A proposal can have many components depending on the sponsor. Each agency and even specific programs within an agency may require components that are specific to a funding opportunity. What follows is a brief description of components a sponsor may require. The components may be called something else (e.g., a cover sheet might be called a face page). 

Cover Sheet/Face page

Many sponsors provide a preprinted face page or cover sheet. Prepare one yourself if one is not provided.

• Summarizes key information for the sponsor such as: the name of the PI, the period of performance, the title of the proposal, the title of the funding agency, the funds requested
• Indicates Stanford endorsement of the proposal
• Stanford Instructions  SF 424 R&R

Table of Contents

• Lists each section of the proposal and associated page numbers

Abstract or Project Summary

It frames the proposal, and in many instances determines where it will to be sent for review. Since it is a summary of major points it must be able to stand-alone. Although the abstract appears at the beginning of the proposal it is usually written last.

• Usually limited to 200-400 words
• Concisely describes the aims and procedures of the proposed project
• Written in lay terms
• May be used for press releases
• Often placed in a database to indicate to taxpayers how tax dollars were used

Program Description/Research Plan/Statement of Work

The research plan describes:

• The proposed research
• States the significance
• How the research will be conducted. 
• It supports of the hypothesis
• Explains how this project relates to the sponsor’s purpose and goals

Keep the reviewers in mind. Do not use jargon. The application has two audiences: the majority of reviewers who are probably not familiar with the techniques or field, and a smaller number who are familiar.

• All reviewers are important to you because each reviewer gets one vote
• To succeed in peer review, you must win over the assigned reviewers
• Write and organize your application so the reviewer can readily grasp and explain what you are proposing and advocate for your application.
• Many sponsors demand strict adherence to page limits for the narrative

Biographical Sketch

Required for senior/key person's with very specific instructions of what information should be provided and explicit page limitations.

NSF - see section 2 F

NIH - FAQs and sample Bio Sketches

Bibliography and References Cited

Provide a bibliography of all references cited in the research plan. Different disciplines may have different formats. Citations for literature should be complete. Be especially careful to follow scholarly practices. Read the application instructions carefully.

Budget and Budget Justification

The budget contains estimated costs for the entire proposal period. Project costs must be allowable, allocable, reasonable, and consistent. The budget is generally divided into the following categories: Total Direct Costs, Modified Total Direct Costs, and Indirect Costs.

The National Institute of Health uses 2 different formats for budget submission depending on the total direct costs requested and the activity code used. See NIH A Guided Tour for more information.

Pay special attention to the justification for clerical and administrative expenses, or for general-purpose (non-scientific) equipment. Stanford policy requires a budget justification for all administrative expenses See RPH: 15.4 Charging for Administrative and Technical Expenses.

All expenses should be justified. A separate budget and budget justification must be included for any portion of the work that is to be subawarded.

The best strategy is to request a reasonable amount of money to do the work.

• Reviewers look for reasonable costs and will judge whether your request is justified by your aims and methods.
• Reviewers will consider the person months you've listed for each of the senior/key personnel and will judge whether the figures are in sync with reviewer expectations, based on the research proposed.
• Significant over- or under-estimating suggests you may not understand the scope of the work.
• Despite popular myth, proposing a cost-sharing (matching) arrangement where you only request that the sponsor support some of the funding while your organization funds the remainder does not normally impact the evaluation of your proposal. Only a few select programs require cost-sharing, and these programs will address cost-sharing in the FOA.
• The National Science Foundation prohibits cost sharing unless explicitly stated in the FOA.

Facilities and Environment

The sponsor (NIH, NSF) may require a separate description that addresses the attributes of the facilities and available equipment that will be used to support the project. It is an opportunity to promote the research environment laboratories, other facilities, equipment, and office space at Stanford. If the application does not have a Facilities and Environment section, add the wording below to the Budget Justification to tell the sponsor that the resources will be made available, while avoiding a cost sharing commitment.

• Suggested wording for proposals: “…existing specialized equipment or facilities will be available for the performance of this project “at no direct cost.”

Key Personnel

List all senior or key personnel and their roles.  These individuals are vital to the technical execution of the project.

• Depending on the sponsor, consultants and subrecipients must be included
• Attach Curriculum Vitae or Biographical Sketches for each to establish competency. Some sponsors, e.g.., NSF, limit CVs to two pages.

Current and Pending Support

Most sponsors ask for a list of all other sources of support for ongoing projects, as well as pending support from proposals submitted elsewhere. This information is available from SeRA system. List the other projects requiring a portion of PI or senior personnel time. Include:

• Project title, sponsor
• Period of performance
• Percentage of effort, amount of award (or amount requested). 

Some agencies require the Current and Pending Support to be submitted not at proposal submission time but prior to making an award. This is called Just In Time Information (JIT).  The National Institutes of Health uses JIT for the submission of Current and Pending Support.

Appendices

Some sponsors prohibit or require prior approval to submit appendices. The appendix may not be used to circumvent the page limitations of the Research Plan. Essential information should be included within the body of the application. The appendices should contain supportive or supplemental information such as the following.

• Tables
• Charts
• Photographs
• Articles

Federal Assurance and Certifications (Institutional Rep completes)

Federal assurances and certifications must be signed by the Stanford Institutional Official when proposals are submitted. Standard federal assurances include:

• Certification regarding lobbying
• Drug-Free workplace
• Delinquency on federal debt
• Civil rights
• Debarment and suspension

Sponsor Checklist

Many sponsors provide proposal checklists. Be sure to complete it and include it in the proposal, if required. The National Institutes of Health requires the checklist to be a component of the proposal.