Institutional Effectiveness

Getting Started Checklist

If a grant award check would be written to MU, or if MU would draw down grant funds from a funder (even for a very small amount), the proposal should go through the approval process for Grants and Sponsored Programs below. If a grant check would be written to you as an an individual, it does not go through Grants and Sponsored Programs. If you're not sure or need help getting started, contact the Director of Grants and Sponsored Programs.

1. Identify potential funder(s) for your project

Looking for a funder for your idea? Manchester University subscribes to a database called SPIN that makes it easy to sort through funders by your area of interest, location, and more. You can access the database here, but feel free to contact the Funderburg Library or the director of grants and sponsored programs for search tips.

→ 6+ weeks prior to the grant deadline

2. Talk with your dean (or your supervisor, if you do not have a dean) about your project

Make sure to have a conversation with your dean or supervisor early in the process. Frequent communication about new grants will help us coordinate efforts across departments and make sure you get connected with others who have developed similar projects or applied to the same funder.

→ 5 weeks prior to the grant deadline

3. Submit the Grant Early Notification Form

When you submit this form, it is automatically emailed to the vice president for your area for approval. This ensures that your vice president is aware of new and innovative work happening at the University, and can support it if needed. This form will also serve as a prompt for the director of grants and sponsored programs to start pulling together resources that might be helpful to you.

→ 4 weeks prior to the grant deadline (required)

4. Develop your proposal, get the necessary documents in place

After your form is approved, the director of grants and sponsored programs will contact you to talk through supports that might be available (including editing the proposal, developing a budget, and tracking progress) and any policies that may impact the design of your grant proposal.

→ 3 weeks prior to the grant deadline

5. Submit the Final Grant Approval Form

Once you have everything you need, you can submit your Final Grant Proposal Approval Form. The chief business officer, VP of institutional effectiveness, your dean or supervisor, and the director of grants and sponsored programs will do a final check for you.

→ 10 days prior to the grant deadline (required)

6. Submit your proposal to the funder

Make sure to wait for internal approval before submitting your proposal (you will receive an email once each party has approved your form).

→ 1-3 days prior to the grant deadline

Post-Award Checklist

1.Congratulations! Send an unsigned copy of the agreement/letter to the director of grants and sponsored programs (it will be signed by the chief business officer)

We will save a copy and send a copy to Financial Services to be processed and signed. You will receive new budget codes from Financial Services.

→ Immediately after you receive the grant agreement

2. Review your grant goals, budget details, and reporting deadlines, including any changes requested by the funder

The director of grants and sponsored programs will set up a meeting with you to talk about supports for general grant management, tracking performance goals, tracking your spending, and reports.

→ 0-5 days after you receive the grant

3. Federal funding? Stay compliant with regulations.

See the policies & procedures page to the left for more information.

→ Throughout the grant

4. Submit report(s)

Most of the time, you will submit your own reports. Please contact the director of grants and sponsored programs if you need help editing or with other aspects of a report, and make sure to send a copy to the grants office. In some cases (such as for a large grant), submitting reports will be a shared responsibility. We will make sure to discuss this when you receive the award.

→ Throughout the grant

5. Prepare for your grant to close

Make sure you are on track to spend any remaining grant funds by the end of the grant period. Many funders will not allow you to return an award.

→ 6 months before the grant ends

6. Close out your grant

Is your grant work complete? Do you need an extension? Make sure to send a final report and/or any necessary paperwork to your funder. The director of grants and sponsored programs will work with you to complete any other close-out procedures.

→ 1 month before the grant ends