Proposal Resources

Facilities Description Library

The Facilities Description Library contains text descriptions of facilities, colleges, departments and other UK resources for inclusion in proposals. A linkblue login is required to access this resource

Institutional Letters of Support

Many grant proposals require a letter of support from an institutional signing official, typically provided by the Vice President for Research (VPR).  For letters of institutional support towards grant applications that (1) require an official signature from the VPR, or (2) commit the Office of Research financially to an award, we are standardizing the process.  In addition, this streamlined process ensures that leadership within Colleges and Centers are aware of the request, and that these relevant university offices have been involved in decisions of financial support towards the application. 

As early as possible, optimally four weeks before the due date, the PI should determine whether an institutional letter from the Office of the VPR and/or the Provost is required. Extra time may be needed if financial commitments are requested, or to answer questions about the sponsor and/or collaborators that may arise prior to receiving an official signature.

  1. If the letter is to approve and/or endorse a submission without the need for specific financial institutional commitment: The PI, through their Associate Dean for Research (ADR) and/or Center Director, must supply the following information with the request for a letter to the VPR (send to
    1. a draft of the requested letter
    2. information about the funding opportunity
    3. abstract of the project
    4. date the letter should be returned to the PI to be included in the application 
  2. If the letter requires a financial commitment from the Office of the VPR: While it is understood that many grant applications call for (or reviews are favorably impacted by) institutional support, the first approach should be provision of support from the units involved in the research, which is best achieved and/or coordinated by the unit ADR(s) and/or Center Directors. The ADR and/or Center Director should send an email to the VPR with the following information:
    1. description of the funding opportunity, including any matching or cost-share requirements
    2. breakdown of financial commitment sources - the financial request to the VPR must be clearly described
    3. abstract of the project
    4. date the letter should be returned to the PI to be included in the application
    5. once the financial commitments have been discussed and approved, the ADR will send a draft of the letter to the VPR.  The VPR will respond by providing the final letter, copying all relevant parties for budgeting purposes.

If a letter will be requested from the Provost, provide the information above to Anna Chalfant ( who will coordinate the review and signature process. Please also copy the college dean in these communications.

In all cases, the Proposal Development Office (PDO) can assist with creating a draft letter. If the PI and/or ADR wish to provide the draft, PDO will make various types of letter templates available on their password-protected website.  They will also draft or edit letter drafts for the PI and ADR.

Once the VPR receives the final version of the letter, it will be signed and returned to the PI and ADR within two business days, depending on VPR availability.

Copies of a support letter that makes financial commitments, along with the email correspondence pertaining to it, should be retained by the PI until an awarded grant is closed or until the PI knows an award will not be made.  When a proposal for which the VPR has committed resources is not funded, the VPR would like to be notified for budgetary planning purposes.

Broader Impacts & Community Outreach Resources

The Broader Impacts & Community Outreach Resources sharepoint site contains information on possible resources to plan for outreach activities. 

Proposal Development Route

Step 1: Develop an Original Idea



  • Identifies potential funding sources and/or collaborators
  • Identifies previously funded projects


Step 2: Pre-Proposal Activities


  • Review potential sources
  • Prepare brief pre-proposal with budget estimate
  • Contact potential sponsors


  • Assists in proposal planning
  • Serves as liaison with agency personnel
  • Provides institutional descriptions of UK facilities and resources


Step 3: Draft Your Proposal


  • Prepare complete draft and ask colleagues to review
  • Contact College Grants Officer for budget assistance
  • Contact ORI for compliance requirements
  • Submit separate protocols to institutional review committees


  • Critiques proposal drafts
  • Provides feedback and necessary referrals

Office of Sponsored Projects Administration (OSPA)

  • Assists with budget preparation
  • Assists with sponsor guidelines and forms


Step 4: Prepare and Submit Formal Proposal


  • Revise final draft
  • Obtain approval from institutional review committee
  • Complete Internal Approval Form
  • Brief deans or other administrative personnel on the project

Office of Sponsored Projects Administration (OSPA)

  • Reviews proposal for compliance with sponsor and UK guidelines
  • Transmits proposal to sponsor


Step 5: Follow-up


  • Be available for negotiation discussion and revision
  • If not funded, contact PDO for assistance in planning resubmission

Office of Sponsored Projects Administration (OSPA)

  • Determines status of pending proposal
  • If funded, reviews award terms and negotiates any changes


  • If not funded, advises on resubmission strategies


Step 6: Activate Your Award


  • Provide any required sponsor forms or internal documents (e.g. revised budgets, IRB approval)

Office of Sponsored Projects Administration (OSPA)

  • Transmits award information to Research Financial Services

Research Financial Services

  • Establishes an account number and informs OSPA


Step 7: Revised Application


  • Respond to reviewer comments
  • Draft resubmission application


  • Reviews & critiques resubmission application

Find Collaborators

The Sponsored Projects Search Portal provides access to the OSPA database of externally funded sponsored projects at UK through SPIFi and a Keyword Search. A linkblue login is required to access the keyword search. 

Writing Guides

Evaluation Center at UK College of Education

The Evaluation Center at UK College of Education operates as an independent evaluation resource for the college, university, and state, with the benefit of consultation and collaboration with the experts in the College of Education regarding quantitative, qualitative, and mixed-methodologies.