Grants Manual

Grant Development

The grant development specialist at Missouri State University-West Plains supports the local campus in securing external funds from federal, public and private sources. Support is offered for securing funds that will assist in achieving Missouri State University-West Plains’s mission and strategic plan, including divisional priorities that link back to the overall mission and/or strategic plan of the University.

The grant development specialist works closely with the office of sponsored research and programs (OSRP), for the benefit of the Missouri State University-West Plains campus, to support the proposal writing activities of the faculty and staff, while ensuring compliance with University, state and federal regulations.

Since Missouri State University-West Plains is a part of the greater Missouri State University System there are resources and tools available for grant writers from the office of sponsored research and programs via their website at http://srp.missouristate.edu/

Grant Funding Searches and Proposal Writing

The grant development specialist is available to assist you with finding potential funding sources and developing your proposal. Please call or email to make an appointment to discuss your potential project.

Faculty and staff are encouraged to seek funding for needs that fall outside the standard budget process but are integral to the mission of their department or the campus and to develop new ideas or solutions to problems. The grant development specialist is available to assist you in all phases of your project as you seek funding.

To avoid duplicate efforts and foster success in your grant submission, please work closely with the grant development specialist to obtain all required approvals as you develop your proposal for submission.

Please note that all grant projects must receive proper approval and be reviewed by the grant development specialist prior to submission.

Please note that all requests to use the Foundation’ nonprofit status must be approved in advance by the office of sponsored research and programs.

The Grant Writing Process

I. Develop Your Idea

We would encourage you to work with the grant development specialist early in the development process to develop a broad idea. This process will be refined to fit the guidelines of a specific grant once a funding source is established.

The Concept Outline Form can be a useful personal tool in developing grant project ideas. In addition, the grant development specialist can use this information on this form to assist in the funding search process.

2. Seek Funding and Develop Your Proposal

These activities go hand-in-hand, as some funding sources provide their own proposal forms and some provide an outline detailing what information is needed within the proposal.

Work with the grant development specialist to locate appropriate funding sources and review submission deadlines.

The grant development specialist can tailor the proposal to fit the individual needs of the Principal Investigator (PI). If the PI is comfortable with grant writing, the grant development specialist will assist with proposal review and offer suggestions to polish the proposal. However, if the PI is uncomfortable with the writing process the grant development specialist will put together an outline of items that the PI will need to provide for the submission of the proposal and assist with refining the ideas of the PI to match the proposal requirements.

3.Obtain Approvals for Proposal Submission

Through the Internal Approval Form, approvals from your department head, dean and chancellor as well as the review of the grant development specialist are necessary prior to submission of any proposal to an outside funding source. These approvals are required even if an outside entity will be submitting the proposal with Missouri State University-West Plains providing support to the project. The grant development specialist is available to assist you in completing the Internal Approval Form.

Approvals will also need to be obtained from outside departments if the proposal includes additional space or special information technology requirements in order to implement the project.

4. Submit Proposal

Provide an electronic copy of the proposal to the grant development specialist at least five business days prior to the submission deadline. This provides time to review the final proposal, make necessary changes, and prepare for submission. Once the necessary reviews are completed, the grant development specialist and OSRP will package the grant and submit.

If you are submitting the grant yourself, it is still required that the proposal be submitted for review to the grant development specialist at least five business days prior to the submission deadline and all approvals be in place prior to submission.

5. Receive Notification

When a notification of award is received, contact the grant development specialist and forward all documents to the Missouri State University-West Plains grant office.

Please do not sign any documents.

If a grant is awarded, the grant development specialist will arrange for dean’s certifying official to sign and submit the award document.

If a grant is not awarded, take note of any comments from the granting agency, meet with the grant development specialist to discuss revisions and rewrite the proposal for the next proposal submission deadline. If it is not appropriate to resubmit, work with the grant development specialist to locate additional funding sources.

6. Manage Grant

An account, specific to your grant, will be setup by the grants & contracts office in Springfield. If you do not receive an account number within a week of notification, contact the grant development specialist. Carry out the program outlined in the grant. If any negotiation with the funding agency needs to be made, contact the grant development specialist who will arrange for contact with the granting agency.

All procurement is handled through the procurement office. Do not make any purchases until a grant account has been established.

Review the reporting requirements and due dates from the granting agency at the time of award notification. Prepare the required reports and forward to the grant development specialist five business days before the report is due for review and submission.

Keep a complete and up to date file on the grant including a copy of the proposal and any other documents pertaining to the submission of the proposal or management of the grant.

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