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Step-by-Step guide to submitting proposals at NKU

Applying for a Grant: Step-by-Step

Step 1- Developing an Idea:

The starting point for any grant proposal is figuring out what you want to do (e.g., conduct a research project, start a program to provide a service or instruction, obtain equipment, etc). Next, make an estimate how much it will cost.

Once you know that information you can begin to identify possible funding sources and start to write a grant proposal. Contact the Office of Research, Grants and Contracts (RGC) at (859) 572-5136 to locate potential funding sources.


Step 2-Office of Research, Grant & Contracts:

Contact our office (AC 616, (859) 572-5136) for information about university policies related to grant applications and advice about budget preparation. If the grant will be paid to the university or involves commitment of university resources you will need to complete the mandatory NKU routing form.


Step 3-Forms & Deadlines:

Make sure you have the most up-to-date application forms and guidelines. Verify the deadline. Deadlines either "postmarked by" or "received by"-it makes a difference! Some programs now require electronic submission (i.e., the National Science Foundation), plan on submitting the proposal at least one day early to avoid electronic problems. Any questions about electronic applications can be addressed to Mark Santanello (859-572-5166, santanellm1@nku.edu).

Make sure that your proposed project is eligible for the program-talk with a program officer.


Step 4-Budget:

Discuss budget details with RGC. The office has information on preparing budgets and spreadsheets formats.

Routing form-equipment-If you plan to purchase computer/technology/equipment, you must address concerns about installation, storage, maintenance, service contracts, etc.; discuss proposed equipment purchases with and acquire the signatures of your department chair and dean and the Associate Provost of Information Technology.

Routing form-cost-sharing-Some grants require matching funds from the university (including most equipment grants). Discuss cost-sharing requirements with RGC. There is a university matching fund for research grants (or other grants for faculty scholarship); contact RGC for more information.


Step 5-Grant Writing:

The best way to ensure a proposal has a fighting chance of getting funded is to start early! FOLLOW THE GUIDELINES. Some agencies will not review proposals that deviate from the guidelines. If possible, discuss your proposal with an agency program officer and look at successful proposals. Some agencies will even review draft proposals. If you need letters of commitment contact these people as soon as possible. Find colleagues (both in and out of your discipline, at NKU and elsewhere) to review a draft of your proposal. Note formatting requirements such as type size, page length, limits on appendices, etc.

RGC can provide  names of NKU faculty who have received grants; copies of successful proposals and other  grant writing materials are on file.  Copies of workshop  materials (Guaranteeing Great Grants, Improving the Odds for Grant Writing, Advice from Reviewers) are available online as well.
RGC will review proposals at your request.


Step 6-Routing Form:

Begin circulating the routing form with a late draft of your proposal and your final budget to those who must sign.

It is institutional policy that all grant and contract proposals-including letters of intent, pre-proposals, memorandum of agreements and individual awards on which NKU will be an awardee-must be endorsed through the  Office of Research, Grants & Contracts  prior to submission. 

Please follow these simple steps: 

1.   Project Director (PD) can complete most, but not all of the Proposal Routing Form here online.  There are instructions for each question.  If you are still unsure of an answer, you can call RGC at X5136.  Please note: Only RGC can fill in the budget and cost sharing sections of this form, you will not be able to input data there at this time.  You may contact our office at any time for assistance with development of your budget. 

2.   You should save your complete form (still blank in budget/cost sharing sections).  Please call the RGC office for the necessary budget/cost sharing information that must be completed on your form before you distribute it to your chair and dean for signatures. RGC will direct your where you can email the form.

3.   RGC will complete budget/cost share information and send back to you. Print form and sign.

4.   PD has the department chair(s) review and sign the endorsement form, and initial any financial commitments based on departmental funds (NKU Cost-Share). Be sure to attach your proposal for them to read. 

5.   PD has the college office dean(s) or designee(s) review and sign the endorsement, and initial any financial commitments provided by the dean's office (NKU Cost-Share). 

6.  PD provides RGC with an original or draft copy (attached previously) of the application and the signed Proposal Routing Form (no additional copies of the proposal are needed at this time).  However, please be sure to keep a copy for your files.   

7.   RGC completes the endorsement process.   

The Office of Research Grants and Contracts will contact you when the routing process is complete.  We can then offer assistance with agency requirements and prepare your proposal to be submitted.

Step 7-Copying & Mailing:

Make sure that the proposal is properly assembled (read the guidelines again - sometimes there's a checklist). RGC will make the required number of copies (plus one for you and one for RGC). For "postmark deadlines": make sure you get a proof of mailing that is acceptable to the agency.


Step 8-Agency Receipt:

Make sure that your proposal was actually received. Most agencies will send some type of notification (sometimes returning cards that you have filled out and submitted with your proposal or increasingly, sending email notification). Most mailing services can track packages. If absolutely necessary, call the agency to make sure your proposal was received.


Step 9-Waiting:

Wait for notification. It is not advisable to call agencies to ask about the status of a proposal. Most guidelines will tell you when to expect notification; if not, it is acceptable to call and ask the agency when to expect notification.


Step 10-Reviewer Comments:

If possible, request copies of reviewer comments. Whether or not your proposal was successful these comments could be helpful in future grant writing efforts. If this attempt wasn't successful, try again! Most grant programs can't fund all the good proposals received and your chances are often better after revising and reapplying.