At Least One to Three Months Prior to Submission

Two Weeks to One Month Prior to Submission

Send draft proposal and all supplemental documents to Grants & Sponsored Programs Office for review.

Ten Days Prior to Proposal Submission

  • Request sponsored programs office to begin the internal approval process through DocuSign. This process was formerly known as the Green Sheet or External Funding Request Form. Please contact the grant specialist to assist with this step. Note that this step is required if any funds listed in the proposed grant budget will be coming to BSU, its employees or students.
  • Once the internal approval process is complete, GSPO will submit the proposal to the funding agency.

Stages to Grant Submission

Develop and Review Project or Program

Share ideas with collaborators, dean, grant specialist and any key stakeholders outside of the institution who may be directly involved in the project.

Evaluate Potential Funding Agencies

  • External funding sources may include:
    • Local, State or Federal Government Agencies
    • Local or National, Private/Public Foundations
    • Corporations
    • Professional Associations
    • Minnesota State System
    • Donor Advised Funds (DAF)
  • The grant specialist may have funding sources that align well with your project or can provide funder prospecting assistance at the request of the project team.

Assess Funding Opportunity

  • Ensure your project/program aligns with funding agency priorities
    • Carefully read through the funding agency website, RFP, application instructions and any other documentation provided by the agency.
      • Highlight all proposal requirements that are clearly listed and those that may be embedded in the content of the RFP or application instructions.
      • Read the fine print of any funding agency documents and make note of items that will be required to include within the proposal narrative or supplemental documents.
    • Pay special attention to items such as cost-sharing, submission deadlines, eligibility requirements and unallowable budgetary expenses.
    • Please note that turnaround time for notification on the status of a submitted grant application can take anywhere from several weeks to upwards of a year. The average time for a response is 4-8 months. Make sure that this timeline aligns with your project activities.
    • Contact the program officer associated with the RFP to discuss your project and its potential fit with the funding agency or solicitation priorities.
    • Begin to build your project team (e.g., faculty, staff, external collaborators).
      • Secure any necessary approvals and/or create Letters of Support, Letters of Commitment or Memorandums of Understanding (MOUs) between external partners. The grant specialist is happy to assist in acquiring these supporting documents.

Formulate Proposal Based on Agency or Application Specifications

  • The proposal development process can be lengthy. The GSPO can assist with the following tasks in this process:
    • Help review the RFP
    • Develop a checklist and timeline for completing required documents
    • Complete the internal approval process (Required)
    • Write and/or review the narrative, budget, justification or supplemental documents
    • Conduct literature review to find data and references that support points within the proposal narrative
    • Seek out pricing and estimates for budget items
    • Track progress to meet submission deadline
  • When developing the project budget consult the grant specialist and follow the links below for information on:
  • Complete the Internal Approval Process (minimum of 10 days prior to proposal submission)
    • The grant specialist will complete this process for you through DocuSign. To aid in this process the grant specialist will need:
      • Project abstract and budget
      • Project title, dates of funding, information on cost-sharing (if applicable) and what university fund the match will be drawn from.
      • Written approval from a supervisor for any inkind or cash match support that is included in the proposed budget should be sent to the grant specialist to incorporate in the project file
    • PIs and each Co-PI will be required to complete the Financial Conflict of Interest form which is included in the DocuSign process

Proposal Submission

After all required proposal documents have been completed, reviewed and edited by collaborators and support staff, these materials should be uploaded into the grant submission portal (if applicable) and the Authorized Organization Representative will submit the application.