Grant Submission Checklist and Timeline

Harvey Mudd College works to assist HMC faculty and staff in the process of applying for funding and in the administration of grants and awards. To ensure a timely submission and optimal level of support, consider these timeframes when preparing to submit your grant proposal. Final drafts of proposals must be provided to the business affairs office, department chair, and dean of faculty at least two weeks prior to the sponsor’s deadline for final internal review and approval to ensure successful on-time submission. If the time frames are not met there may not be enough time for the proposal to be reviewed and submitted prior to the deadline. Some smaller (non-federal) proposals may be submitted by the applicant directly only after final internal review and approval have been secured.

Phase I (2 to 3 months prior to submission)
Plan ahead. Nearly all granting agencies have absolute time and date deadlines. Numerous applicants and multi-institutional grants have been rejected for missing deadlines by only a few minutes due to problems out of the applicant’s control – such as computer or network failures.

  • Identify source of funding – applicants are encouraged to subscribe on their own to Grants.gov and other free feeds (e.g., NSF news service, NIH weekly digest, USDA announcements, DOE announcements)
  • Enroll in SciENcv which can help prepare you to submit proposals to federal agencies such as NSF and NIH
  • Identify submission/upload process (e.g., Research.gov)
  • Identify proposal format and obtain templates
  • Obtain necessary user-ids and passwords (e.g., Research.gov)
  • Discuss idea with department chair, dean of faculty, associate dean for research and experiential learning (ADREL) and any other college administrator(s)
  • Identify investigator(s) of the research project
  • Identify proposal writing workshops to attend if relevant
  • Notify Arlene Chubbuck (achubbuck@hmc.edu) in business affairs and Brandon Ice (bice@hmc.edu) of intent to apply. Applicants are encouraged to schedule a brief orientation meeting with Arlene and Brandon to review the application process and to discuss potential issues
  • Submit research design to internal review board (IRB), if required, prior to submission
  • Identify sub-contracts, consultants, and any Memos of Understanding (MOUs) – if required by the funder or part of the design for the project
  • Identify internal/external readers of the project description (contact us if you need suggestions)
  • Obtain related previously submitted proposals from our archive

Phase II (1 month prior to submission)

  • Finalize any subcontracts, consultant agreements, or MOUs
  • Meet with Arlene Chubbuck in business affairs to review/plan a budget outline and justification (did you consider support for student housing?)
  • Share solicitation/grant number and guidelines with Arlene Chubbuck and Brandon Ice
  • Share plans and info related to sub-awards if needed
  • Share solicitation/grant number and guidelines with Arlene Chubbuck and Brandon Ice
  • Share plans and info related to sub-awards if needed with Arlene Chubbuck and Brandon Ice
  • Review HMCs policy concerning the disclosure of financial interest
  • Receive and incorporate internal/external reader feedback

Step III (2 weeks prior to submission)

  • Send digital copies of final grant components to department chair and dean of faculty for review and approval
  • Send digital copies of final grant components to Arlene Chubbuck and Brandon Ice for review
  • Plan to be available and be prepared to address questions, make changes/edits, and address concerns until the submission deadline

Step IV (1 week prior to submission)

  • Create application in required portal
  • If applicable, release the proposal to Arlene Chubbuck (HMCs Authorized Representative) who will officially submit your finalized proposal

Grant Proposal Preparation FAQ’s