Proposal Writing

Confidently apply for a research grant, prepare a consultancy bid, respond to an RFP, tenders or prepare an expression of interest. At STACIE, you’ll receive support and assistance at every step of the application process, so your proposal has the best chance for success.

How it works

A proposal is the best way to make the case for your project and win financial support. We'll lead you through the five steps to preparing your proposal for submission:

Step 1: Initial Engagement

When you’ve decided you want to pursue a funding opportunity, you’ll first need to get approval from your head of department (or equivalent). With that approval you can access the requests that STACIE receives. STACIE can also work with you outside of pursuing specific active funding opportunities. Have an idea and looking for funding? You can work with STACIE to flesh out a proposal that can be used to garner financial support for your project.

We’ll match you with the best opportunity that you’re eligible for. And we’ll ensure there is no conflict of interest with individual or institutional involvement.

Code of Ethics

You can read the University’s guidelines about conflict of interest on page 5 of The UWI Statement of Principles/ Code of Ethics for Academic and Senior Administrative Staff

Requests can be in the form of consultancies or requests for proposals (RFPs).

  • Consultancies. These are any form of contract work, including research, between the UWI and private companies, public sector institutions or non-governmental organisations. Read about the rules on consultancy on pages 39 to 46 of the Blue Book.
  • Fixed RFPs. These calls have expressed application deadlines. They are issued by institutions like the InterAmerican Development Bank (IDB) and the European Union (the ACP and EDF funds are examples).
  • Rolling RFPs. These opportunities exist year-round and have no fixed submission date, e.g. the Green Fund.

 

Step 2: Proposal Writing

Once we’ve identified a funding opportunity, you'll meet with us to begin writing the proposal. We’ll ensure quality and that your proposal complies with the UWI's internal policies.

After we confirm your grant writing team, we’ll start the proposal design. Each proposal is developed to meet the funding body’s requirements for the call.

Step 3: Technical and Financial Support

At this stage, you’ll receive:

  • Assistance in technical and financial preparation
  • Institutional support through collaboration with the Bursary,
    Legal Office and other relevant entities
  • Assistance to comply with relevant policies
  • Financial guidance on the proposal
  • Legal guidance on the proposal
  • Intellectual Property (IP) & Commercialisation guidance
  • Risk mitigation support
  • Approvals from Legal Office and Bursary, Special Projects

 

Step 4: Authorised Signatures

Once your proposal is prepared, weíll get authorised signatures that verify all content is true. The signed proposal commits the University to implementing the project as outlined in the document.

You can read more in the UWI’s Policy on Financial Procedure and Guidelines. It provides guidelines on payment limits, the application and justification of the Bursaryís Common Services Fee and authorised signatories.

Step 5: Submission to funder

Congratulations! Your proposal is now ready to be submitted to the funder. Weíll make sure that you meet all submission guidelines to improve your chances of success.

If the approval is conditional, youíll get help to revise the proposal and any further support you may need.

Once your proposal is accepted, weíll help you with contracting and the management of your project.

 

Further reading

The UWI’s Policy on Intellectual Property provides guidance on ownership rights of IP generated during the project. Note that this policy works in tandem with the donor's or client's IP regulation. Often, this position can be negotiated in favour of the University to at least share IP rights.

Procurement Policy and Procedure Guide for Goods, Services and WorksThe UWI’s (and related appendices) provides advice on procurement procedures for equipment and services.

The UWI’s Policy on Research Ethics provides guidance on ethical and professional standards of conduct to be followed in pursuit of its mission.

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