BASIC ELEMENTS OF A WINNING PROPOSAL

  • Cover Letter / Cover Sheet
  • Table of Contents
  • Certifications / required government forms
  • Summary or Abstract
Narrative:

Introduction/ Background - Briefly establish your qualifications & credibility; place yourself and your project (and maybe HSU) within the broader context of the field /profession. 

  • Problem Statement or Description of Need
  • The Measurable Objectives of your Project
  • Methodology / Plan of Operation / Scope of Work
  • A Project Timeline or Work Schedule (P.E.R.T. Chart)
  • Key Project Personnel (including collaborators)
  • Evaluation Plan
  • Dissemination Plan
  • Adequacy of Resources /Future Funding & Stability of the Project

Budget:

  • Budget Narrative/ Explanation
  • Appendices
Only include those materials you intend to make reference to somewhere in the body of the proposal: maps, letters of support, letters of commitment, letters of request for your research or services (to demonstrate need), photographs, curriculum vitae/resumes of key personnel.
Office for Research and Graduate Studies 3/200

THE LIFE CYCLE OF A SUCCESSFUL GRANT-FUNDED PROJECT AT HUMBOLDT STATE UNIVERSITY

Step 1: Develop your idea and gather background information related to your project. Demonstrating your knowledge of the success or failure of previous programs usually is vital to obtaining grant funding. Be sure not to prepare an "innovative" program that reviewers will recognize as an established model. Many resources are available to aid your search for background knowledge. For example, if your project is focused on education, the National Center for Educational Statistics is a good source of information about educational trends. You might also want to use the ERIC Digests Database to locate published data on the problem addressed by your project.

Also, contact others who will be involved: colleagues in your department and College, collaborating agencies and institutions, personal contacts, the Office for Research & Graduate Studies (ORGS) and the HSU Foundation.

Step 2: Conduct your search for sponsors. Look for and identify funders who may be a good match for funding a component of your work, as well as funders who will support the total project. Contact ORGS for assistance in finding a good match.

Step 3: Acquire guidelines, applications & forms from potential sponsors. ORGS is installing more grant makers' application forms on its website for your convenience.

Step 4: Make an appointment with ORGS if you need any assistance with interpretation of guidelines, application forms, budget development, and advice on requirements.

Step 5: Write your proposal. Ask colleagues and the ORGS to critically review your drafts.

Step 6: Obtain any special approvals needed. If the project involves human participants, laboratory animals, hazardous materials, or bio-safety agents, obtain appropriate campus approvals. (Prior approval for seeking donations and gifts is obtained from the Office for University Advancement.)

Step 7: Complete HSU's Institutional Routing and Authorization Form prior to submitting your proposal to the funder you have selected. 

Step 8: Negotiation of the grant/contract award. Sponsors frequently offer less funding for a project than contained within proposals. The HSU Foundation negotiates the final grant award with the funding agency. In no case is a grant account established until the Foundation accepts the terms and conditions of the offered grant award.

Step 9: Obtain a grant account number. The Foundation establishes grant accounts upon receipt of written notification of grant or contract awards from sponsoring agencies.

Step 10: Oversee the programmatic aspects of the sponsored project. 
Set up a calendar for deliverables or milestone completion dates in your project work plan.

Step 11: Maintain contact with your grant program officer. Keep them apprised of your progress. Communicate with them in advance if the project requires changes or budget amendments. Notify her/him if your project receives recognition or positive publicity and always 

Step 12: File any interim and final reports required by the terms and conditions of the award. One copy of any required final program report should be submitted to the HSU Foundation.