Procedures for Submission

The Grants Office assists the faculty and administrators of Augusta State University in seeking funds for research and sponsored programs of an academic nature. Faculty and administrators are encouraged to contact the Director to discuss a potential project or grant application.

 1. Write the Proposal
All proposals to external funding sources for research and sponsored programs submitted by Augusta State University faculty and administrators are routed through the Grants Office. All project directors should obtain preliminary, informal approval of each project from the department head and dean. Faculty and administrators are welcomed and encouraged to contact the Grants Director to discuss ideas, opportunities, questions, or for assistance in project proposal development and planning. The Grants Office will help to ensure that the submitted proposal is in compliance with application guidelines. The Grants Director will read the submission guidelines to:
-ensure eligibility
-highlight all details and required attachments
-assist in providing historical background, and demographic information as needed
-read and edit the submission for compliance with guidelines
-complete and/or obtain signatures on applications as needed.

2. The Grants Office drafts or reviews project budgets.
The PI/PD will prepare an initial budget using the proper institutional codes. The Grants Director assists in securing matching funds or developing match or cost sharing resources. In most cases, it will be the responsibility of the PI/PD to locate matching funds. The Principal Investigator or Project Director signs and obtains the signatures of the appropriate department chair and dean on the Budget Summary. (For assistance with preparing the budget go to Budget Preparation.)

3. The Principal Investigator or Project Director, with collaborators or key personnel, drafts the narrative segment of the proposal.
The narrative is written according to the application guidelines in regard to margins, font size and type, number of pages, and organization of information. The Grants Director will assist in completing cover pages, certifications, assurances, or other documents required for the submission process.

4. The Principal Investigator or Project Director completes the Approval to Submit Proposal Form.
The Principal Investigator or Project Director completes an Approval to Submit Proposal Form. The Principal Investigator or Project Director signs and obtains the signatures of the appropriate department chair and dean on the Approval to Submit Proposal Form. (Click here for Approval Form).

5. The Vice President of Academic Affairs and the Vice President of Business Operations, prior to submission, approves all proposals, regardless of budget amount.
The Grants Director presents the Internal Proposal Routing Form and the signed budget to the VPAA and the VPBO. The two review the proposals for relevance to Augusta State's Strategic Plan.
Source of matching funds or cost sharing
Faculty release or replacement costs
Augusta State's overall ability to implement the project
Accounting requirements
The Vice Presidents may perform an expedited review when:
1. The amount of the proposal budget is $1,000 or less, or
2. The budget does not include faculty release or replacement costs.
The Grants Director may ask the Principal Investigator or the Project Director to make changes to the proposal and/or budget before submission is approved. The Grants Office is available to make copies, collate, and mail all proposals, or can assist with and approve electronic submissions as needed. (Hard copies of electronic submissions are required for record keeping.)

6. The signed Internal Proposal Routing Form serves as documentation of approval to submit the proposal.
- The signature of the appropriate department chair(s) and dean(s) indicates approval of the budget.
- The signatures of the Vice Presidents indicate approval by the University.

7. Any external funding application forms requiring an authorized signature from the University are routed through the Grants Office.
The Grants Office routes the forms to the Vice Presidents for signatures. In the absence of one of the Vice Presidents, the Associate Vice President of Academic Affairs will sign the form.