Submitting a Grant

Extramural proposals are submitted on behalf of the UC Regents, and therefore all proposals are subject to review prior to submission.  ISBER works in coordination with the Office of Research to prepare and submit proposals for faculty and graduate students.

For research and proposal development, contact: Barbara Walker, blewalker@isber.ucsb.edu or 893-3576

For budget development and proposal submission, contact: Paula Ryan: paula@isber.ucsb.edu or 893-8129
Secondary Contact:  Lacy Olivera: olivera@isber.ucsb.edu or 893-8874

Investigators should notify ISBER staff as soon as possible, but at least 3 weeks prior to agency deadline, when preparing to submit a proposal. The review and institutional endorsement of a proposal requires time and cannot be left to the last minute.

Link to complete the ISBER PI Information form

PI Eligibility

Principal Investigator’s are automatically eligible to submit a proposal if they are a member of the Academic Senate, Professional Researchers employed at least 50% time, and Adjunct Professors employed at least 50% time.  Graduate students are eligible to submit dissertation or fellowship proposals with a Faculty Advisor as the lead PI.  All other appointments may be eligible by submitting an exception to the Office of Research.  Approval must be granted prior to proposal submission.  Please check with ISBER early in the proposal process to verify eligibility if not UCSB Faculty. 

Important Timeline for Proposal Preparation and Submission

ISBER will help to prepare your proposal for submission meeting all internal and agency deadlines. The UCSB Office of Research (OR) requires that ISBER, as the administering department, submit a complete version of the proposal to them for review a minimum of five (5) full business days prior to the sponsor's deadline. For programs with more complex guidelines, OR requests that a complete version of the proposal be submitted to them a minimum of seven (7) business days prior to the deadline. ISBER requests a minimum notification of submission 3 weeks in advance of agency deadline and receipt of proposal documents (including budget) ten (10) business days prior to deadline.

Proposal Preparation

Proposals are carefully reviewed by the Office of Research to ensure that they comply with university, federal, and/or state requirements. The Sponsored Projects Officer in the Office of Research is responsible for submitting proposals and accepting awards on behalf of UC Regents.  UCSB faculty and students do not have authority to approve or negotiate an award on behalf of UC Regents.  ISBER will help faculty and students prepare and evaluate the proposal for compliance, make copies and forward a complete copy to the Office of Research for review and submission.

When a Principal Investigator (PI) makes a decision to apply to a grant program, they should complete the online ISBER PI Information form as soon as possible.

ISBER will review the program guidelines and assist the PI in making sure all required documents are included, collated correctly, and the application follows the program specific instructions.  For proposals submitted electronically, ISBER will upload or help upload all proposal documents.  ISBER will prepare a complete copy of the proposal for Office of Research review.  If the agency requires hard copies of the proposal, ISBER will make the copies and mail to the agency by the deadline. 

ISBER will help you plan and prepare your proposal budget & confirm all proposed costs are consistent with campus and federal cost principles.  Particular care must be given to the A-21 (Cost Principles for Educational Institutions) and UCSB Departmental Costing Guidelines requirement that costs incurred for the same purpose in like circumstances shall be treated consistently as either a direct cost or an indirect (F&A) cost.  For specific budget help go to Budget Proposal guidelines.

ISBER will help you prepare the budget, including:

  • projected academic titles and pay scales (including faculty summer salary & release time);
  • projected benefit rates and tuition provisions;
  • equipment expense (above $5,000/ea);
  • projected travel estimates;
  • sub-contracts, service agreements, and appropriate payment mechanisms for  services provided by non-UCSB program staff;
  • apply correct Facilities & Administrative rate (indirect costs) for the proposed activity and location of activities;
  • justifiable expenses and administrative/departmental considerations.

*Note:  Proposal budgets apply projected costs using all available knowledge of expected pay rates, merits, current airfare and per diem, mileage, and software & hardware estimates but PIs should acknowledge that actual amounts may change by the time the grant is awarded, and agencies anticipate and make allowance for this in their award conditions.

A Budget Justification is required and provides the rationale for proposed expenditures. ISBER will offer guidance and sample templates.  When costs are explicitly listed and justified in the sponsor accepted budget request, grant/contract administrators, auditors, and sponsoring agencies can easily understand the nature of the costs and the allowability under the regulations. The primary purpose of a justification is to provide support for the funds requested to ensure adequate funding. Experience has shown that including a detailed budget justification in the proposal increases the likelihood that the sponsor will award the cost.  For specific budget justification guidelines

ISBER will review and offer advice on the documentation of University commitments and matching costs from outside sources (i.e. cost share, UC Participation) if allowed.

ISBER will assist in preparation of all University (i.e. Data Sheet and Assurance, Disclosure of Financial Interests, etc) and Agency forms (i.e. grants.gov, NSF Fastlane, etc.)

ISBER will verify all Principal Investigator(s) eligibility; the correct use of institutional identifiers; appropriate cost-share commitments as needed; and collect and validate all documentation for subcontractors and/or consultants.

Proposal Submission

Many sponsors are developing and implementing electronic systems that allow the University to submit proposals electronically either through the internet or via e-mail.  Despite the method of submission, Sponsored Projects review and endorsement of proposals requesting extramural funding is required prior to submission to the sponsor.

ISBER staff will act as a liaison between the UCSB Office of Research and principal investigator(s).

To coordinate the campus review of proposal and facilitate signature from campus Sponsored Projects Officer(s).

After endorsement by appropriate UCSB officials, ensure that the appropriate number of copies are forwarded to the funding agency for review or submit online on behalf of UC Regents.

Compliance Approvals

PIs are responsible for submitting all necessary compliance protocols (IACUC, IRB, etc.) in a timely manner. Compliance assurances may be listed as "pending" on proposals that are submitted, but must be finalized and approved before any research can begin on a sponsored award. All information about developing and submitting compliance protocols can be found on the Office of Research website: http://www.research.ucsb.edu/compliance/