The process of applying for a grant award can be hugely stressful and time consuming. The pressure to secure grant funding often means that researchers, and hence their administrative support, go to extraordinary lengths to prepare and submit their proposals. While proposal preparation can be incredibly time-consuming, we suggest you take a little more time… Time to ask questions that will inform the proposal process while making the transition from proposal to award and award management go more smoothly.

Beyond the typical sponsor eligibility and requirements, as a research administrator you will want to understand the project needs. In particular you will want to ask:

Who is the sponsor? Will CSU apply directly to the funding agency or will CSU be a subrecipient? While both require OSP approval, the documents required and process for submission will be vastly different. In the case CSU is a subrecipient, the Prime may want proposal documents well ahead of the agency due date.

Will the project be research, instructional, or other and where will a majority of the CSU project activities occur? Knowing the project type and location upfront will ensure the correct indirect cost rate is applied. This question will also provide information about long-term housing and transportation needs for individuals conducting field work and if export controls apply for out-of-country activities.

Who is on the project team? This question is a biggie. The answer to this question will lead to questions around:

• Effort available for key personnel to contribute to the project
• Student support and tuition needs
• Considerations for hiring and working with non-U.S. personnel
• The need for a split of indirect costs if key personnel from multiple departments/colleges are involved
• The need for an upfront, informed decision to be made regarding non-CSU personnel (vendor/consultant versus subrecipient)
• Proper identification of team member roles so that biographical and other support information is collected
• The need to collect letters of support and subrecipient commitment documents – all of which take time
• If meetings will be held for project team members and if so, the costs for the venue, food, speaker honoraria, and meeting materials

What equipment, materials, and services will be needed to complete the scope of work? Asking this question ensures proper categorization of these costs, which will likely impact indirect cost collection. If equipment will be purchased or fabricated, is there existing space for the equipment or will costs for remodeling/installation need to be included? If so, Facilities will need to be contacted early on. Investigators will also need to be aware of Procurement rules for certain types of purchases.

What institutional resources will be needed to complete the project? The need for institutional resources may necessitate the documentation of cost share and the need to get upfront approval if cost share is not a condition of the award. It will also inform you as to what letters of institutional support may be needed for the proposal.

Making the time to talk with investigators about their project and project needs will help facilitate proposal preparation and submission as well as award management. While stressful at times, it can also be exciting to watch the pieces come together in support of cutting-edge projects that impact our educational systems, our environment, our knowledge base, and our lives.