The ORSP is the university office responsible for ensuring all applications, agreements, subawards and contracts for sponsored projects are in compliance with the policies and practices of LMU and the awarding agency/organization. The ORSP aligns and documents the commitments of the university on behalf of the faculty and staff. The ORSP staff works closely with every LMU applicant applying for external funding to ensure both a smooth submission process, and the post award documentation and administration of the funded project, program or activity.
LMU Forms for Sponsored Project Submissions (Grants and Contracts)
Forms to be completed and distributed by the applicant as soon as the decision to apply is made (and typically a minimum of 3 weeks prior to the agency deadline):
Forms to be completed by ORSP staff after completing a technical and compliance review of the final budget and narrative, a minimum of five business days prior to the agency deadline (samples only). These forms are distributed by the ORSP for signature approval by the applicant, and the applicant's chair/supervisor, associate dean/vice president, or dean/senior vice president. (PLEASE NOTE: Applications for sponsored projects cannot be submitted by faculty or staff without ORSP review and internal signature approval).
Resources for Applicants
- Find Funding
- Writing a Proposal
- LMU Institutional Information
- Institutional Review Board (IRB)
The LMU Submission Process - How to Apply for a Grant
1. Determine the best sponsor to approach. Know the funders available to you. The ORSP has created a resource page for you to locate funding opportunities. 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.
2. Let the right people know you intend to apply. Download the LMU Intent to Apply form, fill it out, and email to the appropriate offices and individuals listed at the top of the form. ORSP staff are here to facilitate discussions between you and others on campus who may be able to help in the development of your proposal.
3. Develop your project or research design. 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. Meet as early as possible with a member of the ORSP staff to discuss your project. If necessary, we can 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. If the narrative is completed at least 10 business days before the agency deadline, the ORSP staff can schedule time to help structure the writing process, and determine rhetorical strategy.
4. Create your budget. 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. The ORSP staff will develop the budget with you to ensure that the costs are reasonable, allocable, and consistent with both LMU policies and compliant with sponsor guidelines (including the Uniform Guidance for federal applications).
5. Ensure research integrity and compliance. If your work involves human or animal subjects, you may need to work with the [IRB] or [IACUC] committees. 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: Institutional Review Board (IRB) and IACUC.
6. Review all materials prior to submission. You will want to give your application the same attention to detail you employ in your scholarship and other professional activities. Staff are available to review your proposal materials and make suggestions for strengthening your proposal narrative if sufficient time is available in advance of the deadline.
7. Distribute the application for internal signature approvals. The ORSP will complete the LMU forms that require signature approval (Routing Form), and distribute it in a folder (including the narrative, final budget and agency guidelines) so that the applicant can review and obtain the necessary approvals (chair, director, associate dean, dean, vice president, Provost, etc.). Be sure the application preparation timeline allows at least 2-3 business days for signators to review the final application materials. If matching or contributed funds from the university are being requested, an LMU Cost Sharing Agreement Form will be prepared by the ORSP staff for signature approval. The ORSP will issue the Routing Form. Once the form is returned to the ORSP the submission may move forward.
8. Submit. Be aware of the rules the funder has established regarding submission and follow them. If the funder requires that a letter of inquiry or application be submitted using an online system (including Fastlane an Grants.gov), be familiar with the system's functionality. ORSP staff is familiar with most electronic submission systems and we can assist with electronic submissions (completing online form fields, uploading or attaching final documents as Word, Excel or PDF files, etc.). We can also help prepare hard copies and prepare applications for mailing.
PLEASE NOTE: if your application has to be submitted using any online portal, including Grants.gov, the ORSP requires applicants to send us all final materials 3 business days prior to the agency deadline (internal deadline). This is necessary due to the time required for the technical review and uploading of documents, and lengthy validation process by online portals. This will also require that the internal signature approval process be complete prior to the internal deadline.
9. Follow up. Once you receive confirmation that your submission was received, the hardest part begins: waiting. Whether your proposal 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. 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.