Proposal Preparation Frequently Used Information

Several proposal writing guides can be found on the Office of Research page ( http://www.unl.edu/research ). The university also has several grant writing specialists located in the VC for Research Office ( http://www.unl.edu/research/sp1/propdev.shtml ).

Sponsoring agencies generally have guidelines for proposal preparation. In an RFQ, RFP or other type of formal request, these guidelines may be very detailed with specific forms required to accompany proposal text. Specifications are included for page length, type size, title length, or any required supporting documents.

There are several general rules when there are no guidelines provided by the agency. A cover page should always accompany your proposal. A cover page should include the title, space for approval signatures for UNL, PI(s) name(s), submitting department, unit or campus, funding request, and performance period.

Page numbers are essential and a Table of Contents is helpful to the reviewers. Most proposals also require an abstract. The proposal text should contain clear statement of the project goals and objectives as well as description of proposed work. References should also be included.

The budget is often reviewed separately from the proposal. You should provide a budget justification which would explain the role of each person (including secretarial/administrative support) included in the project budget.

Links and Resources Related to the Grant Writing Process

• National Science Foundation Guide for Proposal Writing
• The Art of Writing Proposals
• Corporation for Public Broadcasting: Basic Elements of Grant Writing
• Some Definitions , Grantmaster.com, December 12, 1998
• The Foundation Center's Proposal Writing Information , Copyright 1995-2001, The Foundation Center
• NSF Guide for Proposal Writing (nsf9891), May 12, 1998
• A Practical Guide for Writing Proposals by Alice N. T. Reid, (Delaware Technical and Community College, Wilmington Campus), January 19, 1998

On-Line English Grammar ,
Need some help with your English language usage?, Copyright 1995 - 2001, Anthony Hughes

Guide to Grammar and Style :
Advice on grammar and style from Jack Lynch, an English professor at Rutgers University, August 3, 2001.

Web Grammar :
You may wish to go right to Grammar Tips. Or perhaps you prefer the Writing section, which includes style guides (40 links) and many writing resources, September 21, 2001.

(Sample Budget)

Salary For assistance in determining your salary, you will need to contact Ronda Alexander ( ralexander3@unl.edu ), Grants Specialist or your departmental assistant to get the correct figures. Salary should be based on the percent of time the faculty member will spend on the project. If the project is a multi-year project, include at least a 3% annual increase each year. Salary requests for non-University personnel should be listed under consultants.

Fringe Benefits : Fringe benefits are calculated at a rate of 28% for all faculty, managerial/professional staff and post-doctoral associates.  Rates are calculated at 42% for all other hourly EXCEPT undergraduate students (no fringe benefits). Fringe benefits are calculated at a rate of 32% for graduate students. In addition, health insurance should be added to all graduate students / assistants. The proposed rates are $1,100 (2007-2008), $1,200 (2008-2009) and $1,320 (2008-2009), and 1,450 (2010-2011). Minimum salary ranges for graduates are listed in the Graduate Studies Bulletin ( http://www.unl.edu/unlpub/grad.html ) page 11.

Materials and Supplies : Approximate cost of materials and supplies needed. Phone charges, mailing and printing costs are included in this area.

Travel : Estimate the number of trips which are planned (indicating domestic or foreign) and the approximate cost for travel, lodging and food.

• UNL Travel Policies
• U.S. Per Diem Rates
• Foreign Per Diem Rates

Capital Equipment : Request any funds necessary for equipment needed to complete the project. Must be at least $5,000 and have a life of more than two years.

Subcontracts/Consultants: Request any funds as necessary to complete proposed research. You must have statement of agreement to form a subcontract from the subcontractinginstitution.

Facilities and Administrative Costs (F&A Costs) (http://www.unl.edu/research/sp1/farates.shtml) : The current negotiated UNL rate is 47.5% (2007). Check with sponsoring agency to make certain that they do not limit the F&A Costs. If so, note it on the Routing form in NUgrant.  The following are EXCLUDED in the calculation of the F&A costs:

• Graduate Assistant Tuition Remission (32%) (Health insurance cost is included)
• Subcontracts in excess of $25,000 (Indirect costs on subcontracts are calculated for up to &25,000. If $25,000 is reached during the first ear, no further indirects are calculated.)
• Capital Equipment (life > 2 years and costing over $5,000)
• Rental costs
• Scholarships & fellowships

More information on the F&A rates for Organized Research is posted on the OSP page ( http://www.unl.edu/research/sp1/farates.shtml ).

Cost Sharing : ALL cost share should be negotiated with the appropriate designated person (Dean, Chair, Director) prior to finalizing the proposal for submission and a cost center number should also be obtained. This cost share amount will need to be approved and a cost center stated when the Department Chair signs off on Nugrant..

By accepting the terms and conditions of a sponsored project, the Principal Investigators(s), academic department/research unit, and administering unit identified on the Proposal Approval and Submission form accept all financial responsibility for the award. This includes ensuring that costs are allowable and the treatment of direct and indirect costs are charged consistent with federal, University, and agency policies. These designated individual(s) and administrative offices will be held responsible if any costs are later found to be unallowable or inappropriate. This financial responsibility also extends to overdrafts caused by project cost overruns, nonperformance, and uncollectible funds from sponsors.

Investigator Responsibilities

The University assumes legal responsibility for funded projects and the PI is responsible for the management, activities and technical reporting activities.

The PI must maintain contact with the sponsor’s technical monitor and comply with all technical reporting requirements. The PI must also initiate correspondence with the sponsor’s administrative or contract monitor to request programmatic or budgetary changes. All such requested revisions should be routed through OSP for appropriate approval signatures.

Proposal Processing Channels

After the Principal Investigator (PI) and any co-investigators have approved the final version of the proposal and have completed the NUgrant electronic routing form, the proposal will be routed electronically for approval to both the Department Chair and the Dean of the College of Education and Human Sciences. OSP reviews the proposal and budget and obtains the required authorized UNL signatures. OSP then submits the proposal to the sponsor as per the instructions on the NUgrant routing form.  

If the project will include a co-PI at another institution, or if another institution is to serve as a subcontractor on the project, documents (detailed budget, scope of work, etc.) and authorized signatures from the co-PI and the other institution must accompany the UNL proposal when it is routed for signatures.

Questions?

Contact our the CEHS Research Office for support:

Ronda Alexander             Candace Ristow         Beth Eberspacher
CEHS Grants Administrator         CEHS Grants Administrator    CEHS Grants Administrator
402-472-7611                               402 472-0748            402-472-8328
ralexander3@unl.edu              cristow2@unl.edu          beberspacher2@unl.edu