For Researchers

Clemmer College Research

Writing a Grant Proposal at Clemmer College

This page provides information to assist researchers before, during, and after the grant approval process. Below is detailed information about all the steps that must be completed in the grant proposal process. If you have any questions that are not answered here, please don't hesistate to contact us.

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Click here for a list of definitions provided by the Office of Research and Sponsored Programs Administration (ORSPA).

Download an interactive PDF flowchart that lists the steps for writing and routing a grant proposal with imbedded links here.

Steps for Writing and Routing a Grant Proposal

  1. Step 1

    Decide to Submit a Proposal/Application and complete the Notice of Intent to Submit a Proposal form 

    This is based on need or interest within a given field. For further information, please review the Investigator’s Guide to Sponsored Programs Administration (iGuide).

    All notices of intent to submit a grant or contract proposal need to go through ETsurge. After filling out the data collection form in Etsurge, an email from ORSPA will be received, with an assigned Grants and contracts specialist who can help build applicants’ budget and submit through the ETSurge portal. 

  2. Step 2

    Determine Eligibility 

    Understand position types and the level of institutional authority required to be named as the “Project Director” (PD) and “Principal Investigator” (PI) on an ETSU-sponsored program. Follow this link for more information on PD/PI eligibility.  

    Each sponsor sets their own application requirements. Therefore, reviewing and following all program guidelines is critical, ensuring complete application under sponsor requirements. 

    For further information, such as applicant eligibility with ETSU’s tax status, visit iGuide: Proposal Development and Submission. 

  3. Step 3

    Identify Funding Opportunities 

    Explore the Funding Opportunities on ORSPA’s website, which lists several up-to-date databases, ETSU Programs, and announcements to locate potential funding.

    SPIN delivers individualized funding opportunity information via weekly emails. Click here to request a profile; for assistance with system functionality, process, and policy, please get in touch with research@etsu.edu. 

    Watch a presentation regarding SPIN and the role of ORSPA 

    Internal Funding at ETSU 

  4. Step 4

    Develop your Budget 

    You will need a detailed description of the various cost categories that comprise a typical sponsored program budget, including indirect costs. 

    If your project will include hiring personnel for grant-funded positions, be familiar with the rules for hiring grant-funded positions. Questions concerning grant-funded positions may be directed to hr@etsu.edu or ericksol@etsu.edu.

     Fill out the budget template in ETsurge and for personalized assistance, please contact Pamela Mims, your grants and contract specialist, and/or Cynthia Hardin at hardinc@etsu.edu or call (423)439-6051. 

  5. Step 5

    Complete the Internal Routing Form

     Please route your grant through ETsurge. This process will allow your grant to be viewed and sent for approval from your dept. chair, dean, and finally to ORSPA. Routing can happen simultaneously for all investigators involved in the submission. If further assistance is needed with the Internal Routing, please contact research@etsu.edu or call (423)439-6052.

  6. Step 6

    Complete the Significant Financial Interest Disclosure Form

    This is the responsibility of every investigator. 

    Submit the Significant Financial Interest Disclosure form, which will be completed in ETSURGe. Click here to request an ETSURGe profile; for assistance and general questions with System Functionality, Process, and Policy, please contact ETSURGe@etsu.edu or call (423)439-4648. 

  7. Step 7

    Route the Internal Routing Form and Grant Proposal

    Once your grant has been routed internally and submitted, please complete IRB if the proposal requires research. If funded, funds will not be released until proof of IRB approval has been received by ORSPA. If you receive notification of award, please notify Dr. Mims and ORSPA ASAP.




While Waiting for Approval: 

  • 1. Complete CITI training for human research, if needed
  • 2. To get set up in IRB Manager, submit a Request for Login form
  • 3. Return the Request for Login form
    • Complete, sign, and submit the Request for Log-in Form to the IRB (irb@etsu.edu)
    • OR Deliver it to the IRB Office in Ross Hall, Room 423
  • 4. Complete IRB Manager training by phone
    • Once the IRB department receives your Request for Login form, they will contact you to set up a training date and time. Login and Password will be given during the session.
    • ETSU Office for the Protection of Human Research Subjects, IRB at 423-439-6053
    • Please visit the How To's section of the IRB website for more information.
  • 5. Submit a new study to IRB
    • Login:
      You will see the IRBManager Login Screen. Enter your Username, Password, and client (etsu)
    • Starting Your New Protocol xForm: 
         1. Select the Home tab
         2. Under the Actions column, select Start xForms. 
         3. Choose the appropriate New Protocol Submission according to the location of the research. 
         4. Complete and submit the xForm; include attachments where applicable. 
      * If you need to take a break and work on it later, select “Save for Later.” 
         5. When you have completed the entire form, select Submit. 
      * Once submitted, your Protocol will go through 6 review stages.
    • ETSU Office for the Protection of Human Research Subjects, IRB at 423-439-6053
    • Katie Sellers, IRB Director at 423-439-6054 
  • 6. Complete the Modified Position Questionnaire
    • Modified Questionnaire
    • Note: The modified questionnaire is a shortened version of the standard university questionnaire and is to be used only to assist in position development. Upon final approval of your grant, you will be requested to complete the full Classification Questionnaire for the position.
    • For more information visit the Grant Development Assistance webpage. 
    • Office of Human Resources at 423-439-4457
  • 7. Visit the Office of Human Resources to gain information on all guidelines/forms
    • Bring the modified questionnaire to the Office of Human Resources to be evaluated.
    • Diana McClay or Lori Erickson at 423-439-5825 or hr@etsu.edu

After Approval: 

  • 1. PI will receive a copy of the official account set-up paperwork
    • After receiving the paperwork, Grant Accounting will assign an index to the PI, department, and college.
  • 2. Complete and submit the signed Pre-Award Sponsored Program Account Request Form and required documentation to the ORSPA
  • 3.  Familiarize yourself with all Banner forms and tools
    • Banner training is available through Training and Development, Office of Human Resources
    • Personnel Management:
      If the sponsored project budget includes summer salary for one or more ETSU faculty with a 9-month appointment or an ETSU faculty member qualifies as an “intra-institutional consultant”, the Request for Additional Pay on a Sponsored Project form should be completed for each payment
    • Subawards and Subrecipient Monitoring:
      The PD/PI must complete the Subaward Request Form to initiate the subaward process.
    • Re-budget Requests on Sponsored Projects:
      The PD/PI initiates any request to rebudget sponsored project funds by completing a Rebudget Request Form, obtaining the required signatures, and submitting it to ORSPA for review/approval
    • For additional information, refer to iGuide: Post-Award Management.
  • 4. Complete the full Classification Questionnaire
  • 5. Contact the Affirmative Action Office
    • The Affirmative Action Office will review procedures for conducting a search in compliance with affirmative action requirements, i.e., where to advertise, composition of the search committee, direct contacts for nominations, certification of applicant pool prior to interviewing, etc.
  • 6. Submit a Request to Advertise through the eJobs at ETSU electronic system
  • 7. Conduct your Search
    • Conduct your search in compliance with all university and affirmative action procedures.

Financial Conflict of Interest: 

  • Definition of Financial Conflict of Interest: 
    FCOI exists when ETSU, through its designated official(s), reasonably determines that an employee’s significant financial interest is related to a sponsored project and could directly and significantly affect the design, conduct or reporting of the project.
  • What might cause a Financial Conflict to Arise?
    Where an individual's financial or personal considerations may affect or appear to affect their ETSU institutional activities. The existence of a real or apparent financial conflict does not necessarily mean that the activity at issue must be avoided or discontinued. A financial conflict of interest depends on the situation, and not on the character or actions of the individual.
  • Steps to Take In Order to Disclose Any Potential FCOI
    1. Visit the Financial Conflict of Interest Policy page.
    2. Fill out the Significant Financial Interest Disclosure form (found under the Compliance heading).
    3. If a significant financial interest is indicated on the SFI Disclosure Form, an SFI Disclosure Attachment (found under the Compliance heading) must also be completed and submitted. ORSPA will coordinate notifications of this requirement