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Proposal Writing

The Research Grant Development team supports faculty with proposal writing and development, offering editorial review services, and supporting with project design, as needed, in the beginning stages of the proposal.��PLEASE NOTE: Due to limited capacity and staffing changes, proposal development services will be suspended until future notice.��

Please find writing guidance, templates, and resources You may also request free professional copyediting services under Additional Resources. If you have questions, reach out to orspadmin@du.edu.

• Proposal Support Services Menu

  PLEASE NOTE: Due to limited capacity and staffing changes, proposal development services will be suspended until future notice.��

  • 2-3 weeks before ORSP internal deadline (3 days before sponsor deadline)
    • Editorial Review: provide structural and grammatical feedback, and advise on the clarity of the narrative’s ideas as well as language (editing for common voice, consistency and style)��
    • Critical Review: provide critique and feedback as to the responsiveness to the RFP and overall strength of the narrative and its objectives��
  • 4-6 weeks before ORSP internal deadline��
    • Services noted above plus:����
      • Editorial and Critical Review: provide comprehensive review of project narrative as well as any other requested proposal documents (such as logic model, supporting attachments, project timelines, etc.; this does not include budget review) for responsiveness and compliance.����
  • 6+ weeks before ORSP internal deadline��
    • Services noted above plus:����
      • RFP analysis, review/preparation of checklists, proposal outline/prompts����
  • Please note, all budget reviews are conducted by the Research Administration Team. This service will not be offered during proposal support meetings. The budget review timeline is found here.�� ��
  • Requests for assistance will be considered on an individual basis, based on team capacity.��
• Elements of a Proposal

  Though each funder/sponsor has their own specific requirements, the most common elements of a standard proposal include:����

  • Cover Page: The cover page captures general information regarding the proposal. Some of the following information may be covered on a cover page:��
    • Principal Investigator’s name, address, email address, and phone number��
    • Authorized Representative name, address, email address, and phone number��
    • Title of proposal��
    • Period of performance with start and end dates��
    • Amount of the request��
    • Institutional information (e.g. 91��Ƭ’s EIN, address, UEI, etc.)��
    • Signature of the institution’s authorizing official��
    • Confidentiality statement (if applicable)��
  • Table of Contents��
  • Abstract/Summary: This includes a synopsis of the project’s objectives and procedures used to meet them. Pay attention to the sponsor’s length limitations on the funding announcement.��
  • Project Narrative: This section of the proposal describes the “what” and “why” of the project, providing a detailed explanation of the proposed activities, including project goals, objectives, outcomes, methodology, scope of work, capacity, evaluation, impact, dissemination and/or sustainability,��and the responsibilities of each member on the project.��
  • Budget (for detailed budget guidance, please see “Proposal Budget”).��

  IMPORTANT: Be sure to always read a sponsor’s Request for Proposal (RFP) or Notice of Funding Opportunity (NOFO) very closely, taking note of all proposal elements, questions, attachments, and supplemental materials expected as part of the final proposal package. Missing one section will likely result in full dismissal of the proposal. Supplemental attachments may also take several weeks to compile, depending on complexity. Other attachments also require other people’s involvement, such as letters of support and institutional commitment.����

• Is Your Proposal Compelling?

  A compelling proposal is innovative and problem-based with a proactive strategy. Ensure objectives are measurable and there is a comprehensive plan for evaluation. Clearly and succinctly write the proposal for the type of review that will be given – most funding notices include review criteria. Ensure the impact is significant and if applicable, the project or program proposed is sustainable beyond the initial grant.

  Most importantly, the proposed project should match the funding agency’s goals! If not, it is best to find a different call for funding that aligns with the proposed project. Compelling proposals also represent the purpose, mission, and capacity of 91��Ƭ.

  Lastly, compelling proposals are NOT recycled. While it is tempting to reuse narratives over again for different funders, it is of upmost importance to adjust the narrative each time to align exactly with the call for proposal requirements.

Proposal Budget

A budget provides details of projected expenses necessary to complete the proposed scope of work or research plan. Each sponsor has their own set of budgetary requirements. Be sure to follow the sponsor guidelines and the funding opportunity instructions when completing a budget. If a sponsor does not require a formal budget, ORSP will still require an internal excel budget to review costing plans.��

• Direct Costs

  An expense is a “direct cost” if that expense can be identified specifically with a particular sponsored project or other activity with a high degree of accuracy. Direct costs include the following categories:��

  Salaries��

  Salary figures should be based on a percentage of effort applied to an individual’s annual salary. Salary is applied to 91��Ƭ faculty and staff, post-doctoral fellows, graduate and undergraduate students, and part-time employees. For multi-year budgets, ORSP recommends applying an escalation rate of 3% for salaries listed in subsequent fiscal years.��

  Fringe Benefits��

  Fringe rates are determined by personnel classification and are a percentage of that individual’s salary. Use this link to find current fringe rates.��

  Equipment��

  The University defines capital equipment as moveable items with useful lives of more than one year that cost $5,000 or more per unit. Items not meeting this definition should be listed as “supplies” in the budget. Equipment is considered allowable if the item is not already available at the University.��

  Materials and Supplies��

  Materials and supplies are considered consumable or disposable items that cost less than $5,000 per unit. Provide a breakdown of materials and supplies into their general classifications.��

  Travel��

  Outline the details for each trip (be sure to review the University’s travel policy prior to departure):��

  • List the number of individuals traveling and name of travelers��

  • Purpose of the trip��

  • Destination (list domestic and foreign travel separately)��

  • Per diem rates for meals and number of days needed (please use for domestic travel and for foreign travel)��

  • Per diem rates for lodging and number of days needed (please use for domestic travel and for foreign travel)��

  • Ground transportation��

  • Registration fees����

  • Other related expenses��

  Consultants��

  Consultants are paid individuals or entities who are not employed by the 91��Ƭ or have any other institution affiliation. The consultant’s services to the proposed project must be professional, short-term, or intermittent, and solely advisory to the project. In the main proposal, include a letter of collaboration and the consultant’s curriculum vitae or biographical sketch along with the following:��

  • Name of each consultant��

  • Specialty or service to the project��

  • Daily, weekly, or monthly rate of reimbursement��

  • Total projected cost on the project��

  Subrecipients/Consortium Costs��

  Subrecipients should be identified at the proposal stage. Each subrecipient should appear in the 91��Ƭ proposal budget as a separate line item that includes both the subrecipient’s direct and indirect costs. When the 91��Ƭ includes a subaward, the following elements are required from the subrecipient:��

  • Scope of Work��

  • Detailed budget��

  • Budget justification��

  • Subrecipient commitment form��

  • Letter of intent��

  • Subrecipient’s institutional indirect (F&A) cost Agreement

  • Other elements that may be required by the sponsor include:��

    • Biosketch for key personnel��

    • Current and pending support for key personnel��

    • Facilities��

    • Equipment��

    • Letters of support��

    • Representations and Certifications��

    • Data Management Sharing Plan��

  Note: The University will charge indirect (F&A) costs on the first $25,000 of each subaward per project period.��

  Tuition��

  For Graduate Research Assistants working on a grant, 91��Ƭ contributes 80% of tuition costs. The remaining 20% should be included in the grant proposal budget and charged to the grant.��

  Other Costs��

  Other costs typically include items such as research publication costs, fees, animal care, equipment maintenance and other project-related costs. If you have any questions regarding other costs, please contact your Grant & Contract Administrator.��

• Indirect Costs

  These are also commonly referred to as Overhead, Facilities and Administrative Costs (F&A), IDC, or Indirects. Indirect costs are costs incurred by the University to perform research, but cannot be specifically attributed to an individual project. Indirect cost rates are negotiated with the 91��Ƭ’s cognizant federal agency, the Office of Naval Research. The rates are applied to a modified total direct cost amount (MTDC). Use this link to find the University’s current negotiated rates.����

  Modified Total Direct Cost (MTDC)��

  As defined in OMB Uniform Guidance 2 CFR 200 (prev. defined in Circular A-21), MTDC consists of salaries and wages, fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subgrant or subcontract (regardless of the period covered by the subgrant or subcontract).�� Equipment (defined as having an acquisition cost equal to or greater than $5,000 and useful life of more than one year for acquisitions on or after 1 July 2002), capital expenditures, charges for patient care, tuition remission, rental costs, scholarships and fellowships, participant costs as well as the portion of each subgrant and subcontract in excess of $25,000 is excluded.��

  Determining the Correct Rate��

  Please work with your Grant & Contract Administrator to determine the correct F&A rate based on the type of project being proposed:��

  • Research – Academic Research Center (ARC): Research and scholarship activities that include rigorous inquiry, experiment, or investigation to increase the scholarly understanding of the involved discipline.��
  • Sponsored Instruction (SI): Teaching and training activities funded by external sponsors for the benefit of 91��Ƭ students/personnel. Includes agreements which support curriculum development and teaching/training activities offered for credit toward a degree or certificate or on a non-credit basis.��
  • Other Sponsored Activity (OSA): Service and training activities that primarily benefit non-91��Ƭ students/personnel.��

  Indirect Cost Caps��

  If a sponsor has a published policy that places a cap on how much indirect costs an awardee can charge, proposal budgets should reflect that policy.������

  Determining On-Campus vs. Off-Campus Rates��

  According to University policy, a project is considered off-campus if more than 50% of the direct salaries and wages of its personnel are incurred at a site neither owned nor leased by the University. This determination is based solely on the 91��Ƭ’s share of project salaries and wages and excludes all other costs, including subrecipient expenses.

  Note: Remote work (including use of a home office), attendance at conferences, and incidental travel are not considered off-campus activity.

  To request the off-campus rate, complete the Off-Campus Rate Request Form in the PRA form in . Your ORSP Grant & Contract Administrator will make the final rate determination during proposal review. Please address any questions about which rate applies during proposal development.

  Criteria for Off-Campus Classification:

  • Work must occur continuously and for a significant duration, such as a full semester, summer term, or the project period.
  • Personnel must be physically located at the off-campus site.
  • Subaward and third-party costs do not affect this classification.
  • If activities occur at both on-campus and off-campus sites, the rate aligns with where the majority of the work is performed.
• Cost Share

  Cost sharing is any cost to the project not borne by the sponsor. Cost sharing should only be proposed if mandated by the sponsor. Any cost sharing or matching must be approved by the department head or Dean, business officer, and ORSP.  Be sure to read the University’s cost-sharing policy.��

• Budget Justification

  A budget justification (narrative) should be prepared to explain how the budgeted costs relate to the project. The narrative should provide sufficient detail to allow the sponsor to determine whether the proposed costs are reasonable and appropriate.

  Key elements to include:

  • A detailed justification of the expense or service
  • How the expense relates to and benefits the project
  • The anticipated cost
  • The time period in which it will be utilized
  • Other information that will aid the sponsor in evaluating the proposed item

Proposal Toolkit

to be re-directed to the Proposal Toolkit on 91��Ƭ Digication (you will need to sign-in using 91��Ƭ credentials). The toolkit contains templates, guidance, sample language, instructions and more to aid with all proposal writing efforts! There are also templates and attachments specific to NSF and NIH.

Additional Resources

Click here to view additional resources.

Foreign Influence

The 91��Ƭ takes the issue of foreign influence very seriously and is taking steps to increase oversight and protect U.S. research, including new requirements for principal investigators. If you have or are applying for federal funding, this applies to you.

• PIs are now required to disclose foreign activities in "Current and Pending Support" and "Other Support" in federal proposals, as well as in award progress reports.
• Foreign influence training using the CITI program is required for all researchers engaged in federally funded projects.

Gift or Grant

If you submit proposals to external funding entities, you must follow the latest University guidelines to ensure proper handling.

Two departments manage external funding at 91��Ƭ: University Advancement (UA), specifically the Foundation Relations team, and the Office of Research and Sponsored Programs (ORSP). Proposals must be directed to the correct office, as the University is bound by specific rules and government regulations. While UA and ORSP work closely to ensure compliance, it is the responsibility of the proposal originator to understand and follow these guidelines.

• ORSP/UA Interdepartmental Procedures for Processing Foundation Funding

Please review the attached PDFs to determine whether your proposal should be processed by UA (Gifts) or ORSP (Grants):

• Gift or Grant? Quick Reference
• Guide to External Funding��
• Gift or Grant Checklist

If it is a gift, please contact University Advancement, but if it is a grant, please continue with our Proposal Development steps.