Proposal Submission Walkthrough

This walkthrough will give you an in-depth understanding of every step of the proposal development, routing and submission process.

Before You Begin

Developing a strong research proposal is much easier with the assistance of ORSP. Working with ORSP to refine your concept prior to writing out your final proposal will help to ensure that your research is as marketable and unique as possible. In order to get the most benefit, you should plan on scheduling a meeting with us at least one month prior to your submission deadline date.

In addition, you should seek to complete your compliance training requirements through CITI as early as possible. Compliance training is generally a relatively short process that takes about 4 hours to complete. This training will help you as you write your proposal, and is required for both IRB/IACUC approval and for the availability of your research funds acquired as a SHSU researcher.

Tasks to complete

Complete your CITI Training

For more information, consult the CITI Training section of this website. Note that university policy disallows the establishment of an award account for research proposals involving human subjects, animal subjects, hazardous materials, bio-safety or radioactive materials unless and until all requirements are met. 

Meet with ORSP for concept development

To schedule a meeting, please contact Delia Gallinaro at 936.294.3760 or RGS_DXG@shsu.edu

Building Your Budget

Effective budgeting is an essential aspect of any strong research proposal. Grant sponsors will want to see that you demonstrate efficiency and discretion with any funds you are awarded, and emphasizing a strong correlation between the fiscal value of an award and the value of your research will greatly enhance the competitiveness of your proposal. Developing a sensible budget is even more important for young and inexperienced researchers, who may not have a history of previous successful research projects for a grant sponsor to consider.

Tasks to complete

Develop budget requirements

It is very likely that the grant sponsor will have specific requirements concerning the proposal budget. You may find it helpful to conduct initial budgetary planning on your own using our Budget Worksheet, but development of the final proposal budget will be conducted in conjunction with the Office of Research and Sponsored Programs. ORSP will format the budget to conform to both SHSU’s internal budget categories and grant accounting system and the sponsor’s budget format.

Consider if additional forms will be required

Unless cost sharing is required by the sponsor it is generally prohibited by the university. If cost sharing (matching or in-kind contributions) is to be part of your proposal, you must discuss this option with ORSP first, and then then with your department chair and dean. If preliminary approval is granted by all three, a Cost Share Form with account numbers identified will be required before final approval is given.

For any proposal with a reduced or waived indirect cost percentage (including use of the off-campus rate), you must include with your proposal a copy of written program guidelines stating the sponsor’s Indirect Cost Rate limits and an SHSU Indirect Cost Waiver Form with appropriate signatures.

Submitting Your Proposal to ORSP

Please remember that the Proposal Notification Form must be submitted to ORSP no later than 10 days prior to the deadline for submission to the grant sponsor.

The Proposal Routing/Approval Form should be filled out in full, including the names of each Primary Investigator (PI) and co-PI, as well as the signature of each on the face page. Each PI and co-PI must also complete and sign a Conflict of Interest form. Include a detailed budget, budget narrative and statement of work with your submission. Acquire signatures of your department chair and college Dean on the Proposal Routing/Approval Form. 

Tasks to complete

Deliver all routing documents and documents requiring signatures to ORSP

The Proposal/Contract Internal Routing Approval Form should be filled out in full, including the names of each Primary Investigator (PI) and Co-PI, as well as the signature of each on the face page. Each PI and co-PI must also complete and sign a Conflict of Interest form. In addition, please remember that the Proposal Notification Form must be submitted to ORSP no later than ten days prior to the deadline for submission to the grant sponsor. Include a detailed budget, budget narrative and statement of work with your submission Acquire signatures of your department chair and college Dean on your Proposal/Contract Internal Routing Approval Form Acquiring the signatures of your department chair and college Dean facilitates a faster routing process.

The Routing Process: Submission to Sponsor

What You'll Need

  • Nothing

Once all forms have been turned into ORSP, the Office of Research and Sponsored Programs will work to ensure that your proposal is ready for formal submission. This process includes review of your proposal for compliance standards, as well as routing to appropriate University officials for necessary signatures. These signatures will include:

  • Your Department Head
  • Your College Dean
  • Associate Vice President of the Office of Research and Sponsored Programs
  • Provost (if over $750,000 and/or matching funds are involved)
  • University President (for proposals requesting $750,000 or more in funds)

Once these signatures have been obtained, ORSP will submit the application to the grant sponsor. 

Tasks to complete

Ensure that IRB/IACUC review is being completed

If your research requires full board review and/or requires multiple IRB/IACUC revisions to ensure compliance, consequent delays in the approval of your application may interfere with the progress of deadline-sensitive research.

Award Notification

What You'll Need

In determining award decisions after a proposal has been submitted, some sponsors will communicate directly with the PI, some will do so only with ORSP, and others include both the PI and the ORSP. Please notify ORSP of any communication from sponsors regarding the result of your proposal. ORSP will forward any such communication to the PI.

After an award notification is received, ORSP will accept and negotiate the award. The Controller's Office will set up the award account and be responsible for accounting and financial compliance, and will handle the post-award financial administration of the project.


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