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Most proposals are comprised of the following components:
Cover or Title Page
The title page contains the following information:
- Principal Investigator’s name, address, phone number
- Title of proposal
- Sponsor name and address
- Period of performance with start and end dates
- Amount requested
- Submission date
- Signature of Principal Investigator
- Signature of Institution’s Authorizing Official
Abstract
The abstract outlines the proposed research, including objectives, methodology, and significance of the research.
Statement of Work
The Statement of Work provides a full and detailed explanation of the proposed research, typically including a project timetable. It should include general background information regarding how the project relates to previous and current research.
Curriculum Vitae
Include for all key project personnel.
Bibliography
List all references cited in proposal.
Required Reviews
All proposals submitted by the University must be reviewed and approved by the PI’s Department Head or Lab Director and Dean. In addition, a proposal may require additional protocol approval before submission or deadline date. These approvals include:
- Use of Human Subjects
- Use of Animals
- Use of Biohazardous Materials
- Conflict of Interest
The budget includes a reasonable estimate of the financial support required to conduct the project, including justification of budget expenses.
Typical budget categories include:
Direct Costs back to budget
Salaries
For University professional and research staff, graduate and undergraduate students, and casual or part-time workers, salary figures should be based on the percentage of effort by each individual on the project applied to his/her annual salary.Fringe Benefits
The fringe rate is expressed as a percentage of salary. The rate may vary depending on personnel classification and/or tub.Equipment
Any item of equipment having a unit cost of $5,000 or more and a useful life of one year or more. Includes cost of shipping, installation, and fabrication. General purpose equipment, such as office furniture, PCs, fax machines etc., are generally not deemed allowable by most sponsors, unless it is used primarily or exclusively for the research project.Materials and Supplies
Expendable items with a useful life of less than two years or a cost under $5,000. Include description of category (e.g. glassware) and best estimate of cost.Travel
Domestic and foreign travel should be shown separately. List the name, destination, and purpose of trip. Include transportation costs (coach airfare), registration fees, accommodation fees, and other related expenses. For additional details see Travel & Entertainment.Publication Costs
Estimate the number of pages, page charges, and names of journals if possible.Consultants
List each consultant, their specialty or service to the project, and their daily, weekly or monthly rate of reimbursement, and show the consultant’s total projected cost on the project. Include in the proposal a letter of collaboration and the consultant’s curriculum vitae.Subcontracts
A subcontract is a contracting to other organization(s) of some scientific or programmatic aspect of the grant or contract made originally to Harvard. Include in the main proposal the subcontractor’s authorized proposal and budget.Other
Other costs typically include items such as long distance telephone charges, research publications, fees, animal costs, or other project related costs, usually less significant dollars than proposed in the other previously mentioned categories.Indirect Costs back to budget
Facilities and Administrative Costs (F&A Costs)
F&A rates are negotiated with Harvard’s cognizant federal agency, the Department of Health and Human Services.Use current negotiated rates in proposals for the type of project being proposed (organized research, other sponsored activity, sponsored training). If a sponsor has policies regarding F&A rates, budget rates should reflect those policies.
Cost Sharing back to budget
Cost sharing is any cost to the project not borne by the sponsor. Only include when specifically required under the terms of the particular grant. Cost Sharing Guidelines.
Additional Information
Additional information may consist of the following:
- Current and pending support. Sponsor may require a listing of the PI’s (and sometimes Key Personnel) current awards and pending proposals.
- Letters of support from non-university investigators may also be required.
