Project Lifecycle

In order to secure funding, it’s essential that grantseekers follow the steps below to ensure efficiency. OGSP will be happy to assist faculty and staff at any point of the proposal process.


  1. Research Funding Sources
    Faculty can access a list of grant databases, as well as state and federal funders by clicking on the Funding Resources link; however, this list is not exhaustive. Once you have identified several potential sources you feel are good matches for your project, focus on one or two. OGSP is also available to provide assistance in researching and identifying potential funding options.

  2. Notice of Intent
    Discuss your project and grant seeking with your department chair and or dean. Fill out and submit the internal Notice of Intent to OGSP so that the appropriate University officers can be informed of your efforts. Their signatures and permissions will be required for final submission and they need to be kept apprised of your progress.

  3. Prepare the Budget
    Preparing the budget early in the process is critical to selecting the appropriate funding source and to internal review of associated University budget allocations that may be affected. Having this budget forces you to think of many details that may go unnoticed until too late in the process. The budget provides the flexible framework around which you will develop your proposal. Pay close attention to forms required by the funding sources and use their budget forms when appropriate.

  4. Develop the Proposal Narrative
    When writing the proposal, it is important to bear in mind the nature and priorities of your funding source. Governmental grants are highly competitive and readers are themselves researchers and specialists in their fields. These applications undergo rigorous technical review and you should structure your text for intense peer review. Foundation and other non-governmental applications are generally reviewed by lay readers seeking a clear understanding of the proposed project and having a keen interest in matching their giving priorities to your request. The Common Elements of a Proposal will give you an overview of common content and structure you can anticipate. OGSP will work closely with you as the principal investigator or project manager during the proposal creation process, writing executive summaries, general descriptions, abstracts or other such materials to accompany the proposal. Further guidance on proposal writing, and NIH/NSF resources can be found under Grant Writing Resources.

  5. Submit and Route
    The Office of Grants and Sponsored Programs makes grant submissions on behalf of the University of Evansville. All grant proposals to external funding agencies must be reviewed and approved by the Department Chair and/or Dean, the Vice Presidents for Academic Affairs and Fiscal Affairs, and the President before they can be forwarded to the granting body. To facilitate this process, the original proposal must be submitted to OGSP with a “Route Sheet for Proposals to External Funding Agencies,” signed by the administrator’s immediate supervisor and area Vice President at least five (5) working days before the agency’s postmark deadline. Copies of the Route Sheet are available in OGSP.

  6. Manage Project
    Awards are made to the University of Evansville. The original notice of a grant award, award letter, or contract for all activities must be provided to OGSP immediately once received. OGSP will work directly with the external sponsors to negotiate award agreements. The Office will do so to ensure that UE’s rights and obligations of UE and the PI/PD are protected. It is the policy of UE that effort reporting will be required from any person who receives compensation with federal funds, regardless of whether the funding is received directly from the federal agency or received on a pass-through basis from another institution or organization that has received funding from a federal agency. Three reporting periods will be required on an annual basis: Spring (January 1-May 31), Summer (June1-July 31), Fall (August 1-December 31). In addition to time and effort reporting, the PI/PD is also responsible for preparing reports as outlined by the external funding agency. Assistance in the preparation of these reports may be obtained through the Grants Manager. Copies of reports are to be provided to the immediate supervisor and/or area Vice President, as well as OGSP.

  7. Closeout Project
    At the conclusion of the project, the PI/PD is responsible for preparing the final report as outlined by the external funding agency. Assistance in the preparation of this report may also be obtained through the Grants Manager. A copy of the final report is to be provided to the immediate supervisor and/or area Vice President, as well as OGSP. At this point, the project is officially concluded.

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