How to Apply for External Funding
How to Apply for External Funding
The resources below provide guidance for faculty and staff who are seeking external funding. If you are applying for a grant from a government, industry, or other sponsored funder, the Office of Research will process your submission. For corporate and foundation grants, please contact Corporate and Foundation Relations.
Overview
An application for external funding is one step in a grants life cycle that begins with idea generation and culminates in sharing your scholarship with the broader community:
Proposal Development Resources
• Academic Administrative Protocols → Faculty Time, Effort, and Salary Calculations for External Grants
• FAQ for Faculty Time, Effort, and Salary for Grants
• Saint Mary’s College of California Sponsored Projects Budgeting and Procedures Manual
• Standard SMC Rates for Grant Proposals
• Please contact the Office of Research at Office_of_Research@stmarys-ca.edu if you are planning a proposal.
Proposal Development and Timelines
Once you have developed your project idea and have identified a funder, it is time to connect with the Office of Research to plan your proposal. Proposal development typically takes at least 2-4 months, as shown below.
Required Steps in Proposal Development
Please follow these steps as you prepare your proposal:
- Submit your Intent to Apply form at least 8 weeks before the grant deadline.
- The form will be used to notify key administrators and staff that you intend to prepare a proposal. The form will be routed to your dean or administrative supervisor, department chair, and SMC’s Business Office.
- Contact and set a meeting with Office of Research staff (office_of_research@stmarys-ca.edu) to discuss proposal development, including timelines, data needs, budgeting, and institutional approvals
- Plan for a submission date at least 3 business days ahead of the published deadline.
Application Routing and Approvals
Fill in your external grant routing form at least 5 days before the SMC deadline:
The Office of Research will route your form along with your project summary and budget.
- The External Proposal Form is used to review and approve all sponsored funding requests.
- Applications must be approved by the PI/project director’s dean or supervisor, the Office of Research, Business Office, Provost’s Office, and the Vice President for Finance and Administration
- Submit your external grant routing form 7 business days ahead of the published deadline. This allows time for all approvers to sign off and for Office of Research staff to process your submission.
- Saint Mary’s submission deadline is 3 business days prior to the funding agency’s absolute deadline.
Routing Flow
Responsibilities in Pre-award
Responsibilities are shared among the PI / PD, the Office of Research, the dean or administrative supervisor, and the Business Office. Below is a summary of pre-award roles and responsibilities.
