Submission Procedures
The Grants Office assists the faculty and administrators of Augusta State University in seeking funds for research, service
or instruction. Faculty and administrators are highly encouraged to contact the Director to discuss a potential project or
grant application. Contacting the Grants Office early in the process will allow us to provide you the highest level of
service to make your proposal even more competitive and to lower the frustration that can occur while preparing a proposal
and the associated budget and budget narrative.
Click on a link below to learn more about the steps for grant
submission.
Step I: Write The Proposal
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 or Chair 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 review 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;
- ensure all guidelines have been addressed in the proposal, budget, budget narrative and other associated forms.
Step II: Grants Office Drafts/Reviews Project Budgets
The Grants Office Drafts or Reviews Project Budgets
The Principal Investigator/Project Director (PI/PD) should prepare an initial budget. The Grants Director will help to develop the
budget so as to ensure the proposal includes all proper costs and rates and follows the budget guidelines. The Director will assist
in securing matching funds or developing match or cost sharing resources, if needed. In most cases, it will be the responsibility of
the PI/PD to locate matching funds. (For assistance with preparing the budget please call the Grants Office well in advance of the submission date.)
Step III: Principal Investigator/Project Director Drafts Narrative
Segment of Proposal
The Principal Investigator/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. The
Director will also assist with writing and collecting support letters.
Step IV: Principal Investigator/Project Director Completes Internal
Approval to Submit Form
The Principal Investigator or Project Director completes the Internal Approval to Submit Form. This form can be found at:
http://www.aug.edu/grants/forms.htm
With help from the Grants Office, the PI/PD completes the Internal Approval to Submit Form. The PI/PD signs the form and
obtains the appropriate signatures of the Department Chair and Dean on the form. Please attach the project budget and
narrative to the form so the Chair and the Dean can review them for approval. The form, along with the project budget and
narrative should then be submitted to the Grants Office to obtain approval signatures from the VPAA and the VPBO. This
form MUST be signed by the PI/PD, Chair, Dean, VPAA and VPBO BEFORE the proposal is submitted. This step should take
place several days before the due date of the proposal. The VPAA and VPBO approve all proposals prior to submission regardless of budget amount.
This is an internal form, but is necessary to ensure: -
Compliance with ASU’s Strategic Plan, mission and goals;
- Viable source of matching funds or cost sharing;
- Faculty release or replacement costs are approved;
- PI/PD and ASU's overall ability to implement the project
Accounting requirements
The Vice Presidents may perform an expedited review when: -
The amount of the proposal budget is $1,000 or less, or
- The budget does not include faculty release or replacement costs.
The Grants Director may require the PI/PD to make changes to the proposal and/or budget before submission
is approved or submitted. It is important to include the Grants Office Director as early in the proposal process as possible.
Step V: Signed Approval Form Serves as Documentation of Approval
The signed Internal Proposal Approval 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.
Step VI: External Funding Application Forms
Any external funding application forms requiring an authorized signature from the University are routed through the Grants Office.
The Grants Office will ensure the required forms are routed to the Vice Presidents for signatures. Support letters or other certifications
should be coordinated with the Grants Office well in advance of the deadline. In the absence of one of the Vice Presidents, the Associate
Vice President of Academic Affairs will sign the form.
Additional Information
The Grants Office is available to make copies, collate, and mail all proposals hard copy proposals. The Office will process all electronic submissions as well. The Grants Office maintains all passwords and institutional information required for electronic submissions. Be sure to contact the Grants Office well in advance of an electronic submission to ensure proper registration and procedures are followed. (Hard copies of electronic submissions are required for record keeping.)
The Grants Office wants to expedite the proposal process. Let us know how we can help! |
