> Loyola Marymount University > Libraries + Research > Office for Research and Sponsored Projects > Submission Overview

 

Submission Overview

The ORSP works with every applicant to keep the grant submission process as smooth as possible. For example, applicants typically complete and distribute only one LMU form (Intent to Apply Form) and, for most submissions, gather required signatures on only one LMU form (Routing Form). Below you will find a sample submission timeline and the steps involved with submitting a research, scholarly or creative grant application.


Sample Submission Timeline
orsp@lmu.edu.

PLEASE NOTE: if your submission involves the use of the federal grant portal Grants.gov, the ORSP requires that the complete application be submitted to the federal agency 3 days prior to the posted deadline to ensure any errors are corrected and the electronic confirmations are received prior to the posted deadline.

How to Apply for a Grant

1. Determine the best sponsor to approach.
Your Role: Know the funders available to you. ORSP Role: We have created a resource page for you to locate funding opportunities, Find Funding. ORSP staff would also be happy to meet with you in person to discuss funding opportunities including a review of the submission guidelines. Tip: Keep in mind that most proposals require 4-6 weeks to prepare.  end	Find Funding
2. Let the right people know you intend to apply.
Your Role: Download the Intent to Apply form, fill it out with as much information as possible, and email the completed form to the appropriate individuals and offices described in the form instructions. No signature is required on this form; it is informational only. ORSP Role: Our staff is here to facilitate discussions between you and others on campus who may be able to help in the development of your proposal. end	Intent to Apply Form
3. Develop your proposal.
Your Role: As the leader of the project, you will be responsible for writing the narrative, collecting any letters of support and completing any other elements of the proposal required by the sponsor. ORSP Role: Our staff can help structure the writing process, determine rhetorical strategy and review the narrative as it develops. Meet with a member of the ORSP staff to discuss your project. We provide you with organizational information such as copies of the 501(c)3, names of the board of directors, or date of the last audit. We have created a resource page to help you write an outstanding proposal: Writing a Proposal. end	Writing a Proposal Proposal Preparation Information
4. Create your budget.
Your Role: Your budget is the translation of your proposal into financial reality, ensuring that you will be able to conduct your project successfully. Be specific and careful as you estimate the resources you will need. ORSP Role: Our staff will work with you to ensure that the costs are reasonable and allocable, consistent with LMU policies, and compliant with the application guidelines, including any applicable federal regulations (for example, OMB Circular A-21). We have created a resource page to help you write an outstanding proposal: Budgeting. end	Budgeting
5. Ensure research integrity and compliance.
Your Role: If your work involves human or animal subjects, you may need to work with the [IRB] or [IACUC] committees. ORSP Role: Talk to the ORSP staff about compliance issues related to your work. If you are entering a contract, for example, the ORSP will work with university legal counsel to review the terms and conditions. We have also created resource pages to facilitate any human and animal subject research: [IRB] or [IACUC] end	IRB
6. Review all materials prior to submission.
Your Role: You will want to give your proposal the same attention to detail you employ in your scholarship and other professional activities. ORSP Role: Our staff will be pleased to review your submission materials and make suggestions for strengthening your proposal. end
7. Route the proposal for signature.
Your Role: The ORSP will complete the Routing Form, and issue it to you with a copy of the budget, narrative, and guidelines. You will take the form to the appropriate individuals (for faculty, this is typically your chair and associate dean) and obtain their approval/ signatures. Be sure and give them sufficient time to review the application materials! If matching funds from the university are being requested, an additional Cost Sharing Agreement Form will be required.   ORSP Role: We will issue the Routing Form. Once the form is returned to the ORSP the submission may move forward. end	Routing Form  Cost Sharing Agreement Form
8. Submit.
Your Role: Be aware of the rules the funder has established regarding submission and follow them. If you are using FASTLANE, Grants.gov or another electronic submission system, be familiar with the program’s functionalities. ORSP Role: ORSP staff is familiar with most electronic submission systems and available to assist with electronic submission. We can also help prepare hard copies and mail-in submissions. PLEASE NOTE: if your submission involves the use of grants.gov, the ORSP requires that the final application be submitted 3 days prior to the agency's deadline.end
9. Follow up.
Your Role: Once you receive confirmation that your submission was received, the hardest part begins: waiting. Whether your application has been accepted or rejected, you will likely want to contact the program officer to express your gratitude for being considered, learn more about the strengths and weaknesses of your proposal, and determine your next steps. Our Role: ORSP staff will be pleased to assist you in following up by discussing feedback and considering how to improve your proposal’s chances for your next submission. If an award has been made, ORSP staff will set up an appointment with the Post Award Administration and Accounting Office to set up your accounts.