Proposal Review & Submission

In accordance with the USM Policy on Solicitation and Acceptance of Sponsored Projects (IV-2.00), all grant proposals must be reviewed by institutional personnel prior to submission to the sponsor. During the review process, staff examines the proposal for liability assessment, ensures its consistency with University System and institutional policies, and inspects for appropriateness to the institutional mission. The FSU Office of Sponsored Programs (OSP) is responsible for ensuring compliance with this policy, for facilitating the grant proposal internal review process, and for submitting all grant proposals.

Preparing for Final Internal Review

The internal review is the final check of the grant – not the first.

Although OSP should be involved early in the overall timeline of proposal planning, organization and development, the internal review is the concluding stage of the proposal development process. During this time, the Office of Sponsored Programs documents necessary approvals and makes final preparations for submission.

Kuali Research Platform

Kuali Research is an electronic research platform used to manage all Frostburg State University proposal submissions, internal review and approval processes, and overall award administration. The system streamlines proposal submission and award management and provides a central, online repository of proposals, awards and other information. It is a valuable tool to manage the complete lifecycle of a sponsored program while guaranteeing the highest levels of compliance and integrity. 

To access Kuali Research, please email osp@frostburg.edu; we will send you a link to log in using your FSU credentials. Eligible users must be currently affiliated with FSU and have an active FSU email address. 

The internal review process should begin at least ten business days before the grant’s submission deadline. This span of time allows for normal delays that may be caused by competing priorities and the potential temporary absence of key faculty or staff.

As your deadline approaches, be certain to stay in touch with OSP staff and inform the office of any complications that may cause delays.

Documents to be Entered in Kuali
Ten business days – at minimum – prior to the submission deadline, be sure that the following documents are entered into Kuali:

  • Proposal Package and Narrative
  • Finalized Budget
  • Budget Narrative
  • Effort Forms Signed by the Project Director, Chair, Dean
  • Required Forms or Supporting Documents (e.g., letters of support, letters of commitment for matching funds, résumés)

After the Project Director has entered these documents, OSP staff will review and then route the full proposal package for internal review through Kuali. 

Kuali Internal Review & Approval Process

Individuals involved in approving a proposal for submission:
  • Project Director: The Project Director – commonly referred to as the Principal Investigator (PI) – will oversee the planned project and is responsible for proposal preparation. 
  • Department Chair or Director: The Department Chair or Director is responsible for the review and endorsement of the proposal on the department level.
  • Provost / VP: The Provost or divisional VP will receive notification (FYI in Kuali) that the proposal is under review. The Provost or VP is not required to approve the proposal but has the option to veto by notifying the Office of Sponsored Programs.
  • Department Head for Match: If the proposal contains a match commitment, the department head responsible for that commitment (if different from that of the Project Director’s department) must endorse the proposal and approve said commitment.
  • College Dean: For academic departments, the Dean is responsible for the review and endorsement of the proposal on the college level. 
  • Senior Associate Vice President of Advancement and Regional Engagement: DARE’s Senior Associate VP will receive notification (FYI in Kuali) that the proposal is under review. The VP is not required to approve the proposal but has the option to veto by notifying the Office of Sponsored Programs.
  • Director of the Office of Sponsored Programs: The OSP Director is responsible for the final review of the proposal and submission to the funder.

Submitting the Grant Proposal

Once the proposal has completed the approval process in Kuali, OSP will notify the Project Director that the proposal is ready for submission.

As outlined in the Proposal, Planning, Organization & Development section, prior to the internal review and approval process, all pertinent information about the method of submission, formatting requirements and deadline should be clearly conveyed to OSP staff. 

OSP staff will communicate with the Project Director to coordinate the final submission; this is typically an electronic process —whether through an online grant submission portal or via email to the funder. OSP will work with the Project Director on the final proposal package, including acquiring signatures and completion of required funder forms.

Award Notification

If you receive a notification from the sponsor that your proposal has or has not been awarded, please forward it to the Office of Sponsored Programs (OSP@frostburg.edu or 229 Hitchins).

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