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STEP 4: Submit Your Proposal

Carthage College Grant Submission ProceduresGrant Life Cycle- Step 4

Once a project idea has been brought from a concept to a fully developed proposal, and both PART A and PART B of the Routing & Authorization Form has been completed, ensuring the application is complete, meets compliance standards, and has been authorized by the college then the proposal is ready to submit. NO application may be submitted to any external sponsor without completing the Routing & Authorization Form.

The Principal Investigator (PI) serves as the primary contact for a project throughout the grant life cycle and must follow Carthage College Grant Procedures prior to submitting a proposal. Click on the the following link to access forms, timelines and instructions for the Routing & Authorization Process.  PI’s should review these documents carefully as they prepare to submit their proposal. 

Submitting Your Approved Proposal

Following completion of the Routing & Authorization Form, the Office of Sponsored Programs will provide instructions regarding the submission of the proposal. Each and every submission process is different. In most cases, OSP will submit the proposal to the funding agency. In some cases an authorized PI may be required to submit the application directly. Depending on the requirements of the funding agency, final submissions may be submitted through an on-line system, via email or through the postal service.

Specific funding agency instructions for submission are often contained in the solicitation and application materials. These instructions should be reviewed early in the proposal development process and followed explicitly.  

Next Steps Following Submission of a Proposal

  • Save a Copy- An electronic copy of all final submitted proposal materials should be provided to the Office of Sponsored Programs, the PI, and the appropriate Dean/VP/AOR.
  • Update eCivis Profile- The Office of Sponsored Programs will ensure the project’s eCivis profile is updated with the submission file.
  • Keep up Communications- The PI or OSP will maintain internal communication and notify each other if the Funding Program Officer makes contact to discuss the proposal or award funding.


question mark imageQuestions & Award Negotiation

Occasionally, a Funding Program Officer contacts for clarification and/or revisions prior to making the final award.  This is typically a good sign! If they are asking questions they are interested in your project.

The PI & Office of Sponsored Programs should work together to make revisions and respond. Multiple communications may occur during this process, and the process may take anywhere from a few days to a few months to complete.  

 All negotiated changes must be approved by the Office of Sponsored Programs. 

Next Steps:

  • Await final award notice

  • Award negotiation, acceptance, and management