Here are some questions that are commonly asked by faculty and staff when they approach the matter of obtaining outside funding.
What comes first?
An idea, some problem that needs to be solved, for example:
-Too many Smithtown young people are on the streets getting into trouble and creating violence; Smithtown needs a youth center.
-Teachers need help in learning about multicultural materials and in integrating them into the curriculum.
To whom do I take my idea?
The department head, dean, or unit head. These administrators need to know that you wish to seek outside funding for a project, because they are responsible for staffing and allocating space and equipment. Consulting them at early stages can prevent problems from developing later.
What comes next?
Discuss the idea with your unit project officer at ORD, who will help you develop the idea into a plan of action and assist in locating possible funding agencies.
What are the major components of a proposal?
Briefly, a proposal:
is a plan that states a problem,
offers strategies for solving the problem,
asks for resources to do the work,
justifies the request for funds by demonstrating the probabilities for success, and
explains how the effectiveness of the plan will be measured.
Your ORD officer will suggest that you review the substantive sections of this handbook, especially the portions on writing a proposal and preparing the budget. For a quick overview of all that material, you might want to look at the checklists in the appendix to this handbook.
How do I find out what my target agency wants in a proposal?
After you and your ORD officer have identified a likely source for funding your proposal, your ORD officer will help you secure the guidelines for applying. Your ORD officer may also suggest that you contact the program officer at the agency. Contacting the agency early and keeping in touch with the program officer there can be helpful in producing a successful proposal.
The budget is big worry. How do I get that ready?
The budget is the project plan expressed in terms of dollars. The Grants Accounting unit in the University Accounting Office and ORD have guidelines for drawing up the request for financial assistance in implementing the project and are prepared to help you at every step of the way as you write up the budget part of your proposal. Organize your time so that you have the budget completed well in advance of the deadline for submitting your proposal.
What else needs to be done to finalize the proposal?
Administrative officers, like deans, department heads, and the provost, need to sign certain external documents and also an internal one called a transmittal form. This document simply ensures that all the essential people are aware of what you are doing. The ORD director or associate director must also sign. You should gather these signatures well in advance of the deadline for submission. Arrange with ORD at least three days prior to the deadline for completing all the required forms, for making the requested number of copies of the proposal, and for mailing them to the sponsor. You must be sure to keep the deadline in mind. Missing the deadline will automatically result in rejection. The flow chart in the appendix of this handbook summarizes the steps in preparing a proposal.
Who decides whether or not I have been funded, and how do I find out?
After reviewing and evaluating the proposal, often through an outside review process, the funding agency may notify ORD, who will inform you, or the agency may contact you directly, or may notify both you and ORD simultaneously. Procedures vary, but you will receive information about the outcome of your request within a reasonable length of time.
Good news! I got the grant! Now what do I do?
First, rejoice and celebrate with your friends. Next, remember that Grants Accounting and ORD are ready to advise you on such matters as hiring student assistants, purchasing equipment, getting released time, arranging travel--all those nitty-gritty things that are important for moving the project to a successful conclusion, even to advising about the evaluation and about preparing the final report.
Bad news! I was turned down. What do I do now?
What's so bad about being turned down? It's quite common for first requests, and even sometimes later ones, to be refused. Ask the funding agency for an appraisal of your proposal, rectify your plan accordingly, and submit again. Your chances for success are much greater the second time around. That's good news!
