budget and a plan for sustainability.
  • Asking another foundation for support is not acceptable. How will you continue to provide resources for your project once funding is discontinued?
  • Will you need organizational information such as budgets and financials?

Stewarding a Grant or Gift

  • Once your award has been finalized, CFR will monitor the acknowledgment and reporting process from award to final report.
  • It may be necessary to obtain the approval of the Office of Technology Management for some grantor stipulations.
  • The principal investigator is responsible for preparing narrative and budget reports on time. CFR will forward these on to the funder with appropriate cover letters and supplemental materials. CFR will also help coordinate site visits and press releases with the appropriate departments.