Submitting a Proposal

Before OEG can submit your proposal, we must confirm that it is complete, meets the funding agency’s requirements, and is compliant with all applicable regulations, and that all individuals and offices at the college (as well as any external collaborators) who would be responsible for enabling your project to move forward are aware of and have agreed to the necessary commitments.

OEG does not simply check outgoing proposals for compliance. To whatever extent possible, we want to help you maximize your chances of winning the grant funds you seek. Therefore, we want to be able to give your proposal all the attention it needs and deserves. Sometimes, this may require balancing several proposals that are due on or about the same time.

Who submits my proposal?

Most proposals to Federal government agencies and private foundations must be submitted on your behalf by an “Authorized Organizational Representative” (AOR) of Bates College. For most purposes, the staff of the Office for External Grants (OEG) has AOR status and can submit your proposal on your behalf. In some cases, a signed application form or letter of support from the College President or the Dean of Faculty may be required by the funding source. OEG also coordinates such signatures.

 What if the funding source says I can submit my own application?

Even if a funding source allows you to submit your application directly, in many cases it may be a requirement of your appointment at Bates—or simply to your personal benefit—for the application to be reviewed by OEG. Any faculty member contemplating the submission of a grant or fellowship application should promptly notify their Department Chair and OEG. Staff members should notify their supervisor and OEG.

 How should I notify OEG?

To facilitate the review, improvement, approval and submission of proposals, we have devised an Online Grant Routing and Approval form : (requires Garnet Gateway log-in). Completion and submission of the form is a mandatory prerequisite for submission of your grant application. At the time of submission of your Routing and Approval form, the Office for External Grants will work with you to compile a list of all required proposal elements, will provide a an Excel spreadsheet template for your budget, notify you of the staff member assigned to handle your submission, and may set an internal deadline for completion of your proposal documents.

 When Is the latest I can get my proposal to you?

We strongly recommend that you be prepared to provide complete, final versions of all required proposal sections to OEG at least 5 business days before the proposal deadline. Depending on the funding source, this may include (but is not limited to): abstracts, research narratives or project descriptions, budgets, budget justifications, CVs or biographical sketches for the Principal Investigator (PI) and all Co-PIs or Senior Personnel, required or recommended letters of support, and required supplementary documents. Such documents must be compliant with all formatting restrictions specified by the funding agency. Depending on staffing, the anticipated volume of proposals at the time of your external deadline, and the complexity of your project, OEG reserves the right to set an internal deadline sooner than 5 business days before the external deadline.

 How do I provide the proposal to you?

If you are certain that a document is absolutely final, and cannot or must not be changed any further, then we recommend providing it as an Adobe PDF file. Most electronic proposal submission systems require conversion of proposal sections to PDF files. Any document that may require last-minute changes upon review by OEG should be submitted as a Microsoft Word file. Budgets must always be submitted as Excel spreadsheets. You may either e-mail your files to the OEG staff member assigned to handle your submission, or make an appointment to bring them to our offices on the second floor of Coram on a flash drive.

 Can I sit in on the proposal submission?

You certainly can, but we promise, it’s usually not very interesting.

Depending on the complexity of your proposal, if you choose not to sit in on the submission process, we may ask you to provide a telephone number at which you can be reached to answer any urgent, last-minute questions. We will provide you with a copy for your records of the final, collated version of your proposal as submitted to the funding source (hardcopy or PDF, per your preference), and notify you as soon as we have confirmation from the funding source that your proposal has been received.