Pre-award: Step by Step Process
Pre-award: Step by Step Process
An application for external funding is one step in a grants life cycle that begins with idea generation and culminates in sharing your scholarship with the broader community:
Proposal Development Resources
• Academic Administrative Protocols → Faculty Time, Effort, and Salary Calculations for External Grants
• Standard SMC Rates for Grant Proposals
• Please contact the Office of Research at Office_of_Research@stmarys-ca.edu if you are planning a proposal.
Proposal Development and Timelines
Once you have developed your project idea and have identified a funder, it is time to connect with the Office of Research to plan your proposal. Proposal development typically takes at least 2-4 months, as shown below.
Required Steps in Proposal Development
Please follow these steps as you prepare your proposal:
- Submit your Intent to Apply form at least 8 weeks before the grant deadline.
- The form will be used to notify key administrators and staff that you intend to prepare a proposal. The form will be routed to your dean or administrative supervisor, department chair, and SMC’s Business Office.
- Contact and set a meeting with Office of Research staff (office_of_research@stmarys-ca.edu) to discuss proposal development, including timelines, data needs, budgeting, and institutional approvals
- Plan for a submission date at least 3 business days ahead of the published deadline.
Application Routing and Approvals
Fill in your external grant routing form at least 5 days before the SMC deadline:
The Office of Research will route your form along with your project summary and budget.
- The External Proposal Form is used to review and approve all sponsored funding requests.
- Applications must be approved by the PI/project director’s dean or supervisor, the Office of Research, Business Office, Provost’s Office, and the Vice President for Finance and Administration
- Submit your external grant routing form 7 business days ahead of the published deadline. This allows time for all approvers to sign off and for Office of Research staff to process your submission.
- Saint Mary’s submission deadline is 3 business days prior to the funding agency’s absolute deadline.
Routing Flow
Responsibilities in Pre-award
Responsibilities are shared among the PI / PD, the Office of Research, the dean or administrative supervisor, and the Business Office. Below is a summary of pre-award roles and responsibilities.
