Proposal Scheduling

The most successful projects grow naturally from a defined need, a strong research question, or an opportunity to explore new avenues for rigorous scholarship. Once the project has been conceptualized, the next concern is identifying funding opportunities. The schedule below suggests a reasonable timeframe for locating funding opportunities and submitting grant proposals at UCLA. Although this document is specifically focused on external grant proposal submissions, faculty developing projects internally should familiarize themselves with this process and apply the recommendations as appropriate.

Immediately:

Locate possible funding sources through the Office of Contract & Grant Administration’s listing of research funding opportunities. The online services available to the UCLA community include links to the major government funding agencies and subscription services such as the Illinois Researcher Information Service (IRIS) that aggregate funding opportunities from a variety of sources. 

A year prior to the deadline:

It's not unreasonable to start planning a grant a year prior to the deadline. Even small grants can become complex. Once a funding source or program has been identified, establish contact. Many funding agencies will provide examples of successful applications in their recurring programs, and program officers are available to critique proposal drafts to help craft submissions more likely to succeed in a competative funding environment.    

At least six weeks prior to deadline: 

If you plan on submitting a proposal to NEH, we strongly recommend you submit a draft for review by NEH staff.  NEH provides invaluable feedback on drafts submitted at least six weeks in advance of the deadline.

At least one month before the proposal is due:

1. OCGA relationship: contact your OCGA Grant Analyst to confirm the timing of your submission, and to discuss any outstanding questions you have about the funding source or program.
   
   
2. Letters of support from UCLA collaborators: arrange for these as early as possible. 
   
   
3. Budget: Find out where the grant, if funded, would be administered.  You will need someone to handle the funds, pay the GSR, etc.
   
   
   1. Contact your department manager and the chair of your dept: some departments and centers have staff to assist with budget preparation, the approval process, and administration of funds.
   2. Social Sciences: the UCLA Institute for Social Science Research (ISSR) administers many grants for projects housed in the College of Letters and Sciences.   http://www.issr.ucla.edu/  Contact Tana Wong.
   3. Humanities: faculty in the Humanities Division should consult with OCGA Grant Analyst Ken Castro-Oistad: http://www.research.ucla.edu/srassn.htm#Castro-Oistad
      
      
4. Cost-sharing: some grants require a specific percentage of “matching” or “cost-share” funds that the campus provides to the project. These amounts are often specified in the budget and on the goldenrod form.  If the grant is funded, these amounts are tracked by UCLA’s Extramural Fund Management to show to grantors that the campus has met its obligation. Therefore, you may need signatures (or written verification) for your proposal from those units who agree to provide the cost-share amounts.
   
   
5. Subcontract: if the funding is shared with other institutions/campuses, you will need to decide whether UCLA is the main unit with the others as sub-awards, or if UCLA has a sub-award under another institution/campus.  Either way, this will require additional information from each location. 
   
   
6. Facilities and Administrative costs (formerly Indirect Cost Rates).  Establish the rate for these costs based on the OCGA website guidelines.  http://www.research.ucla.edu/ocga/sr2/idcinfo.htm
   
   
7. Forms:
   
   
   1. The goldenrod form: this summary form is required for all grant proposals. It identifies the Principal Investigator, the campus administering unit, the proposal title, funding agency, proposed granting period, the budget numbers, and infrastructure needs. This form must be signed by the PI, their department chair, and dean before being submitted to OCGA for final approval. (http://www.research.ucla.edu/ocga/forms.htm ) Complete this form early to give yourself time to gather the required information and signatures. 
      
   2. Additional forms: depending on your particular type of grant, there may be additional requirements, such as Economic Interest and Financial Disclosure Forms
      
      
8. Timing: Establish a date prior to the official proposal deadline to submit all completed materials to OCGA. Remember that the Grant Analysts work on other proposals, and should be given as much time as possible in advance of the proposal deadline to review your application, at least seven working days.
   
   
9. Submittal: ONLY an OCGA representative can submit grant proposals on behalf of UCLA. If you are working on a proposal that has unusual submission parameters, it is your responsibility to maintain contact with your OCGA Grant Analyst to make sure you are in compliance with UCLA regulations.
   
   

A week before the grant is due:

1. Touch bases with the person whose approval you need before submitting your grant.
2. Fill out all the forms and get final copies of all required electronic and paper documents
3. Get the required signatures
4. Submit your electronic or paper packet to your OCGA representative.