Frequently Asked Questions

Questions? Email

  • Sponsored programs are faculty or staff-led projects funded, or sponsored, by external entities such as federal, state, or local agencies; non-profit organizations and foundations; and for-profit companies.

  • Please consult the PI Eligibility document
    • Please email as soon as you have identified a funding opportunity you are interested in.  It is never too early to contact us! The earlier the better. At a minimum, you should contact us no later than 2 weeks before the submission due date.
    • Please let us know the following information:
      • What grant opportunity are you applying for?
      • Who will be the Principal Investigator?  Co-Investigator? Senior Personnel?
      • Will there be any subcontracts or collaborators?
  • The Office of Research maintains a webpage with upcoming proposal deadlines. The university also subscribes to Pivot, which provides a search tool for funding opportunities. Pivot has a comprehensive search engine that can help you find funding, track opportunities, and search for calls for papers. Please contact us at for more information and how to create a faculty profile. 

  • Yes! All proposals will need to be submitted through the Office of Research. The Office of Research will help you through the submission process and check to ensure that your proposal meets all the funding agency guidelines.  Most sponsors also require that an Authorized Organization Representative submit your proposals. Even proposals that the sponsor allows the Principal Investigator to submit the proposal still need to be submitted through the Office of Research for a full review and approval prior to submission. 

  • The Office of Research can provide the following services based on the receipt of proposal documents prior to the sponsor submission deadline.

    • At least 10 day before
      At least 7 days before
      At least 3 days before
      • Surface editing support (punctuation, spelling, readability)
      • Budget development (salaries, fringe, supplies, equipment, travel etc.; relevance to project description, cost-sharing
      • Comparison of proposal to sponsor's guidelines (e.g. forms and formatting, proposal checklist)
      • Compliance issues (e.g., human/animal subjects, health and safety, conflict of interest)
      • Final review of documents, including budget and compliance check
      • Proposal pack to PI for final review

    PLEASE NOTE: If documents are received less than 24 hours prior to submission, the pre-award team will review and submit the proposal as time allows, but cannot assure successful submission of proposals

  • SmartGrant is KSU’s electronic grants management system that is used for routing and the internal approval process for grants before submission to the sponsor.  Your pre-award specialist will start the SmartGrant process and enter your budget and all necessary documents.

    To login to SmartGrant to approve your proposal you will need your KSU NetID and password

  • Routing is the process of establishing approval through the University for your proposal.  The process ensures that everyone is aware and accepts the responsibilities detailed in the grant proposal.

    • Approval is required from the Principal Investigator, Co-Investigator, department chairs, and college deans.
    • All the required approvals must be obtained before the proposal can be submitted to the funding agency.
  • The items that are required to start the SmartGrant process and routing are the following:

    • Title and Start Date
    • Names of all personnel listed  on proposal
    • Budget
    • Scope of Work
  • The primary difference is that a subcontract is almost invariably with another institution or business and a consultant agreement is almost invariably with an individual (non-KSU employee).  Subcontractual effort usually entails a complex portion of the primary project to be performed at another institution or business.  The agreement would usually involve the other institution's full project costs, including its negotiated Indirect Cost (F&A) Rate, and come to us with a statement of work, full budget and a letter of intent to perform the assigned task should an award be made.  Subcontracts should follow the same terms and conditions as the prime award, especially if federal.  In other words, if we have a cost reimbursement prime award then the subcontract should be cost reimbursable. Consultant effort is usually limited to the performance of one activity by one individual.  Activity is generally short term or infrequent and the pay line is usually determined by the grant or contract agreement.

  • For research involving human subjects, most sponsors require the investigator to provide specific information about protection of human subjects at the time of proposal submission. However, most sponsors do not require certification of Institutional Review Board approval or evidence of training until they are ready to recommend an application for funding.

    Similarly, proposals involving the use of vertebrate animals normally require some description of the animals, proposed procedures, care and, use; however, certification of the Institutional Animal Care and Use Committee (IACUC) approval is usually not required until the agency is considering making an award. This is known as the "just-in-time" concept. Thus, investigators should expect to describe their proposed use of human subjects or animals as part of their proposal, and should be prepared to certify that approvals are in place later, as a condition of receiving an award.

    Instructions for submitting a protocol for review can be found at KSU Institutional Review Board.

  • Yes! Kennesaw State University complies with federal regulations ensuring that sponsored activities will not be compromised by investigators’ financial interests that could be reasonably expected to bias the design, conduct, or reporting of the research. 

    Investigators submitting proposals to the National Science Foundation, the National Institute for Justice, or any Public Health Services agencies (National Institutes of Health, Health Resources and Services Administration, or the Agency for Healthcare Research and Quality) must disclose any significant financial interests at the time of proposal submission. The definition of a significant financial interest varies by agency. Please see the links below for the appropriate policies and definitions for your proposal and then fill out and return the corresponding forms to the Office of Research before the proposal deadline.

    Public Health Service Financial Conflict of Interest Policy
    National Science Foundation Conflict of Interest Policy