Faculty Resource Notebook
Roles and Responsibilities of Individuals
Seeking External Grant Funding
Faculty or Staff submitting proposals as
a Principal Investigator (PI) or Project Director (PD)
• Notify Department Chair of intent to submit a proposal
• Notify the Grants Office of intent to submit a proposal,
including sponsoring agency and deadline
• Familiarize self with application submission requirements
• Secure donor clearance from Endowment if the sponsoring
agency is a foundation or corporate funder
• Completes narrative and forms in compliance with sponsoring
agency guidelines
• Work with Personnel or Business Office to prepare budget,
if needed
• Assure that the proposal meets formatting requirements
(page numbers, font, etc.)
• Solicits and secures all cost share commitments
• Consults with other institutions if subcontracts are involved
• Consults with other departmental units as needed
• Completes and routes the project proposal sign off sheet
• Submit the proposal after all approvals have been secured
Chair
• Reviews proposal to make sure research fits within departmental
and FHSU missions
• Reviews and agrees on reassigned time, if included
• Reviews and agrees on cost share, if included
• Signs Project Proposal Sign Off sheet to indicate approval
of proposal
College Dean
• Reviews and agrees on cost share commitment
• Reviews any space commitment
• Signs Project Proposal Sign Off sheet to indicate approval
of proposal
Dean of Graduate Studies and Research
• Reviews budget and university cost share commitments
• Signs Project Proposal Sign Off sheet to indicate approval
of proposal
Provost or Vice President of Administration
and Finance
• Reviews and signs Project Proposal Sign Off sheet to indicate
approval of proposal
Grants Office
• May work with the PI or PD to develop the budget
• Assists with securing or clarifying costing requirements
• Assists with proposal preparation as needed
• Assist with editing and review of the proposal
• Assist with electronic proposal submission, if needed
• Reviews budget and budget narrative
• Reviews proposal for compliance with regulatory requirements
and sponsor guidelines
