Procedures for External Grant Proposals

Any proposal that commits the college to something beyond the granted resources (for example, matching funds, summer students, physical facilities and space, employees, etc.) or creates any kind of intangible liability (for example, reputational risk, human or animal subjects research, etc.)  MUST be discussed with Associate Provost Chris Winters prior to submission.

In most cases, it is advisable to work in conjunction with the grants office and Chris Winters at the very beginning of the proposal process to discuss requirements and timelines.

Before the final submission to the funder, proposals ideally undergo two levels of review: individual and institutional.


The best proposals usually go through multiple iterations to streamline their content and strengthen the impact of their ideas.  While you are developing your project, you may want to take advantage of our digital resource archive within Glow that is filled with materials to help you prepare a high-quality proposal. The archive is automatically accessible to all faculty members after logging into Glow under the “Faculty Grant Proposal Library” course.  “Faculty Grant Proposal Library” contains sample proposals, as well as documents suggesting strategy for constructing a good argument.

Moreover, proposals often request details like the college’s official name and address, tax ID number, etc. The provost’s office has compiled a selection of institutional information here for easy reference. More information on college policies and  federal requirements can be found here.

When you are satisfied with your draft, we recommend that you share your materials with others for review and seek feedback from colleagues in your discipline with previous grant experience; Bridget Wiffin, director of the grants office; and/or the college’s director of writing programs, Stephanie Dunson.


After a proposal has received a thorough informal review, it may also require further approval by the college in the Office of the Provost or the Grants Office.  Early in the process, you should have discussed the requirements of your particular proposal with staff from both of these offices.  Typically, the associate provost will review the proposal for various obligations, including any matching funds or compliance requirements.  The associate provost is the official institutional signatory for all state and federal grant applications. For private foundation applications, the signatory may vary, so please consult the funder’s guidelines for more information.

If your proposal needs to be sent to the provost’s office, please allow sufficient time for review and communication by submitting it to the associate provost at least three business days in advance of the proposal’s mailing deadline.  We recommend allowing for as much review time as possible, especially for federal grant applications which commonly experience technological setbacks during the online proposal submission process.

Before submitting your proposal for review, please read the college’s official policies and federal reporting requirements to ensure that you are aware of your obligations and acting in compliance with all stated guidelines.