Plan Early

• Generate ideas with colleagues or the Grants Office
• Contact the Grants Office for assistance in looking for appropriate sources of funding
• Use SPIN to search for funding opportunities (Contact Grants Office for assistance)
• Use the SMARTS email alert service through the SPIN website to receive emails that contain funding opportunities that match your interests (Contact Grants Office for assistance)

Developing the Proposal

• Once a funding source has been identified, review the grant guidelines and application information for submission
• Be attentive to the deadline for receipt of the proposal by the funding agency and type of submission process (mail or electronic submission); the Grants Office must have a copy of the completed proposal at least 5 days before the proposal is due to secure signatures and approval
• Contact the Grants Office to inform them of your plans to apply for funding and to seek assistance in preparing an effective proposal
• Follow the guidelines provided by the funding source and address every question or topic in each required section
• Seek assistance from the Grants Office when developing the budget, especially for reassigned time, dual compensation, fringe benefits and indirect cost calculations
• Discuss the budget with your supervisor, chair and dean
• If the sponsoring agency requires prior Institutional Review Board (IRB) approval before proposal submission, contact the IRB Chair
• Utilize colleagues and the Grants Office to act as reviewers of your draft proposal to provide constructive criticism

Application Approval, Signatures and Submission

• Complete the Kutztown University Office of Grants and Sponsored Projects Application Approval Form available online and submit it to the Grants Office at least 5 days before the proposal is due
• The Grants Office will obtain the President’s and Provost’s signatures
• Contact the Grants Office regarding submission of the proposal

Post-Award

• If an award is contingent on budget modifications, inform the sponsoring agency that you must discuss the modifications with the Grants Office and get appropriate approval of the budget changes
• When an award is made contact the Grants Office to begin the process of implementation, which includes setting up a cost center for the grant
• Principal Investigators must adhere to all KU purchasing guidelines in expending grant funds and all expenditures must be approved by the Grants Office
• All reports required by the sponsoring agency must be completed on-time; the Grants Office and grants accountant will assist in this process