Submitting a Proposal

Faculty/staff are encouraged to seek external grants and contracts in support of their research, service, and instructional activities. The Office of Sponsored Programs (OSP) serves as the first point of contact for anyone seeking approval for the submission of proposals to external sponsors or upon receipt of an unsolicited award.

The PI/PD is responsible for the submission of the proposal in most circumstances. However, OSP will ensure that the proposal is submitted in the appropriate manner if the awarding agency or electronic submission protocol specifically requires submission by the authorized institutional entity. The PI/PD will be notified that the proposal has been submitted in a timely fashion via email.

The Proposal Certification Form and supporting documents must be received far enough in advance of the submission deadline to allow OSP to review the complete proposal for submission. Inaccuracies or problems that might be discovered in the course of this routing procedure could result in a delay in the submission of the proposal to the intended sponsor. In order to minimize this possibility, it is important to work with unit heads and OSP as far ahead in the process as possible. A completed Proposal Certification Form and all supporting documents should be submitted to OSP no later than TEN WORKING DAYS prior to the deadline date for submission of the proposal.

Intellectual Property

All faculty, staff and students are subject to the institution's Intellectual Property Policy. This policy specifically addresses both ownership and responsibility to report the development of intellectual property - new processes, creative and scholarly works, materials, software, devices and/or other inventions. The creation of such work, particularly under the auspices of a sponsored program, must be disclosed on project disclosure forms provided by OSP.

Facilities and Administrative Costs (F&A Costs – aka Indirect Costs)

OSP requires that proposed budgets must contain the full negotiated Facilities and Administrative (F&A) rate, as currently approved. Current F&A rates are noted on the OSP Frequently Asked Questions webpage.

Exceptions to the F&A rate must be authorized by OSP.  Exceptions may be permitted if the sponsor's guidelines specifically state that F&A costs are prohibited or that a different rate must be used. OSP will assist in determining the appropriate F&A rate and in securing guidelines verifying sponsor policy on F&A.

Institutional Review Board Approval

For research or instruction involving the safety of individuals who work or study within the research and instruction environment, the Institutional Review Board (IRB) must be consulted and approval secured prior to initiating any project or program activities. Information for Fairmont State's IRB can be found online.