Submitting a grant proposal electronically to the NIH or other federal agencies? Visit our Electronic Submission page. For NIH grants only, please note the Internal Procedure Guidelines (Word).

Grant Proposal Budget Development Assistance

The ORSPA can assist you in developing your grant proposal budget. Please contact Cynthia Hardin, Assistant Director of Sponsored Programs, for more information at 439-6000 or hardinc@etsu.edu and/or download the following documents:

ETSU Standardized Rates and Budget Development Assistance (Word)

To help you draft your own grant proposal budget, we have created 3 different "Grant Proposal Budget Spreadsheet Template" with instructions for your use:

• version 1: 12 month salary  (to be used when you are calculating salaries and fringe benefits for 12 month employees)

• version 2: 9 month salary (to be used when you are calculating salaries and fringe benefits for 9 month employees)

• version 3: Combined 12 and 9 month salary (to be used when you are calculating salaries and fringe benefits for 9 month and 12 month employees)

See Also: ETSU Financial Procedures Manual Section FP-8 Grants & Contracts

Internal Review Procedures

All grant proposals submitted to external sponsors by ETSU employees must be reviewed and approved internally before they are submitted to the sponsor.  The Principle Investigator (PI) or Project Director (PD) is responsible for completing the ETSU Internal Routing Form (PDF) (Word) and sending this document, along with the grant proposal, to his or her Department Chair or Unit Head and College or Division Dean for their review and approval.  

If the PI or PD is in the College of Medicine, these documents need to be routed to the College of Medicine Finance &Administration office for their review and approval and for the Dean's signature.  

Once the documents have been reviewed and approved at the department and college levels, they need to be routed to the Office of Research and Sponsored Programs Administration for final review and approval by the Director and the Vice Provost for Research and Sponsored Programs.

Because the internal review and approval process can be time consuming, we highly recommend that PIs and PDs begin routing grant proposals at least 3 - 5 days prior to the date they need to be submitted to a sponsor. 

Directions for completing the ETSU Internal Routing Sheet are provided with the form. If you need further assistance with this form please contact Cynthia Hardin.

Indirect Cost Rates (a.k.a F&A or Overhead)

• On-campus research:  46% of Modified Total Direct Costs

• Off-campus research:  26% of Modified Total Direct Costs

• On-campus other sponsored activities:  34.8% of Modified Total Direct Costs

• Off-campus other sponsored activities:  24.3% of Modified Total Direct Costs

• Clinical Trials:  22% of Total Direct Costs

• State of Tennessee or local government: 15%  of Total Direct Costs

• Training Grants:  8% of Total Direct Costs

For further details and assistance, please download the ETSU Indirect Cost Policy and the DHHS Indirect Cost Rate Agreement for ETSU

Indirect Cost Reduction or Waiver

All requests for reduction or waiver of indirect costs on grant proposals, grants and contracts must be submitted using the Indirect cost waiver form Excel  

Letters of Support and Assurance Certifications

Grant proposals and associated documents frequently require the signature of an authorized institutional official.  Examples of such documents include: institutional letters of support or commitment, consortium agreement, assurance certifications,  face page, etc.  The ETSU AUTHORIZED INSTITUTIONAL OFFICIAL is Dr. Michael Woodruff, Vice Provost for Research and Sponsored Programs, woodrufm@etsu.edu  Please contact Dr. Pamela Plotkin if you need assistance with letters of support or assurance certifications.

Submitting Paper Copies of Your Grant Proposal

If you need the Office of Research and Sponsored Programs to assist you in copying, collating and mailing your grant proposal, you need to notify Margaret Goergen 3-5 days before the deadline.  

Submitting Your Grant Proposal Electronically

If your sponsor allows you to submit your grant proposal electronically, you still need to get prior internal approvals before you submit.  Most sponsors that allow electronic grant proposal submissions permit the PI or PD to upload their grant proposal but require that an authorized institutional official electronically submit and/or sign the grant proposal before it is "officially submitted".  If you plan to submit a grant proposal electronically, please contact Anna Wilson Cope 3-5 days before the deadline. Please visit our Electronic Submission page for more detailed information.