University of Redlands

Sponsored Programs

Proposal Development

Proposals and Applications

Proposal Development

Some sponsors have tips for writing successful proposals.  Always check a sponsor’s website.  Some available guides are:

National Endowment for the Humanities – How to Get a Grant from NEH:

National Science Foundation – Guide for Proposal Writing:

National Institutes of Health – Grant Writing Tips Sheet:

Even if your eventual sponsor is not yet known, there are some basic things to think about as you consider developing a proposal.

Here is a brief outline of key elements in a basic grant proposal:

Face Page or Cover Letter – Provides basic information about you, your project, start and end dates, and amount requested.  May require the signature of the Institutional Authorized Signatory.

Abstract or Summary – Write this after everything else is final.  Outlines the research objectives, methodology, and significance.

Statement of Work or Work Plan – Provides a detailed explanation of the problem you intend to address and why is it important.

Objectives – What do you plan to achieve?

Approach – How do you plan to achieve your objectives?

Personnel – Who will do the work and why are they qualified to do so?

Evaluation – How will you know that you’ve achieved your objectives?

Future Funding – How will you sustain your efforts once these funds are exhausted.

Budget – Provides a reasonable estimate of costs required to conduct the project and their justification.

Application Completion

The Office of Sponsored Programs and Grants Administration will assist you with the completing of forms, collecting of documentation, assembling of the full application, reviewing for accuracy and completeness, and submitting the final proposal to the agency if you desire.

All proposals, whether mailed as a paper application or submitted electronically, must be reviewed and approved by the Office of Sponsored Programs and Grants Administration.


While the federal government has established a single gateway site for the federal-wide submission of grants and contracts (, all submissions are unique and most have special documents and processes unique to an agency or subdivision of an agency.  Many of the major research funding agencies also still maintain their own electronic submission sites and either give the institution the option or use aspects of both.

Almost all agencies either allow or require a faculty PI to initiate the start-up process of a grant.  However, all federal agencies require that the proposal can only be submitted by a responsible institutional officer – an Authorized Representative Official (ARO) or Signing Official (SO).  For this reason, submission of proposals must be coordinated through the Office of Sponsored Programs and Grants Administration.

The major federal electronic grant gateways are:  The centralized gateway for all federal grant submissions

NSF FastLane: The NSF’s grant submission and management gateway

NIH eRA Commons: The NIH interface where grant applicants, grantees and federal staff access and share administrative information relating to research grants.

NASA NSPIRES: The NASA Solicitation and Proposal Integrated Review and Evaluation System.  Used for both proposal submission and administration.

NOTE: All proposals, whether mailed as a paper application or submitted electronically, must be routed for University approval prior to submission.


Role of Principal Investigator

The University delegates responsibility for both the technical and financial management of externally supported projects to the Principal Investigator (PI) or Project Director (PD).  PI/PD responsibilities include:

  • Ensuring compliance with all University and sponsor requirements pertaining to the sponsored project, including but not limited to:

  • Adherence to all University and sponsor procedures applicable to sponsored programs.

  • Timely submission of progress reports.

  • Effective and responsible use of sponsor’s funds in accordance with the award terms and conditions and University policies.

  • Ensuring that expenditures are reasonable, necessary, allowable under the terms and conditions of the award, properly allocated in proportion to the benefit received by the award or other funding sources, and limited to the funds awarded for the project,

  • Acquiring and maintaining training, approvals or licenses required to comply with all applicable federal and state laws and statutes, such as human or animal protections, environmental and personnel safety, or export controls.

Individuals who consistently fail to demonstrate adequate management of sponsored projects, including fulfilling the above responsibilities, may be subject to sanctions including the loss of privileges to apply for external support.

Role of Dean/Provost

The Deans and Provost are academic leaders with programmatic, managerial and fiscal responsibilities for all internally and externally funded projects and activities within their department, school, or University.

Review, Approval and Management of Proposals and Awards

The Dean and Provost review and approve Grant Routing Form for:

  • all activities within their department/school/University

  • academic and programmatic review

  • requests to reduce or waive indirect cost rates

  • requests to modify on-campus space

  • requests for the University to provide the matching funds

  • requests for the University to provide additional resources to support the project

  • approve all faculty buyout


Acceptance of Awards

The University of Redlands is the legal recipient of all external funding.  All awards must be signed by an authorized representative.

The Principal Investigator (PI) in conjunction with the Office of Sponsored Programs and Grants Administration is responsible for reviewing all conditions of an award prior to acceptance by the University.  Both parties are also responsible for ensuring that the sponsor’s requirements are compatible with the University's policies and procedures.

The Office of Sponsored Programs and Grants Administration has primary responsibility for resolving any disagreement between the sponsor and the University in regard to the terms and conditions of the award.

Acceptance of a sponsored project binds both the sponsor and the University to specific financial and programmatic commitments as outlined in the approval and acceptance of the final budget and award.

Course Release

Faculty are expected to request from a sponsor the full cost of their time from a released course.  If six courses are taught per academic year, then for one course release, a one-sixth amount of salary support must be requested.  All course release must be pre-approved by the appropriate Dean.

Faculty Overload

Faculty overload is generally discouraged.  Overload must be approved by the Dean and must be pre-approved if part of a proposal to be submitted.

Indirect Costs

All proposals are expected to request indirect costs at the University’s approved federal negotiated rate unless limited by the sponsor.  All proposals with less than full indirect costs must be approved by the appropriate Dean prior to submission.

Conflict of Interest

Faculty will certify at the time of each proposal submission (via the Grant Routing Form) that no financial conflict of interest exists and will report any conflict of interest that arises in the course of a grant pursuant to University policy.  In addition, NIH and NSF require that all individuals performing research and reporting results certify on an annual basis that no conflict of interest exists.  The Office of Sponsor Programs and Grants Administration will provide forms to affected parties as necessary.

Cost Match/Cost Sharing

Though most federal sponsors no longer require cost match or sharing, many non-federal sponsors still do.  Cost match or sharing is a legal obligation and requires proper documenting.  The method of cost match or sharing must be discussed with the Office of Sponsored Programs and Grants Administration staff prior to budget and proposal finalization.  All proposals with cost match or sharing must be pre-approved by the appropriate Dean.

Performance Reporting

Each sponsor and each award has specific reporting requirements. Sponsoring agencies routinely require final reports that may include financial statements, a final technical report, and a final inventory report. Specialized program reports are also typically required.

As PI, you are expected to submit all periodic technical reports (non-financial or cost-sharing) prior to the reporting date (for final reports, usually within 90 days of the project's termination date). Copies of these reports must be forwarded to the Office of Sponsored Programs and Grants Administration. Typically, sponsors will withhold final payments on grants and contracts until all final reporting requirements are met. If you fail to submit the required reports on a timely basis, you may jeopardize future funding from the sponsor for other members of the University community.

As an awarded PI, you will receive email messages regarding upcoming due dates for required technical reports from your sponsor.

The Office of Sponsored Programs and Grants Administration will also send reminders to faculty approximately one month prior to a report due date.

Time and Effort Reporting

All personnel receiving compensation from federal funds are required to certify their time and effort spent of a project.   The Office of Sponsored Programs will provide reports for certification.


Equipment purchased on sponsored funding is owned by the University or sponsor and not by the individual.  Computers and other equipment must be returned to University inventory at the completion of an award or project.

Vacation Compensation

The University uses a cash basis of accounting.  As such, vacation time is charged to a project at the time it is taken.  When technical staff and others who accrue vacation end their University employment, accrued vacation time that must be paid out will be allocated proportionally to appropriate funds including sponsored funds.

Institutional Fact Sheet

Legal Name:

University of Redlands


1200 East Colton Avenue

PO Box 3080

Redlands, CA 92373-3720

Authorized University Signatory:

Cory Nomura

Senior Vice President, Finance & Administration

Institutional Contact:

Dr. Steven Moore

University of Redlands

1200 East Colton Avenue

PO Box 3080

Redlands, CA 92373-3720

Tel: 909-748-8687

Type of Organization –

Corporate Status

Private non-profit educational institution

Tax Status:

Tax exempt under Section 501(c)(3) of the Internal Revenue Code; letter dated July 11, 1971

Dun & Bradstreet Number (DUNS):


Employee Identification Number (EIN):


Commercial and Government Entity (CAGE) Code:


Congressional District:


Human Subjects Federal-Wide Assurance Number:


Fringe Benefit Rate

Full Time Faculty: 26% of salary

Part Time Faculty: 15% of salary

Administrative Staff: 28% of salary

Staff/Administrative (Non-Exempt): 35% of wages

Students: 10% of wages

Indirect Cost Rate Agreement

Indirect Cost Rate: 51.4% (effective 7/1/19 - 6/30/2023)

Type: Salary and Wages

Cognizant Federal Agency: Health and Human Services

Agreement Date: May 24, 2018


Sponsored Programs One-Sheet

Dr. Steven Moore- Sponsored Programs Director, Federal Grants


Anu Diekmann- Associate Director, Corporate and Foundation Relations 


Katie Millsom- Financial Reporting and Compliance, Budgets 


Attention: Sponsored Programs 
University of Redlands
1200 East Colton Avenue 
P.O. Box 3080
Redlands, CA 92373-0999