Preliminary contact with potential extramural funding sources in highly recommended to determine if they are willing to consider a formal grant application. A well-written two or three page preliminary proposal can provide answers about the agency's potential interest and will save time for you and agency personnel. If the proposal is clearly not suitable for formal submission, you will know early in the process. The preparation of the formal document is simplified if a preliminary proposal has been carefully written. The agency may offer assistance in designing the proposal to meet their priorities without distorting your original intentions. Finally, the agency staff may be able to suggest other funding sources that might be interested in your proposed research project.

A preliminary proposal should demonstrate that the investigator is acquainted with the work and purpose of the particular organization. It will include the significance of the project; discuss the objectives and how they will be achieved; a timeline; and an estimated budget. Fringe benefits are ALWAYS included in the budget without exception. Indirect cost or facilities and adminstrative (F&A) costs are included, if applicable. The preliminary proposal should also identify who will benefit from the project, how the results will be disseminated, how the project will be funded after grant funds are no longer available, and what will happen if the project is not funded.

A preliminary proposal should give enough indication of step-by-step planning to show the project has been carefully reviewed and pitfalls have been anticipated. It will also demonstrate the writer's knowledge of the subject and his/her ability to undertake the project. It should be emphasized that this is a preliminary inquiry, not a formal proposal, and the investigator will send further details if the agency wishes.

Since the preliminary proposal is an informal, direct communication between the principal investigator and the funding agency, generally it is not routed through university channels with a transmittal form and does not require any university endorsement. However, an informational copy of the preliminary proposal and agency correspondence should be sent to the Office of Sponsored Programs.

In general, private foundations are interested in innovative projects that are a) relevant to national or regional problems; b) relevant to new methods in education; c) capable of being continued after funding from the agency ends; and, d) not being funded by governmental agencies or the investigator's own institution.

The initial letter of inquiry and brief preliminary proposal should highlight characteristics that best fit the project at hand. Further suggestions on both the appropriateness and the preparation of a preliminary proposal may be obtained from the Office of Sponsored Programs.

Developing the Full Proposal

While there is no guaranteed formula for developing a perfect proposal, there are some general principles, which can help you prepare an effective document that will strongly state your case when seeking extramural funding.

The format of a particular proposal will depend on the requirements of the sponsor. Most federal agencies have application forms or very specific guidelines, while other sponsors may be less direct. The guidelines also known at the Request for Proposals or RFP's can be obtained from the Office of Sponsored Programs.

Consider the nature of the potential funding source as you begin to write. The approach to a "general purpose" foundation will differ from the approach to a "discipline specific" federal agency. With the approach to a "general purpose" foundation, start with a general needs statement to establish the importance of the specific area of interest as it relates to larger areas of need. In the approach to a "discipline specific" federal agency, be direct and state the specific need of your project.

The preliminary proposal serves as an outline when drafting a fuller, more complete document. Funding agency or collegial reactions to the preliminary proposal should provide assistance in developing your final proposal. Here are some helpful suggestions as you write the final proposal.

• In a well-organized, narrative style, the main body of the proposal describes what is planned and why. Begin with a need statement or problem to be addressed; include all of the elements stated in the preliminary proposal, but add necessary supporting information.
• Include a review of relevant literature and other on-going projects. It is important that researchers demonstrate familiarity with similar projects that are either in progress or already completed and take into account complementary studies that shed light on the proposed work. If you have undertaken similar work, indicate that and offer to forward copies of project reports. A copy of your vita may also be enclosed to acquaint the agency with your background and qualifying credentials.
• State the general goals and specific objectives of the project. Establish a clear and logical connection between the problem defined and the proposed solution.
• Be specific about the methodology to be employed, the expected results and the financial boundaries within which the research will be conducted.
• Remember the proposal is the initial basis for agencies to evaluate the project and to determine whether financial suppport is justified. The agency must be convinced about the quality, training and expertise of the personnel who will conduct the research.
• You may need to establish that UW-Platteville has the facilities necessary to support the proposed project. Often this can be accomplished by including some form of organizational capabilities statement or a flow chart either within the body of the proposal or as an addenda item.
• Agency personnel often read a number of similar proposals during a relatively short meeting. In order to stand out in the crowd, the proposal should be logical, concise and well organized.
• The language must be precise and easily understood. It is your responsibility to communicate the purpose and potential value of the project clearly and understandably. While providing sufficient technical detail, the proposal must also be understood by the layperson.
• Internal review by department colleagues is strongly recommended. Their expertise and constructive criticism can be helpful in producing a final draft. This review often anticipates the reactions encountered during the agency's peer review process.
• Be sure to follow the sponsor's guidelines.
• Fill out forms carefully and furnish all required information with the appropriate signatures.
• The proposal must be readable, neat and easy to handle. Be sure different sections are easily identifiable and the table of contents and pagination are accurate.
• When using federal agency application forms, make photocopies of the budget pages for use as "work sheets." Extra copies of the original kits are not always available for last minute additions/corrections/revisions.
• Necessary internal approvals and signatures must be obtained on the transmittal form. See the appendix for a copy of this form.
• All proposals must be submitted to OSP 10 working days or more before the agency deadline.