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The research enterprise can be characterized by a “cradle to grave” process. This process begins with a concept or idea that is turned into a proposal, followed by an award, the performance of the project, and several other steps that ultimately lead to the closeout process.

Sponsored Project Lifecycle

The Office of Sponsored Programs (OSP) is the central administrative office responsible for submitting proposals and accepting awards on behalf of the MBL. Sponsored project proposals may only be submitted, and awards accepted, by individuals authorized in OSP to sign the necessary documents. Because proposals are submitted, and awards are granted to the MBL and not to individual PI’s, PI’s and administrative staff are not authorized to submit proposals, accept grants, or execute contracts on behalf of the MBL.

The Principal Investigator (PI) has the overall responsibility for the technical and fiscal management of a sponsored project, including the management of the project within funding limitations. While responsibility for the day to day management of project finances may be delegated to administrative or other staff, accountability for compliance with MBL policy and sponsor requirements ultimately rests with the PI.

Proposal Preparation

1. START EARLY!

2. Find a funding opportunity by signing into bob���� grant software using  or search using sponsor specific opportunity links.

3. Notify your Research Administrator that you plan to submit a proposal

4. Download the Funding Opportunity Announcement (FOA), also known as a Request for Application (RFA), Request for Proposal (RFP), Program solicitation or Program Announcement

5. Review Funding Opportunity Announcement for:

• Eligibility – Institution Type and PI Requirements
• Due Date
• Type of submission method
• Budget restrictions and guidelines (see Cost Sharing, Facilities & Administration Costs and Allowable Costs below)
• Earliest possible start date
• Proposal/Application Directions

6. Notify your Research Administrator if you think you need to be registered in an electronic system for proposal preparation. Your Research Administrator will notify and work with OSP for proposal set-up and submission.

7. Develop your timeline for submission (setting your final due date at least 10 business days prior to the agency deadline is suggested)

8. Develop a budget and budget justification and review with your Research Administrator

9. Working with your Research Administrator, begin the process of proposal submission via bob���� online grant submission portal 

10. AT LEAST 10 business days prior to Sponsor deadline, submit the following to the Office of Sponsored Programs via . Please be sure to use our MBL Grant Information Sheet for the most current rates, contact info, assurance and DUNS numbers, etc.

• Budget
• Budget Justification
• Proposal Summary Form
• Brief Project Summary or Work Scope

11. The Office of Sponsored Programs will review material submitted in #10 above and may require changes prior to submission of final application. An OSP team member will work with the Research Administrator and PI to review the submitted materials to ensure compliance with sponsor requirements.

12. AT LEAST 5 business days prior to Sponsor deadline, submit completed application to the Office of Sponsored Programs via 

What is Cost Sharing?

Cost sharing (matching funds) is any portion of a project or program that is the responsibility of the MBL and not reimbursed by the sponsor. In a proposal or an award, cost sharing represents a commitment by the Institute.

Types of Cost Sharing

• Mandatory – The sponsor requires cost sharing as a condition of the award.
• Volunt