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waterfall College Requirements

  1. BEFORE the proposal is developed, determine if the project will require an institutional match/commitment for dollars, equipment, staff, or maintenance during or after the project period. We are especially interested in any commitments beyond the grant period to sustain the project.

    If the project requires such a commitment, you must receive written approval by the Chair, Dean, Associate Provost for Research & Scholarship, Sponsored Research Office (SRO), Provost and V.P. of Finance before developing the full proposal. This approval can be achieved by completing and routing the institutional cost-share form, which is attached to the routed proposal package (see instructions below).

  2. One month prior to deadline:
    A. Inform your Chairperson and SRO of your project using the Early Notification Form. This form is required for all external grant/fellowship proposals submitted from Hope College.

    B. Complete all Human Subjects Review Board (HSRB) forms if human subjects will be involved or surveys will be collected by participants. The National Science Foundation requires all proposals to have IRB approval or exemption if your assessment includes student surveys. Forms for animal research are located on the Hope College Animal Care and Use Committee (HCACUC) site.

    C. NSF and NIH applicants must complete the CITI conflict of interest course and disclosure form for each project. Instructions can be found on the policies, assurances and certification page.

  3. If you wish to apply to a foundation, you must seek permission from the SRO prior to contacting the foundation. This is to assure the foundation isn't being considered as a funding source by the Advancement department.

  4. Two weeks prior to the deadline, you must receive FINAL budget approval from the SRO, Chairperson and Dean.

  5. One week prior to deadline:
    A. Route an abstract and budget to your Chair, Dean, Associate Dean for Research & Scholarship and SRO (in that order) using the grant route sheet. Please do not contact or route the proposal to the President, Provost or V.P. of Finance. The SRO will obtain these signatures only if an institutional cost share is required.

    B. Contact the (SRO) to determine a date and time the proposal will be submitted. All electronic submissions must be performed by the SRO unless it is a fellowship. We encourage early submissions to allow for technical problems and servers being overloaded; preferably by noon on the due date.

  6. If your awarded grant will be making a purchase in excess of $100,000, a suspension and debarment form must be completed by the company PRIOR to the purchase. See the assurances/certifications page for more details.