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U.S. Department of Energy
Helpful Tips for Proposal Preparation via Grants.gov
Before You Start
Proposal Format
Required Sections
Budget Information
Special Requirements
Approval Process
Sponsor Links
Before
You Start
Important
Reminders
Grants.gov
proposals must be submitted ONE WEEK prior to the
agency's posted deadline. This advance submission will allow
time to correct any errors that may be detected by the agency.
Proposals
must be submitted by the institution (Research Foundation).
The
Department of Energy has announcements that are very program
specific and general "open" funding opportunity
announcements that span the course of a year. The instructions/requirements
for a submission will vary depending upon the program to
which one is applying. Please be sure to carefully review
the program guidelines for specific instructions. Also,
please double-check the notice in the Federal Register,
as instructions there may supersede any others. The instructions
that follow were taken from the general open announcement.
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Proposal
Format
PDF Files
All
text attachments must be submitted as PDF files. The PI
should prepare text attachments using MS Word and then convert
those files to PDF before sending to the PA.
Format
Specifications for All Files
applies
in most cases - please check funding announcement
Font
- Font
size must be no smaller than 11 point.
- Text
may be single spaced (unless otherwise specified) in the
application narrative
Page Margins
-
Use standard paper size (8 ½" x 11").
- Use
at least 1" margins (top, bottom and both sides).
Page Limits
Page limitations vary widely, depending on the funding
opportunity. Please read the guidelines carefully to determine
the applicable page limitations. In general charts, graphs,
maps, photographs, and other pictorial presentations ARE
included in the specified page limitations.
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Required
Sections
Below
is a list of standard files that need to be sent to the
Proposal Administrator (PA)to complete the Grants.gov submission:
SF
424 - Application for Federal Assistance
PI
or PA may complete
Sample forms may be found at http://www.grants.gov/GovtWideForms
Project
Summary/Abstract File
If
applicable are generally
limited to one page
Project
Narrative File
The format of the narrative and specific requirements vary
across programs. Please see the applicable program guidelines
for requested cover page, table of contents, required sections,
merit review criterion, etc.
Biographical
Sketch File
Provide
a biographical sketch for each key person proposed, including
subawardees and consultants if they meet the definition
of key person. The biographical information for each person
must not exceed 2 pages with 1 inch margins (top, bottom,
left, and right) and font no smaller than 11 point. For
required sections, please see the program announcement.
Bibliography
& References Cited
Does not count against project narrative page limitation.
Facilities
& Other Resources
Equipment
List major items of equipment already available for this
project.
SF
424 A, Budget Information - Non-Construction Programs
Your PA will assist you with budget preparation and will
complete this form.
Budget
Justification
Provide a narrative justification for the items in the
budget. If cost sharing is required, provide an explanation
of the source, nature, and amount.
Appendices
Any
allowable appendix materials will be discussed in the
applicable program guidelines.
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Budget
Information
The
Proposal Administrator will prepare and upload the budget
into Grants.gov. Please communicate your budget information
to him or her early in the process.
Note: Many Department of Energy
programs require cost sharing (usually about 20%). This
requirement should be identified early so as to secure commitment
from necessary parties.
If
subcontracts are involved, detailed budget information will
be needed from them before
the total budget can be finalized.
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Special
Requirements
Subcontracts
Information
needed from subcontractors:
- Detailed
yearly budget and budget justification*
- Statement
of Work*
- Cover
letter/signed face page from institution*
- Letter
of commitment*
- Biographical
Sketch of key personnel
*These
items need to be mailed in hard-copy format from the subcontracting
institution.
Within the Grants.gov proposal, there is a budget form for
each subcontractor. The PA will e-mail that form to the
subcontractor to complete. They will return it to the PA
who will then upload it into the Grants.gov proposal. This
must be done early in the process.
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Approval
Process
AFTER
THE PROPOSAL IS SUBMITTED
The Signing Official (SO) will receive an e-mail from Grants.gov
containing a tracking number.
The proposal will be reviewed by Grants.gov for errors;
When DOE retrieves the proposal from Grants.gov, it will
be reviewed again for errors. If there are errors within
the application package, an e-mail will be sent so that
items can be corrected. If this e-mail
is received after the proposal's deadline, it will be too
late to correct the errors. Early submission will
allow time to make all corrections before the agency deadline.
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Sponsor
Links
Research
Foundation Proposal Administrators
http://rf-web.tamu.edu/preaward/proposaladm.html
Research
Foundation Contacts for Department of Energy Questions
Shelly Berry, mkb@rf-mail.tamu.edu
Sue Hibbs, shibbs@rf-mail.tamu.edu
Department
of Energy's web site for Grants.gov information
See relevant program guidelines for information.
Please
review our web site for information on submitting RF proposals
through Grants.gov
- http://rf-web.tamu.edu
- Click
on Items of Interest - "How
to submit Grants.gov proposals through the Texas A&M
Research Foundation"
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