Getting Started
Applying for grants can feel overwhelming. We’re here to assist you every step of the way, from brainstorming ideas to meeting the proposal deadline. To get started, please fill out the Proposal Development Form or call our office at (808) 735-4865 so that we may assess how to best help you.
*To submit a proposal, you MUST contact OSP. Contact OSP at [email protected] to request a meeting.
Suggested Timeline
At each stage of the grant lifecycle, there are staff to help.
| Lifecycle Stage | Typical Supporting Administrative and/or Academic Support Personnel |
|---|---|
| Finding Funding Opportunities: Identifying and/or searching for applicable funding opportunities. | Managing Director of OSP, Director of Grant Writing |
| Proposal Development: Proposal solicitation review; proposal compliance; continuous and final proposal review and feedback; budget development. | Managing Director of OSP, Director of Grant Writing, Grants Financial Manager |
| Proposal Review & Submission: Review of budget; cost sharing/ matching; effort commitment; course release/buyout; authorized signature on proposal routing form and proposal; Electronic or hard copy submission to sponsor. | Managing Director of OSP, Director of Grant Writing, Grants Management Director, Grants Financial Manager, Vice Provost/Provost |
| Award Negotiation & Acceptance: Negotiation of terms and conditions of pending grant or contract award; acceptance of award on behalf of University by Authorized Official. | Managing Director of OSP, Grants Management Director, Grants Financial Manager, Vice Provost/Provost |
| Project Start-Up: Processing of award set-up; gaining necessary institutional approvals prior to project commencement. | Managing Director of OSP, Grants Management Director, Grants Financial Manager, Vice Provost/Provost |
| Award Management: Day to day project/program management; institutional compliance with sponsor requirements; institutional prior approval; contract continuations; modifications; and amendments. | Managing Director of OSP, Grants Management Director, Grants Financial Manager, Vice Provost/Provost |
| Award Close-Out: Closing out of award; final reports. | Managing Director of OSP, Grants Financial Manager |
Developing an idea for a proposal is often the most challenging part of securing a grant. The diagram below provides an overview of the grant writing process that may aid in proposal development. Contact the Office of Sponsored Programs (OSP) as early as possible to ensure time for sufficient review and approval.
When formulating your ideas, consider the types of sponsors and funding opportunities available, including federal, state, private, and non-governmental sources like foundations, corporations, and community groups. See examples and guidelines below.
Most sponsors provide proposal preparation guidelines, including standard forms requiring an authorized official’s signature. Follow instructions carefully for content, page limits, font size, and file names.
While each sponsor has specific requirements, most proposals include several standard elements:
Cover Page
- Contains the project title, names of PI(s) and Co-I(s), institutional affiliation, granting agency details, project dates, funding amount requested, and authorizing signatures.
Abstract/Summary
- Provides a brief overview of the project, including goals, objectives, and approach.
Project Narrative
- Details of the project, including the problem statement, objectives, hypotheses, methods, procedures, outcomes, evaluation, and dissemination plans.
Budget
- Outlines the financial plan, including direct costs, Facilities and Administrative (F&A) costs, and cost-sharing (if applicable). Costs must be necessary, reasonable, allocable, and consistently treated under university and sponsor policy.
Budget Justification
- The budget justification should explain how the budgeted costs, including direct, indirect, and cost-sharing (if required), relate to the project. It should provide enough detail for the sponsor to assess the reasonableness and appropriateness of the proposed costs.
The National Science Foundation (NSF) requires a biographical sketch for senior/key personnel. Click below for helpful resources related to this requirement.
Ensure your budget meets project needs and follows both sponsor and university guidelines. Adhere to each sponsor’s specific budget requirements. Please refer to the Office of Sponsored Programs (OSP) Handbook for more detailed information.
Creating a grant application budget involves key steps. Follow these steps and consult OSP for help in developing a comprehensive and compliant budget:
1. Understand the Project Scope
- Define Objectives: Clearly outline what the project aims to achieve.
- Identify Activities: List all activities necessary to complete the project.
- Timeline: Establish a timeline for project completion, breaking it down into phases if necessary.
2. Research Funding Guidelines
- Sponsor Guidelines: Review the sponsor’s requirements and restrictions related to the budget.
- Chaminade University of Honolulu (CUH) Policies: Ensure compliance with CUH’s policies on grant budgets. Please refer to the OSP Handbook for detailed information.
3. List Budget Categories
For example:
- Personnel: Salaries, wages, and fringe benefits for all project staff.
- Equipment: Any major equipment needed for the project.
- Supplies: Consumable items such as lab supplies, office materials, etc.
- Travel: Costs for conferences, meetings, fieldwork, etc.
- Consultants/ Contracts: Fees for external experts or organizations.
- Facilities and Administrative Costs: Also known as indirect costs, if allowed by the sponsor.
- Other Direct Costs: Miscellaneous expenses directly related to the project.
4. Estimate Costs
- Personnel Costs: Calculate based on salaries, time commitment, and fringe benefits.
- Equipment and Supplies: Obtain quotes or use historical data to estimate costs.
- Travel Expenses: Include transportation, lodging, per diem, and registration fees.
- Consultant Fees: Based on quotes or standard rates for the field.
- Indirect Costs (IDC): Apply the institution’s negotiated rate, if applicable. The federally negotiated IDC rate for CUH is 45% of total direct costs. PI/PDs may request a waiver of this rate using the IDC Waiver Request Form.
5. Justify Each Expense
- Budget Narrative: Provide a detailed justification for each line item, explaining why it is necessary for the project.
6. Review and Adjust
- Align with Sponsor’s Budget Limits: Ensure the total budget does not exceed the sponsor’s maximum funding limit.
- Double-Check for Compliance: Verify adherence to all guidelines and policies.
- Revise and Refine: Adjust the budget as needed to reflect realistic costs and requirements.
7. Seek Feedback
- Internal Review: Have OSP review the budget for accuracy and completeness.
- External Review: If possible, get feedback from someone familiar with the sponsor’s preferences.
8. Finalize the Budget
- Format: Ensure the budget is presented in the required format.
- Complete the Narrative: Finalize the budget narrative, providing clear and concise justifications for all expenses.
Tips for Success:
- Be Realistic: Avoid underestimating or overestimating costs.
- Stay Flexible: Be prepared to adjust the budget if the project scope changes.
- Document Everything: Keep records of quotes, estimates, and communications for future reference.
A listing of pre-award forms and resources can be found here.
Main Contacts:
- Managing Director of OSP: Emily Pujadas Liwag, Ph.D.
- Director of Grant Writing: Lynn Haff, M.A.
- Grants Management Director: Chrystie Naeole, Ph.D.
- Grants Financial Manager: Andrew Perez
- Vice Provost: Janet Davidson, Ph.D.
- Provost: Lance Askildson, Ph.D.
