Richmond Home

Getting Started

You have a fantastic research plan, need sabbatical funding, have a great idea for a new campus initiative, a need for a large piece of equipment for your lab, or perhaps an interesting new project… Now how do you find and secure external support?  

Whatever your funding need or project stage, we are here to help.  FCGR is able to conduct an in-depth search and provide you with a list of potential funding sources; help you to review the funder’s requirements and craft a compelling and compliant proposal; build a competitive and compliant budget and budget narrative; shepherd your proposal through UR’s internal review and approval process; assist with submitting the final proposal packet; work with you to negotiate and accept your award; send you friendly reminders for report due dates and help to prepare and submit reports; and finally, assist you in closing out your grant.

Take a moment to review the resources provided here and familiarize yourself with the lifecycle of a grant and our internal review and approval process.  When you are ready to begin seeking funding for your project please reach out to FCGR.

Grant Lifecycle

1. PI/PD formalize project and funding needs

What happens at this stage?

Faculty/Staff Principle Investigator (PI)/Project Director (PD) Formalizes Project – Faculty and/or staff defines a project requiring external funding/support, determines project timeline, key personnel, equipment needs, amount of funding needed, institutional support needed, etc.

Who do I work with?

Colleagues, department chair, project team

2. PI/PD meets with FCGR

What happens at this stage?

PI/PD Meets with FCGR The project director contacts FCGR to chat about the project and funding needs, initiate a funding search/identify appropriate sources for project support, review eligibility criteria and funding agency guidelines, talk about timelines, budget needs, compliance issues, internal review/approval process, etc. and begin proposal development. (in some instances, a funding opportunity is presented to FCGR and will then be forwarded to an appropriate PI/PD or even department for consideration/action)

Who do I work with?

FCGR: Rhonda – will direct you to the appropriate FCGR staff member; Adrien – funding search

Michelle, Jennifer, Brenda – proposal development

3. PI shares project plan with department chair, supervisor, and/or dean

What happens at this stage?

PI/PD Chats with Dept. Chair or Supervisor and/or Dean – Faculty/staff seeking funds connects with the appropriate department chair(s), dean, and/or supervisor to discuss the project, funding needs, intended funding agency, institutional support/needs (letters of support, cost-share, space needs, staffing support), leave/sabbatical plans, student involvement, etc.

Who do I work with?

PI/PD department chair, dean, supervisor

4. Proposal development

What happens at this stage?

Proposal Development – PI/PD works collaboratively to craft a compelling, competitive, compliant proposal to secure external support for the project.  PI/PD works with FCGR, their department, dean’s office, colleagues, etc.  PI/PD or FCGR staff (consult with FCGR for appropriate process) contacts the funding agency’s program officer.

Who do I work with?

FCGR staff member identified in stage 2, department chair, dean’s office, etc.

5. Start proposal review and approval process with FCGR

What happens at this stage?

Proposal Review & Approval Process – PI/PD works with FCGR staff member to complete a proposal routing form and begin the internal review/approval of the proposal.  At minimum, FCGR will need a copy (or link to) the program solicitation or grant guidelines, a final version of the budget with a budget justification, and your narrative (can be in draft form at this point). PI/PD should be prepared to address questions, make changes/edits, and provide additional information as needed.

Who do I work with?

FCGR staff member identified in stage 2

6. Grants Accounting and Controller's Office review/approval

What happens at this stage?

Grants Accounting & Controller’s Office Review/Approval – The proposal routing form (documenting proposal details: final budget, project dates, cost-share with appropriate approvals, IRB and IACUC status, equipment purchasing approvals, student employment, conflict of interest, etc.), proposal narrative, budget & justification, and grant solicitation/guidelines are sent forward for thorough review (checking for compliance, accuracy, eligibility) and final approval. The Controller’s office will provide final approval, required authorization and/or institutional signatures (FCGR will facilitate)

Who do I work with?

FCGR staff member will initiate and facilitate the process; Grants Accounting will contact FCGR with questions and FCGR will reach out to the PI/PD.

7. Proposal packaging and submission

What happens at this stage?

Proposal Packaging & Submission – Upon final approval, proposal packet is returned to FCGR staff member and PI/PD for assembly, final review from PI/PD, and submission to the funding agency.  Submission is performed by either FCGR or by PI/PD (dependent upon funding agency instruction)

Who do I work with?

FCGR staff member

8. Award notification and set up

What happens at this stage?

Award Notification & Set-up – The funding agency will notify the PI/PD, FCGR, and/or the Grants Accounting team of the award.  FCGR staff will facilitate the grant award agreement process and turn the finalized award/agreement over to Grants Accounting for set-up.

Who do I work with?

FCGR and Grants Accounting

9. Award monitoring and reporting

What happens at this stage?

Award Monitoring & Reporting – Grants Accounting and FCGR will work with PI/PD to monitor the award, create and submit amendments and reports to the funding entity for the life of the award.

Who do I work with?

Grants Accounting and/or FCGR

10. Final report and close-out

What happens at this stage?

Final Report & Close-out – Grants Accounting will work with PI/PD and FCGR as appropriate to submit final reports to the funding agency.  Grants Accounting will close-out the grant award and notify PI/PD and the Budget Office of grant termination.

Who do I work with?

Grants Accounting and/or FCGR