»Getting Started -- Submitting a Proposal Through ORSPA

Below is an easy to follow procedural guide on how to submit grant proposals through the Office of Research & Sponsored Programs. If you have any questions, please contact us at orspa@chapman.edu.

+-1. Identify Sponsor

  • Utilize the COS PIVOT funding database to search out opportunities and research collaborators (internal or external). Remember to claim and update your expertise and interests in your Faculty Researcher Profile.
  • Locate Federal funding opportunities at:

  • Research opportunities through private foundations and professional associations. (Note - Some foundations must be approved by University Advancement prior to approaching for funding so be sure to check with our office first)
  • Meet with ORSPA if you need help in locating a funding sponsor

+-2. Read and Understand RFP Guidelines

  • Read the Sponsor's Request for Proposal (RFP) Guidelines, requirements and deadlines thoroughly to make sure you have the time and resources needed to meet the request.
    • In general, allow a minimum of 3 to 6 weeks to address the criteria and draft your entire proposal package. Allow more time for larger institutional proposals that require extensive resources or collaborations, if your proposal idea needs further development, or for extensive editing by ORSPA.

+-3. Inform the appropriate individuals of your Intent to Apply

  • Inform ORSPA that you intend to submit a proposal by completing the online Intent to Apply form (also found in the left-hand navigation)
    • Provide RFP link or materials and the following:
      • a brief summary of your proposed project
      • proposed performance period
      • estimated amount of funding needed
      • deadline for final submission to sponsor
  • Inform your Dean, Chair/Director and/or Supervisor
    • Discuss the project, budget, time allocation, matching funds, supplies, equipment, and space required to perform the project
    • Identify any additional collaborators that may strengthen the proposal

+-4. Contact Collaborators

  • Communicate the overall scope of work required for the project and your collaborators' specific contribution
  • Identify any additional personnel
  • Confirm that they have the time and resources to participate and obtain approval through their institution's sponsored programs office
  • Gather appropriate materials needed for the project, including any letters of commitment, biosketches, etc.

+-5. Meet with ORSPA

  • To plan your overall proposal strategy
  • To identify strengths and weaknesses of your proposal
  • To discuss an appropriate timeline to prepare a quality proposal that optimizes your chances of being awarded
  • To register Chapman in any electronic submission portal or system, if applicable (i.e. Grants.gov, NSF Fastlane, etc.)
  • To develop the proposal budget

+-6. Develop the Budget

  • Identify costs needed to complete the proposed scope of work, including:
    • The amount of time (effort) each individual will commit to the project, the salary and fringe benefits
    • Travel costs for required meetings with the sponsor, professional conferences, mileage for conducting the project
    • Supplies and equipment
    • Other costs: consultants, publication costs, sub-awards, tuition remission, service agreements, participant support, etc.
    • Cost-sharing, if required
All budgets MUST be reviewed prior to submission to ensure that the numbers are accurate and appropriate for the project scope.

+-7. Route Proposal Internally

  • Inform your Chair/Director and/or Dean that they will need to review and sign the internal routing packet before the proposal can be submitted. Verify their upcoming availability if necessary.
  • ORSPA will prepare the routing form for the PI (and Co-PI) signatures. The PI is responsible for obtaining Chair and/or Dean signatures and must return the original packet to ORSPA before proposal submission

+-8. Send final proposal to ORSPA for review & Submission (3-5 days before deadline)

  • ORSPA will review the RFP to make sure all proposal documents are completed
  • Perform a final review of your narrative, abstract, budget and supplementary documents
  • PI will make final corrections to proposal documents according to ORSPA feedback
  • Obtain institutional signatures on assurance & application cover pages
  • Assist in uploading all materials & completion of proposal forms in electronic submission systems such as Grants.gov, Fastlane, etc. (Typically, proposals are submitted by ORSPA but some sponsors allow PI's to submit directly)

+-9. Submit Proposal

  • Following receipt of the internal Routing Form, ORSPA will submit your proposal at least 24 hours prior to the deadline. Proposals submitted through Grants.gov must be submitted a minimum of 48-72 hours in advance of the deadline to ensure the proposal is submitted on time.
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    Contact Us:

    Office of Research and Sponsored Programs Administration
    Ph: (714) 628-2805
    Fax: (714) 628-7374

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