Grant Writing Process Mini Manual

As soon as you have an idea for a project, please consult John McLain.

Please, complete a Pre-Grant Questionnaire and email the questionnaire for approval by the Provost to John McLain at least six weeks prior to proposal submission deadline.

Many funders allow only one proposal or Letter of Intent per year to be submitted by an agency. We will inform you of any internal pending proposals or whether coordination with a colleague may be necessary.

If your proposal requires institutional data, please consult Laura Coghlan at ext. 6676 as early as possible and/or check the Institutional Research website at:

We can also help:

  • Search for funding agencies for your project
  • Supply guidelines, forms, etc.
  • Interpret forms, guidelines, terms used
  • Assist/obtain budgetary information
  • Give editorial assistance
  • Format and print final documents
  • Assist in obtaining Evergreen internal approval signatures

Submit your proposal draft and budget to the Academic Grants Office at least 3 weeks prior to submission deadline to allow enough time for a meaningful review by the respective Budget Coordinators, Deans, Provost, Vice President, Finance & Administration, and the Academic Grants Office.

Use the Project Proposal Check Sheet as a guide to get responses to your proposal from other affected offices in the College early enough to give yourself and others time to make or request any necessary changes and identify areas impacted by your proposal.

Here some examples of questions you may need to ask:

  • Do you need data from Institutional Research?
  • Have you spoken to your curriculum planning group?
  • Will new employment positions be created?
  • Will you use the Computer Center or purchase new computer equipment? (Requires approval by Director, Computing & Communications)
  • Does my research involve human subjects or animals? (Requires review/approval by Eddy Brown, Academic DeanDean)
  • Is the curriculum affected? (Requires approval by Tom Womeldorff, Curriculum Dean)
  • Are matching funds required? (Requires approval by John A. Hurley, Jr., VP, Finance & Administration)
  • Will you commit available space, equipment, or other resources? (Requires approval by Budget Dean)
  • Does project involve radiation safety hazards or hazardous substances? (Requires approval by Radiation Officer)
  • If proposal does not provide for full reimbursement of indirect costs, has this been discussed with the budget coordinator?
  • Are other institutions participating in the proposal? Has appropriate institutional approval from the partnering institutions been obtained? Is the role of each institution clearly defined in the proposal?

Check with your Budget Coordinator for advice on budgetary issues. Your Budget Coordinator is your best resource for judging your project's possible impact on other campus divisions. This combined with their knowledge of accounting procedures in our system makes them invaluable as resources because the budget is one of the most crucial items in the grant. Evergreen's negotiated Indirect Cost Rate is 55% on salaries and wages for mainly on-campus research, 27% on salaries and wages for off-campus research. Some agencies may allow a lesser percentage or no indirect cost. When you have a budget and a rough draft of the activites proposed, see Dorothea Collins to begin circulating the application.

Read all the granting agency forms and instructions. Proposals must follow the guidelines (content, font, margins, document type, etc.) and be written in clear, straightforward style, presented in an easily readable and accessible fashion and as short as possible.

Your proposal should be clear, concise, and direct. You should use language the reader will understand, explaining highly technical phrases or words, abbreviations, and acronyms, and avoiding jargon.

See us early in the process - we may be able to help with information, contacts, or other issues.

Before a proposal is submitted, everyone concerned with the impact of the grant must be consulted. The College must be sure that grants do not violate internal constraints, such as lack of equipment or other resources; or external constraints, such as regulations of the State Office of Financial Management. Legally the applicant is The Evergreen State College or The Evergreen State College Foundation, not the Principal Investigator.

The budget coordinators are:

  • Bill Zaugg, Budget Coordinator, Student Affairs, L3236, ext. 6291
  • Walter Niemiec, Assoc. VP for Academic Budgeting, LIB 3801, ext. 6411

The VP for Finance & Administration and the VP for Student Affairs operate on an individual case basis for signatures. The Project Proposal Check Sheet must be signed by designated person(s) in all areas affected by your proposal before the proposal can be submitted. The Academic Grants Office will circulate and, after all approvals have been obtained, submit the proposal or Letter of Intent.