Proposal Development Procedure

The procedures below exist to expedite, not to impede, proposal submission by guiding project directors through the application process, highlighting points at which the Office of Sponsored Programs can assist.

Steps to Follow in Proposal Development

1. Obtain preliminary, informal approval of your project from your department head and dean.

2. Discuss your proposal idea with the Office of Sponsored Programs so that we can begin a search for a funding source for your project, if you do not already have one in mind.

3. Obtain, from the Office of Sponsored Programs, the appropriate guidelines, application forms, and other required data for your project, as needed.

4. Write a draft of the proposal, carefully following the guidelines of the funding agency's Request for Proposal (RFP). It is a good idea to read the guidelines before beginning to write a proposal. Some agencies have stringent requirements on format and length, and proposals which do not conform to these requirements are frequently relegated to the pile of rejections. Have a colleague review and comment. The Office of Sponsored Programs can help with planning and review.
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5. Keep in mind the deadline for receipt of your proposal at the sponsoring agency and plan your work to accommodate the time necessary to complete the total proposal process.

6. Begin work on the budget. The Assistant Director of Finance in the Business Office can help with this segment of the proposal. (Telephone: 921-5409)

7. Fill out the Armstrong Atlantic State University Approval to Submit Proposal for External Funding form. Your signature on the back of the form will indicate your compliance with various federal regulations. (Appropriate college policies can be found in Section 3 of this manual.) Obtain the signatures of your department head and dean. Send a copy of the proposal with the Approval to Submit Proposal for External Funding sheet to the Office of Sponsored Programs. The Office of Sponsored Programs can obtain required institutional signatures and certifications and route your proposal for approval. Under no circumstances should a proposal leave campus without all of the appropriate signatures and approval. All proposals for external funding must be signed by either the President or the Vice President and Dean of Faculty. All proposals require review and approval by your Department Head, Dean, Vice President and Dean of Faculty and Vice President for Business and Finance.

8. Make any multiple copies necessary for submission to the funding agency, a copy for yourself, and one for the Office of Sponsored Programs. The Office of Sponsored Programs is available to copy and mail your proposal. Please submit the proposal and sign-off sheet to the Office of Sponsored Programs at least four working days before the grant must be mailed. The Office of Sponsored Programs will pay postage for 1st class certified mail. Payment for express mail is your responsibility, unless prior approval has been secured.
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