Submission Procedures

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.

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.)

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.

The Principal Investigator or Project Director completes the Internal Approval to Submit Form. This form can be found HERE

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.

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.

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.