Notify Office of Sponsored Programs of your Intent to Apply: Notify the Office of Sponsored Programs (OSP), formerly the Academic Grants Office, as well as your Chair and Academic Dean, as soon as possible via e-mail regarding your intent to apply for external funds. This stage is critical for all Samford stakeholders to plan and prepare for your upcoming submission, as the appropriate amount of time must be allotted in the calendar to accommodate budget revisions, routing, and submission. When notifying OSP about your intent to apply, please include as much information about the upcoming proposal as possible, such as:

  • Funding agency and program
  • Copy of program or URL where instructions can be found
  • Internal and external partners
  • If a course buy-out is needed
  • If matching funds/cost share from the University is needed
  • Any other special considerations you are aware of

Identify an Appropriate External Funding Source

If you have not yet identified a funding source for your idea, please use the University’s subscription to www.grantforward.com to locate potential options. If you would like to schedule a consultation to assist with this process, please indicate this in your intent to apply e-mail.

Refine the Proposal and Budget

Please make an appointment to speak with the Director of Grants and Sponsored Programs during the formal proposal and budget development stage to ensure that the funding request is compliant with institutional, federal, state, or local guidelines. During this stage, OSP may assign internal peer reviewers, mentors, or other personnel who can assist you in the development of your proposal (especially for faculty members new to the grant writing process). In addition, OSP is pleased to work directly with project directors in developing their proposal.

Submit to OSP Within Ten Business Days of the Due Date

Submit the working draft of the proposal, (including budget, budget narrative, abstract, and additional materials) to OSP within ten business days of the due date. Please note: submittal of materials after this deadline may not guarantee approval for submission.

Route the Proposal

OSP will either accept the completed routing form or work with the PI/PD in the routing process. This form ensures that the Samford administration has been made aware of, and endorses, the formal request for external funding. Approval will be required from the following offices, per conditions outlined on the table below:

Proposal Routing
Office Approval Signature Required What is Reviewed
Department Chair Always, for each Senior Personnel participating Approves participation of faculty/staff working on the project, ensures the department can support the project
Academic Dean Always, for each Senior Personnel participating Approves department participation, certifies time commitment and demonstrates knowledge of any potential budget impact the project will have
Vice Provost, CHS If any CHS employee is participating Approves college/school participation
Director of Grants and Sponsored Programs Always Certifies that the proposal has been reviewed by the institutional officials and all policies and procedures have been adhered to
Research Compliance Officer If any human or animal subjects are proposed Certifies that compliance requirements have been satisfied for the project
Accounting Office If a budget is submitted with the proposal Budget is reviewed and verified, indirect costs are calculated properly, salaries are verified with Payroll, formulas are accurate
Budget/Decision Support Office If Samford cost share/matching is proposed in the budget Acknowledges cost share/matching funds, approves the commitment of these funds, and tracks them for budgeting purposes
Provost Always Official signature of approval on behalf of the academic affairs division of Samford University
President If funds are federal or federal flow-through Official signature of approval on all federal programs to ensure alignment with Samford University mission and vision

After a proposal is routed, no significant changes should be made to the proposal concept and no changes at all should be made to the budget. OSP will submit only those projects approved by the institution through the signatory process on routing forms. All proposals are submitted in accordance with OSP scheduling priorities. Verification of submission will be provided to all grantees.

Obtain IRB/IACUC Approval

PIs should begin the protocol approval process early if their grants require approval. Please note that if the externally funded program requires IRB or IACUC approval, the project director may not begin grant activities until all appropriate personnel are approved to do so by the respective committees. Please be advised that principal investigators and project directors are not eligible to determine if their research activity is exempt or non-exempt.

Formal Submission

Completed and approved projects (including narratives, budgets, and appendices) will be submitted directly by OSP, unless authorization is provided by OSP allowing the project director to submit directly.