Grant Proposal Process

Humanities 4-Step Grant Proposal Process:

Step 1: Notify Campus Community and Get Started

Notify the following offices to let them know that you intend to apply for extramural funding:
• Institute for Humanities Research, Managing Director: Irena Polic,
• Humanities Division, Accounting/Research Manager: Cynthia Kong,
• Office of Sponsored Projects: Amber Burke, and Suzanne Ziegler,

It’s important to include the campus community in your proposals to ensure the following:
• Your proposal and subsequent award are recognized in UCSC records and campus annual reports
• To ensure UCSC commitment
• To ensure your division and department are aware of your plans, which aids in curriculum planning
• To ensure UC policies and audit regulations are adhered to

At least one month prior to the proposal due date submit the following information to the offices above:
• The deadline to submit the application
• The agency guidelines for the application or include a link to them
• The award website
• Budget summary – a financial narrative is okay, the values will get plugged into a spreadsheet later

Step 2: Develop the proposal and budget with IHR and OSP

OSP (Office of Sponsored Projects) and IHR will help you develop the proposal and budget. After consulting with the IHR, send your draft budget to OSP at least 2 weeks prior to the submission due date. OSP will develop an outline of the award proposal and budget using the Cayuse system (

All proposals, project renewals, sub-awards and supplemental funding submissions must be submitted to OSP using Cayuse. Cayuse is shared between OSP, EMF, and the research accounting offices, enabling everyone to access the same information at any time – providing faculty and administrators proposal history, award management, budget questions, and file updates.

Step 3: Secure Divisional Approvals

The proposal is routed through the Cayuse system and advances through several approval queues – first the PI, then the Chair, then the Accounting Manager. Cayuse electronically collects required proposal data, PI certification, departmental, divisional and OSP approvals.

If there are cost-share requests involved, divisional pre-approval is required.

Step 4: Submit the Proposal to the Granting Agency

OSP will submit your proposal on your behalf for Federal proposals and as requested for other submissions.  The PI submits proposals directly for some web-based grant proposal portals after OSP review.

For more information including a PI Handbook, visit the Office of Research website:

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