Proposal Guidance Information

Budget Preparation

Preparation of a budget is a crucial part of the proposal preparation process. Reviewers use the budget to evaluate the reasonableness of the amount requested to perform the work described in the entire proposal, so considerable thought should go into its preparation. Most sponsors provide detailed instructions and a specific format for budget preparation. The requested amount should not be so small as to preclude successful completion of the stated goals nor so large that the sponsor will not seriously consider funding the proposal.​ 

Budgets generally include direct and indirect costs (facilities and administrative (F&A) costs or overhead). Direct costs include such specific line items as salaries and fringe benefits, materials & supplies, travel, etc. 

Indirect costs are real costs that are associated with carrying out sponsored projects but are difficult to quantify with respect to any given project. For example, electricity, heat, maintenance, building depreciation, administrative expenses and library use are all F&A costs.  F&A costs are paid as a fraction of direct costs, with the fraction negotiated by the University and the cognizant federal entity.​ 

OSP will review the budget for compliance with the University and sponsor guidelines to ensure the appropriate costs and rates are applied to the budget.​

Budget Justification 

The Budget Justification narrates the relationship of the proposed expense to the work been performed. Each category should be explained, in the order outlined in the budget document itself. Each sponsor may have a different page format, but what is important is that each proposed direct cost must be of direct benefit to the project. Reviewers should be able to understand the relationship between the cost item and how it relates to the conduct of the sponsored project. 

Data Management and Sharing Plans (DMSP)

Many funding agencies, including NIH and NSF, require that proposals include a data management and sharing plan (DMSP). Given the nuances in creating a plan to fit agency requirements, some researchers prefer to use a program such as the California Digital Library's DMPTool to create their plan.​

Please review the grant guidelines when drafting a data management plan and contact your assigned pre-award administrator for assistance with preparing the document. 

SciENcv

Science Experts Network Curriculum Vitae (SciENcv) is an electronic system that helps researchers assemble the professional information needed for participation in federally funded research. Currently the National Institutes of Health (NIH), National Science Foundation (NSF), Department of Agriculture (USDA) and Department of Energy (DOE) require the use of SciENcv for the creation of the Biographical Sketch and Current & Pending Support.  

Researchers can use the SciENcv website to create and maintaining biosketches and Current and Pending Support that are submitted with grant applications and annual reports. To help faculty members with this new process we are including two short videos to help them get started. 

Biosketch ScENcv Guide

Current & Pending SciENcv Guide 

SciENcv Help Manual

National Institutes of Health (NIH)

The NIH Grants Policy Statement (NIHGPS) is a single document that outlines the policy requirements and serves as the terms and conditions for NIH grant awards. This document is also designed to be useful to those interested in NIH grants by providing information about NIH- its organization, and its grants process.

Below are essential links for preparing an NIH application. Should you have any questions concerning the NIH proposal submission process, contact the OSP.

• Annotated Form Sets - These documents are a great visual resource for understanding many of the business rule checks NIH will run against your submitted application.
• Application Guides and Instructions
• Types of Grant Programs
• Forms and Formats for Submitting an Application - Includes biosketches, training grant data tables, and additional supplemental forms. 
• Requesting Administrative Supplements
• Formatting Instructions
• Page Limits
• Parent Announcements (Unsolicited Funding Opportunity Announcements) 
• NIH Standard Proposal Deadlines 
• NIH Grants Policy Statement (and other important notices on changes in policies) 
• How to Apply - NIH Video Tutorials
• Sample Applications and More

National Science Foundation (NSF)

NSF Proposal & Award Policies & Procedures Guide (PAPPG) - covers NSF proposal and preparation submission guidelines, award administration and monitoring guidelines. 

Below are the essential links for completing an NSF proposal application. Should you have any questions about the NSF proposal submission process, contact the OSP. 

• Browse NSF Funding Opportunities
• How to Prepare Your NSF Proposal 
• NSF Policy Office - Contains many resources and FAQs related to the proposal preparation process
• Proposals & Award Policies & Procedures Guide (PAPPG), May 20, 2024 - Detailed instructions for preparing and submitting a proposal in research.gov
• Research.gov
• NSF Award Terms & Conditions