what is research proposal budget

The Research Whisperer

Just like the thesis whisperer – but with more money, how to make a simple research budget.

A napkin diagram of the basic concepts in a project: interviews in South East Asia and trails with a Thingatron

Every research project needs a budget*.

If you are applying for funding, you must say what you are planning to spend that funding on. More than that, you need to show how spending that money will help you to answer your research question .

So, developing the budget is the perfect time to plan your project clearly . A good budget shows the assessors that you have thought about your research in detail and, if it is done well, it can serve as a great, convincing overview of the project.

Here are five steps to create a simple budget for your research project.

1. List your activities

Make a list of everything that you plan to do in the project, and who is going to do it.

Take your methodology and turn it into a step-by-step plan. Have you said that you will interview 50 people? Write it on your list.

Are you performing statistical analysis on your sample? Write it down.

Think through the implications of what you are going to do. Do you need to use a Thingatron? Note down that you will need to buy it, install it, and commission it.

What about travel? Write down each trip separately. Be specific. You can’t just go to ‘South East Asia’ to do fieldwork. You need to go to Kuala Lumpur to interview X number of people over Y weeks, then the same again for Singapore and Jakarta.

Your budget list might look like this:

I’m going to do 10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me.
I’ll need teaching release for three months for fieldwork.
I’ll need Flights to KL, Singapore, Jakarta and back to Melbourne.
I’ll need Accommodation for a month in each place, plus per diem.
The transcription service will transcribe the 30 interviews.
I’ll analysis the transcribed results. (No teaching release required – I’ll do it in my meagre research time allowance.)
I’ll need a Thingatron X32C to do the trials.
Thing Inc will need to install the Thingatron. (I wonder how long that will take.)
The research assistant will do three trials a month with the Thingatron.
I’ll need to hire a research assistant (1 day per week for a year at Level B1.)
The research assistant will do the statistical analysis of the Thingatron results.
I’ll do the writing up in my research allowance time.

By the end, you should feel like you have thought through the entire project in detail. You should be able to walk someone else through the project, so grab a critical friend and read the list to them. If they ask questions, write down the answers.

This will help you to get to the level of specificity you need for the next step.

2. Check the rules again

You’ve already read the funding rules, right? If not, go and read them now – I’ll wait right here until you get back.

Once you’ve listed everything you want to do, go back and read the specific rules for budgets again. What is and isn’t allowed? The funding scheme won’t pay for equipment – you’ll need to fund your Thingatron from somewhere else. Cross it off.

Some schemes won’t fund people. Others won’t fund travel. It is important to know what you need for your project. It is just as important to know what you can include in the application that you are writing right now.

Most funding schemes won’t fund infrastructure (like building costs) and other things that aren’t directly related to the project. Some will, though. If they do, you should include overheads (i.e. the general costs that your organisation needs to keep running). This includes the cost of basics like power and lighting; desks and chairs; and cleaners and security staff. It also includes service areas like the university library. Ask your finance officer for help with this. Often, it is a percentage of the overall cost of the project.

If you are hiring people, don’t forget to use the right salary rate and include salary on-costs. These are the extra costs that an organisation has to pay for an employee, but that doesn’t appear in their pay check. This might include things like superannuation, leave loading, insurance, and payroll tax. Once again, your finance officer can help with this.

Your budget list might now look like this:

10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me.
Teaching release for three months for fieldwork.
Flights to KL, Singapore, Jakarta and back to Melbourne.
Accommodation for a month in each place, plus per diem, plus travel insurance (rule 3F).
Transcription of 30 interviews, by the transcription service.
Analysis of transcribed results, by me. No teaching release required.
Purchase and install Thingatron X32C, by Thing Inc . Not allowed by rule 3C . Organise access to Thingatron via partner organistion – this is an in-kind contribution to the project.
Three trials a month with Thingatron, by research assistant.
Statistical analysis of Thingatron results, by research assistant.
Research assistant: 1 day per week for a year at Level B1, plus 25.91% salary on-costs.
Overheads at 125% of total cash request, as per rule 3H.

3. Cost each item

For each item on your list, find a reasonable cost for it . Are you going to interview the fifty people and do the statistical analysis yourself? If so, do you need time release from teaching? How much time? What is your salary for that period of time, or how much will it cost to hire a replacement? Don’t forget any hidden costs, like salary on-costs.

If you aren’t going to do the work yourself, work out how long you need a research assistant for. Be realistic. Work out what level you want to employ them at, and find out how much that costs.

How much is your Thingatron going to cost? Sometimes, you can just look that stuff up on the web. Other times, you’ll need to ring a supplier, particularly if there are delivery and installation costs.

Jump on a travel website and find reasonable costs for travel to Kuala Lumpur and the other places. Find accommodation costs for the period that you are planning to stay, and work out living expenses. Your university, or your government, may have per diem rates for travel like this.

Make a note of where you got each of your estimates from. This will be handy later, when you write the budget justification.

10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me (see below for travel costs).
Teaching release for three months for fieldwork = $25,342 – advice from finance officer.
Flights to KL ($775), Singapore ($564), Jakarta ($726), Melbourne ($535) – Blue Sky airlines, return economy.
Accommodation for a month in each place (KL: $3,500; Sing: $4,245; Jak: $2,750 – long stay, three star accommodation as per TripAdviser).
Per diem for three months (60 days x $125 per day – University travel rules).
Travel insurance (rule 3F): $145 – University travel insurance calculator .
Transcription of 30 interviews, by the transcription service: 30 interviews x 60 minutes per interview x $2.75 per minute – Quote from transcription service, accented voices rate.
Analysis of transcribed results, by me. No teaching release required. (In-kind contribution of university worth $2,112 for one week of my time – advice from finance officer ).
Purchase and install Thingatron X32C, by Thing Inc . Not allowed by rule 3C. Organise access to Thingatron via partner organistion – this is an in-kind contribution to the project. ($2,435 in-kind – quote from partner organisation, at ‘favoured client’ rate.)
Research assistant: 1 day per week for a year at Level B1, plus 25.91% salary on-costs. $12,456 – advice from finance officer.

Things are getting messy, but the next step will tidy it up.

4. Put it in a spreadsheet

Some people work naturally in spreadsheets (like Excel). Others don’t. If you don’t like Excel, tough. You are going to be doing research budgets for the rest of your research life.

When you are working with budgets, a spreadsheet is the right tool for the job, so learn to use it! Learn enough to construct a simple budget – adding things up and multiplying things together will get you through most of it. Go and do a course if you have to.

For a start, your spreadsheet will multiply things like 7 days in Kuala Lumpur at $89.52 per day, and it will also add up all of your sub-totals for you.

If your budget doesn’t add up properly (because, for example, you constructed it as a table in Word), two things will happen. First, you will look foolish. Secondly, and more importantly, people will lose confidence in all your other numbers, too. If your total is wrong, they will start to question the validity of the rest of your budget. You don’t want that.

If you are shy of maths, then Excel is your friend. It will do most of the heavy lifting for you.

For this exercise, the trick is to put each number on a new line. Here is how it might look.

5. Justify it

Accompanying every budget is a budget justification. For each item in your budget, you need to answer two questions:

Why do you need this money?
Where did you get your figures from?

The budget justification links your budget to your project plan and back again. Everything item in your budget should be listed in your budget justification, so take the list from your budget and paste it into your budget justification.

For each item, give a short paragraph that says why you need it. Refer back to the project plan and expand on what is there. For example, if you have listed a research assistant in your application, this is a perfect opportunity to say what the research assistant will be doing.

Also, for each item, show where you got your figures from. For a research assistant, this might mean talking about the level of responsibility required, so people can understand why you chose the salary level. For a flight, it might be as easy as saying: “Blue Sky airlines economy return flight.”

Here is an example for just one aspect of the budget:

Fieldwork: Kuala Lumpur

Past experience has shown that one month allows enough time to refine and localise interview questions with research partners at University of Malaya, test interview instrument, recruit participants, conduct ten x one-hour interviews with field notes. In addition, the novel methodology will be presented at CONF2015, to be held in Malaysia in February 2015.

Melbourne – Kuala Lumpur economy airfare is based on current Blue Sky Airlines rates. Note that airfares have been kept to a minimum by travelling from country to country, rather than returning to Australia.

1 month accommodation is based on three star, long stay accommodation rates provided by TripAdvisor.

30 days per diem rate is based on standard university rates for South-East Asia.

Pro tip: Use the same nomenclature everywhere. If you list a Thingatron X32C in your budget, then call it a Thingatron X32C in your budget justification and project plan. In an ideal world, someone should be able to flip from the project plan, to the budget and to the budget justification and back again and always know exactly where they are.

Project plan: “Doing fieldwork in Malaysia? Whereabouts?” Flips to budget.
Budget: “A month in Kuala Lumpur – OK. Why a month?” Flips to budget justification.
Budget justification: “Ah, the field work happens at the same time as the conference. Now I get it. So, what are they presenting at the conference?” Flips back to the project description…

So, there you have it: Make a list; check the rules; cost everything; spreadsheet it; and then justify it. Budget done. Good job, team!

This article builds on several previous articles. I have shamelessly stolen from them.

Constructing your budget – Jonathan O’Donnell.
What makes a winning budget ? – Jonathan O’Donnell.
How NOT to pad your budget – Tseen Khoo.
Conquer the budget, conquer the project – Tseen Khoo.
Research on a shoestring – Emily Kothe.
How to make a simple Gantt chart – Jonathan O’Donnell.

* Actually, there are some grant schemes that give you a fixed amount of money, which I think is a really great idea . However, you will still need to work out what you are going to spend the money on, so you will still need a budget at some stage, even if you don’t need it for the application.

Also in the ‘simple grant’ series:

How to write a simple research methods section .
How to make a simple Gantt chart .

Develop Your Budget

Cost considerations, budgets: getting started.

Allowable direct vs. allowable F&A costs
Modular vs. Detailed Budgets

Modular Budgets

Detailed Budget: Personnel (Sec A & B)
Detailed Budget: Equipment, Travel, and Trainee Costs (Sec C, D, and E)
Detailed Budget: Other Direct Costs (Sec F)

Consortiums/Subawards

Understanding the out years.

Other resources

As you begin to develop a budget for your research grant application and put all of the relevant costs down on paper, many questions may arise. Your best resources for answering these questions are the grants or sponsored programs office within your own institution, your departmental administrative officials, and your peers. They can answer questions such as:

What should be considered a direct cost or indirect cost?
What is the fringe benefit rate?
What is the graduate student stipend rate?
What Facilities and Administrative (F&A) costs rate should I use?

Below are some additional tips and reminders we have found to be helpful for preparing a research grant application, mainly geared towards the SF424 (R&R) application. (Note: these tips do not supersede the budget instructions found in the relevant application instruction guide found on the How to Apply - Application Guide page.

An applicant's budget request is reviewed for compliance with the governing cost principles and other requirements and policies applicable to the type of recipient and the type of award. Any resulting award will include a budget that is consistent with these requirements. Information on the applicable cost principles and on allowable and unallowable costs under NIH grants is provided in the NIH Grants Policy Statement, Section 7.2 The Cost Principles Statement under Cost Considerations /grants/policy/nihgps/HTML5/section_7/7_cost_consideration.htm . In general, NIH grant awards provide for reimbursement of actual, allowable costs incurred and are subject to Federal cost principles /grants/policy/nihgps/HTML5/section_7/7.2_the_cost_principles.htm .

The cost principles address four tests that NIH follows in determining the allowability of costs. Costs charged to awards must be allowable, allocable, reasonable, necessary, and consistently applied regardless of the source of funds. NIH may disallow the costs if it determines, through audit or otherwise, that the costs do not meet the tests of allowability, allocability, reasonableness, necessity, and consistency.

II.1 (Mechanism of Support),
II.2 (Funds Available),
III.2 (Cost Sharing or Matching), and
IV.5 (Funding Restrictions).
Identify all the costs that are necessary and reasonable to complete the work described in your proposal.
Throughout the budgeting process, round to whole dollars and use only U.S. dollars.
Reviewers look for reasonable costs and will judge whether your request is justified by your aims and methods.
Reviewers will consider the person months you've listed for each of the senior/key personnel and will judge whether the figures are in sync with reviewer expectations, based on the research proposed.
Significant over- or under-estimating suggests you may not understand the scope of the work. Despite popular myth, proposing a cost-sharing (matching) arrangement where you only request that NIH support some of the funding while your organization funds the remainder does not normally impact the evaluation of your proposal. Only a few select programs require cost-sharing, and these programs will address cost-sharing in the funding opportunity.

Direct Costs: Costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy.

F&A Costs: Necessary costs incurred by a recipient for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved. To facilitate equitable distribution of indirect expenses to the cost objectives served, it may be necessary to establish a number of pools of F&A (indirect) costs. F&A (indirect) cost pools must be distributed to benefitted cost objectives on bases that will produce an equitable result in consideration of relative benefits derived.

The total costs requested in your budget will include allowable direct costs (related to the performance of the grant) plus allowable F&A costs. If awarded, each budget period of the Notice of Award will reflect direct costs, applicable F&A, and in the case of SBIR or STTR awards, a "profit" or fee .
For most institutions the negotiated F&A rate will use a modified total direct cost base, which excludes items such as: equipment, student tuition, research patient care costs, rent, and sub-recipient charges (after the first $25,000). Check with your sponsored programs office to find out your negotiated direct cost base.
When calculating whether your direct cost per year is $500,000 or greater, do not include any sub-recipient F&A in the base but do include all other direct costs as well as any equipment costs. NOTE: Direct cost requests equal to or greater than $500,000 require prior approval from the NIH Institute/Center before application submission. For more information, see NIH Guide Notice NOT-OD-02-004 .
For many SBIR/STTR recipients, 40% of modified total direct costs is a common F&A rate, although rates at organizations may vary.

Modular versus Detailed Budgets

The NIH uses 2 different formats for budget submission depending on the total direct costs requested and the activity code used.

The application forms package associated with most NIH funding opportunities includes two optional budget forms—(1) R&R Budget Form; and, (2) PHS 398 Modular Budget Form. NIH applications will include either the R&R Budget Form or the PHS 398 Modular Budget Form, but not both. To determine whether to use a detailed versus modular budget for your NIH application, see the flowchart below.

NIH uses a modular budget format to request up to a total of $250,000 of direct costs per year (in modules of $25,000, excluding consortium F&A costs) for some applications, rather than requiring a full detailed budget. The modular budget format is NOT accepted for

SBIR and STTR grant applications,
applications from foreign (non-U.S.) institutions (must use detailed budget even when modular option is available), or
applications that propose the use of human fetal tissue (HFT) obtained from elective abortions (as defined in NOT-OD-19-128 for HFT) whether or not costs are incurred.

Creating a modular budget

Select the PHS398 Modular Budget form for your submission package, and use the appropriate set of instructions from the electronic application user's guide. You do not need to submit the SF424 (R&R) Budget form if you submit the PHS398 Modular Budget form.
Consider creating a detailed budget for your own institution's use including salaries, equipment, supplies, graduate student tuition, etc. for every year of funds requested. While the NIH will not ask for these details, they are important for you to have on hand when calculating your F&A costs base and writing your justification, and for audit purposes.
In order to determine how many modules you should request, subtract any consortium F&A from the total direct costs, and then round to the nearest $25,000 increment.

A modular budget justification should include:

Personnel Justification: The Personnel Justification should include the name, role, and number of person-months devoted to this project for every person on the project. Do not include salary and fringe benefit rate in the justification, but keep in mind the legislatively mandated salary cap when calculating your budget. [When preparing a modular budget, you are instructed to use the current cap when determining the appropriate number of modules.]
Consortium Justification: If you have a consortium/subcontract, include the total costs (direct costs plus F&A costs), rounded to the nearest $1,000, for each consortium/subcontract. Additionally, any personnel should include their roles and person months; if the consortium is foreign, that should be stated as well.
Additional Narrative Justification: Additional justification should include explanations for any variations in the number of modules requested annually. Also, this section should describe any direct costs that were excluded from the total direct costs (such as equipment, tuition remission) and any work being conducted off-site, especially if it involves a foreign study site or an off-site F&A rate.

See the NIH Modular Research Grant Applications page and the NIH Grants Policy Statement for more information.

Detailed Budget: Personnel (Sections A & B)

Personnel make up sections A and B of the SF424 (R&R) Budget form. All personnel from the applicant organization dedicating effort to the project should be listed on the personnel budget with their base salary and effort, even if they are not requesting salary support.

Effort : Effort must be reported in person months. For help converting percent effort to person months, see: /grants/policy/person_months_faqs.htm .
Salary Caps: NIH will not pay requested salary above the annual salary cap, which can be found at /grants/policy/salcap_summary.htm . If salary is requested above the salary cap, NIH will reduce that line item to the salary cap, resulting in a reduced total award amount. In future years, if the salary cap increases, recipients may rebudget to pay investigator salaries up to the new salary cap, but NIH will not increase the total award amount. If you are preparing a detailed budget, you are instructed to base your request on actual institutional base salaries (not the cap) so that NIH staff has the most current information in hand at the time of award and can apply the appropriate salary cap at that time.
Fringe Benefits: The fringe benefits rate is based on your institution's policy; the NIH does not have a pre-set limit on fringe benefits. More information on what is included as fringe benefits can be found in the Grants Policy Statement at /grants/policy/nihgps/HTML5/section_12/12.8.1_salaries_and_fringe_benefits.htm . If you have questions about what rate to use, consult your institution's sponsored programs office.
Senior/Key Personnel: The Senior/Key Personnel section should include any senior or key personnel from the applicant organization who are dedicating effort to this project. "Other Significant Contributors" who dedicate negligible effort should not be included. Some common significant contributors include: 1) CEOs of companies who provide overall leadership, but no direct contribution to the research; and 2) mentors for K awardees, who provide advice and guidance to the candidate but do not work on the project. Likewise, any consultants or collaborators who are not employed by the applicant organization should not be included in section A, but rather should be included in section F.3 of the budget (for consultants) or in section A of the consortium/subaward budget page (for collaborators).
Postdoctoral Associates: Postdocs can be listed in either section A or B depending on their level of involvement in project design and execution. If listed in section B, include the individuals' names and level of effort in the budget justification section.
Other Personnel: Other personnel can be listed by project role. If multiple people share the same role such as "lab technician", indicate the number of personnel to the left of the role description, add their person months together, and add their requested salaries together. The salaries of secretarial/clerical staff should normally be treated as F&A costs. Direct charging of these costs may be appropriate where a major project or activity explicitly budgets for administrative or clerical services and individuals involved can be specifically identified with the project or activity [see Exhibit C of OMB Circular A-21 (relocated to 2 CFR, Part 220)]. Be specific in your budget justifications when describing other personnel's roles and responsibilities.

Detailed Budget: Equipment, Travel, and Trainee Costs (Sections C, D, and E)

Generally equipment is excluded from the F&A base, so if you have something with a short service life (< 1 year), even if it costs more than $5,000, you are better off including it under "supplies".
If you request equipment that is already available (listed in the Facilities & Other Resources section, for example), the narrative justification must explain why the current equipment is insufficient to accomplish the proposed research and how the new equipment's use will be allocated specifically to the proposed research. Otherwise, NIH may disallow this cost.
General purpose equipment, such as desktop computers and laptops, that will be used on multiple projects or for personal use should not be listed as a direct cost but should come out of the F&A costs, unless primarily or exclusively used in the actual conduct of the proposed scientific research.
While the application does not require you to have a price quote for new equipment, including price quotes in your budget justification can aid in the evaluation of the equipment cost to support the project.
Trainee Costs: Leave this section blank unless otherwise stated in the funding opportunity. Graduate student tuition remission can be entered in section F.8.

Detailed Budget: Other Direct Costs (Section F)

Materials and Supplies: In the budget justification, indicate general categories such as glassware, chemicals, animal costs, including an amount for each category. Categories that include costs less than $1,000 do not have to be itemized.
Animal Costs: While included under "materials and supplies", it is often helpful to include more specific details about how you developed your estimate for animal costs. Include the number of animals you expect to use, the purchase price for the animals (if you need to purchase any), and your animal facility's per diem care rate, if available. Details are especially helpful if your animal care costs are unusually large or small. For example, if you plan to follow your animals for an abnormally long time period and do not include per diem rates, the reviewers may think you have budgeted too much for animal costs and may recommend a budget cut.
Publication Costs: You may include the costs associated with helping you disseminate your research findings from the proposed research. If this is a new application, you may want to delay publication costs until the later budget periods, once you have actually obtained data to share.
Consultant Services: Consultants differ from Consortiums in that they may provide advice, but should not be making decisions for the direction of the research. Typically, consultants will charge a fixed rate for their services that includes both their direct and F&A costs. You do not need to report separate direct and F&A costs for consultants; however, you should report how much of the total estimated costs will be spent on travel. Consultants are not subject to the salary cap restriction; however, any consultant charges should meet your institution's definition of "reasonableness".
ADP/Computer Services: The services you include here should be research specific computer services- such as reserving computing time on supercomputers or getting specialized software to help run your statistics. This section should not include your standard desktop office computer, laptop, or the standard tech support provided by your institution. Those types of charges should come out of the F&A costs.
Justify basis for costs, itemize by category.
Enter the total funds requested for alterations and renovations. Where applicable, provide the square footage and costs.
If A&R costs are in excess of $300,000 further limitations apply and additional documentation will be required.
The names of any hospitals and/or clinics and the amounts requested for each.
If both inpatient and outpatient costs are requested, provide information for each separately.
Provide cost breakdown, number of days, number of patients, costs of tests/treatments.
Justify the costs associated with standard care or research care. (Note: If these costs are associated with patient accrual, restrictions may be justified in the Notice of Award.) (See NIH Grants Policy Statement NIH Grants Policy Statement, Research Patient Care Costs )
Tuition: In your budget justification, for any graduate students on your project, include what your school's tuition rates are. You may have to report both an in-state and out-of-state tuition rate. Depending on your school stipend and tuition levels, you may have to budget less than your school's full tuition rate in order to meet the graduate student compensation limit (equivalent to the NRSA zero-level postdoctorate stipend level).
Human Fetal Tissue (HFT) from elective abortions: If your application proposes the use of human fetal tissue obtained from elective abortions (as defined in NOT-OD-19-128 ), you must include a line item titled “Human Fetal Tissue Costs” on the budget form and an explanation of those costs in the budget justification.
Other: Some types of costs, such as entertainment costs, are not allowed under federal grants. NIH has included a list of the most common questionable items in the NIH Grants Policy Statement ( /grants/policy/nihgps/HTML5/section_7/7_cost_consideration.htm ). If NIH discovers an unallowable cost in your budget, generally we will discount that cost from your total award amount, so it is in your best interest to avoid requesting unallowable costs. If you have any question over whether a cost is allowable, contact your sponsored programs office or the grants management specialist listed on the funding opportunity.

If you are using the detailed budget format, each consortium you include must have an independent budget form filled out.

In the rare case of third tier subawards, section F.5 "subawards/consortium/contractual" costs should include the total cost of the subaward, and the entire third tier award is considered part of the direct costs of the consortium for the purposes of calculating the primary applicant's direct costs.
Cost Principles. Regardless of what cost principles apply to the parent recipient, the consortium is held to the standards of their respective set of cost principles.
Consortium F&A costs are NOT included as part of the direct cost base when determining whether the application can use the modular format (direct costs < $250,000 per year), or determining whether prior approval is needed to submit an application (direct costs $500,000 or more for any year). NOTE: The $500K prior approval policy does not apply to applications submitted in response to RFAs or in response to other funding opportunities including specific budgetary limits above $500K.
F&A costs for the first $25,000 of each consortium may be included in the modified total direct cost base, when calculating the overall F&A rate, as long as your institution's negotiated F&A rate agreement does not express prohibit it.
If the consortium is a foreign institution or international organization, F&A for the consortium is limited to 8%.
Consortiums should each provide a budget justification following their detailed budget. The justification should be separate from the primary recipient's justification and address just those items that pertain to the consortium.
We do not expect your budget to predict perfectly how you will spend your money five years down the road. However, we do expect a reasonable approximation of what you intend to spend. Be thorough enough to convince the reviewers that you have a good sense of the overall costs.
In general, NIH does not have policy on salary escalation submitted in an application. We advise applicants to request in the application the actual costs needed for the budget period and to request cost escalations only if the escalation is consistent with institutional policy. See /grants/policy/salcap_summary.htm and /grants/policy/fy2012_salary_cap_faqs.htm .
Any large year-to-year variation should be described in your budget justification. For example, if you have money set aside for consultants only in the final year of your budget, be sure to explain why in your justification (e.g. the consultants are intended to help you with the statistical interpretation of the data and therefore are not needed before the final year).
In general, NIH recipients are allowed a certain degree of latitude to rebudget within and between budget categories to meet unanticipated needs and to make other types of post-award changes. Some changes may be made at the recipient's discretion as long as they are within the limits established by NIH. In other cases, NIH prior written approval may be required before a recipient makes certain budget modifications or undertakes particular activities (such as change in scope). See NIH Grants Policy Statement - Changes in Project and Budget .

Other resources to help you create your budget

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This page last updated on: September 11, 2019

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How to Write a Research Proposal | Examples & Templates

How to Write a Research Proposal | Examples & Templates

Published on October 12, 2022 by Shona McCombes and Tegan George. Revised on November 21, 2023.

A research proposal describes what you will investigate, why it’s important, and how you will conduct your research.

The format of a research proposal varies between fields, but most proposals will contain at least these elements:

Introduction

Literature review.

Research design

Reference list

While the sections may vary, the overall objective is always the same. A research proposal serves as a blueprint and guide for your research plan, helping you get organized and feel confident in the path forward you choose to take.

Research proposal purpose, research proposal examples, research design and methods, contribution to knowledge, research schedule, other interesting articles, frequently asked questions about research proposals.

Academics often have to write research proposals to get funding for their projects. As a student, you might have to write a research proposal as part of a grad school application , or prior to starting your thesis or dissertation .

In addition to helping you figure out what your research can look like, a proposal can also serve to demonstrate why your project is worth pursuing to a funder, educational institution, or supervisor.

Research proposal length

The length of a research proposal can vary quite a bit. A bachelor’s or master’s thesis proposal can be just a few pages, while proposals for PhD dissertations or research funding are usually much longer and more detailed. Your supervisor can help you determine the best length for your work.

One trick to get started is to think of your proposal’s structure as a shorter version of your thesis or dissertation , only without the results , conclusion and discussion sections.

Download our research proposal template

Receive feedback on language, structure, and formatting

Professional editors proofread and edit your paper by focusing on:

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See an example

Writing a research proposal can be quite challenging, but a good starting point could be to look at some examples. We’ve included a few for you below.

Example research proposal #1: “A Conceptual Framework for Scheduling Constraint Management”
Example research proposal #2: “Medical Students as Mediators of Change in Tobacco Use”

Like your dissertation or thesis, the proposal will usually have a title page that includes:

The proposed title of your project
Your supervisor’s name
Your institution and department

The first part of your proposal is the initial pitch for your project. Make sure it succinctly explains what you want to do and why.

Your introduction should:

Introduce your topic
Give necessary background and context
Outline your problem statement and research questions

To guide your introduction , include information about:

Who could have an interest in the topic (e.g., scientists, policymakers)
How much is already known about the topic
What is missing from this current knowledge
What new insights your research will contribute
Why you believe this research is worth doing

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As you get started, it’s important to demonstrate that you’re familiar with the most important research on your topic. A strong literature review shows your reader that your project has a solid foundation in existing knowledge or theory. It also shows that you’re not simply repeating what other people have already done or said, but rather using existing research as a jumping-off point for your own.

In this section, share exactly how your project will contribute to ongoing conversations in the field by:

Comparing and contrasting the main theories, methods, and debates
Examining the strengths and weaknesses of different approaches
Explaining how will you build on, challenge, or synthesize prior scholarship

Following the literature review, restate your main objectives . This brings the focus back to your own project. Next, your research design or methodology section will describe your overall approach, and the practical steps you will take to answer your research questions.

To finish your proposal on a strong note, explore the potential implications of your research for your field. Emphasize again what you aim to contribute and why it matters.

For example, your results might have implications for:

Improving best practices
Informing policymaking decisions
Strengthening a theory or model
Challenging popular or scientific beliefs
Creating a basis for future research

Last but not least, your research proposal must include correct citations for every source you have used, compiled in a reference list . To create citations quickly and easily, you can use our free APA citation generator .

Some institutions or funders require a detailed timeline of the project, asking you to forecast what you will do at each stage and how long it may take. While not always required, be sure to check the requirements of your project.

Here’s an example schedule to help you get started. You can also download a template at the button below.

Download our research schedule template

If you are applying for research funding, chances are you will have to include a detailed budget. This shows your estimates of how much each part of your project will cost.

Make sure to check what type of costs the funding body will agree to cover. For each item, include:

Cost : exactly how much money do you need?
Justification : why is this cost necessary to complete the research?
Source : how did you calculate the amount?

To determine your budget, think about:

Travel costs : do you need to go somewhere to collect your data? How will you get there, and how much time will you need? What will you do there (e.g., interviews, archival research)?
Materials : do you need access to any tools or technologies?
Help : do you need to hire any research assistants for the project? What will they do, and how much will you pay them?

If you want to know more about the research process , methodology , research bias , or statistics , make sure to check out some of our other articles with explanations and examples.

Methodology

Sampling methods
Simple random sampling
Stratified sampling
Cluster sampling
Likert scales
Reproducibility

Statistics

Null hypothesis
Statistical power
Probability distribution
Effect size
Poisson distribution

Research bias

Optimism bias
Cognitive bias
Implicit bias
Hawthorne effect
Anchoring bias
Explicit bias

Once you’ve decided on your research objectives , you need to explain them in your paper, at the end of your problem statement .

Keep your research objectives clear and concise, and use appropriate verbs to accurately convey the work that you will carry out for each one.

I will compare …

A research aim is a broad statement indicating the general purpose of your research project. It should appear in your introduction at the end of your problem statement , before your research objectives.

Research objectives are more specific than your research aim. They indicate the specific ways you’ll address the overarching aim.

A PhD, which is short for philosophiae doctor (doctor of philosophy in Latin), is the highest university degree that can be obtained. In a PhD, students spend 3–5 years writing a dissertation , which aims to make a significant, original contribution to current knowledge.

A PhD is intended to prepare students for a career as a researcher, whether that be in academia, the public sector, or the private sector.

A master’s is a 1- or 2-year graduate degree that can prepare you for a variety of careers.

All master’s involve graduate-level coursework. Some are research-intensive and intend to prepare students for further study in a PhD; these usually require their students to write a master’s thesis . Others focus on professional training for a specific career.

Critical thinking refers to the ability to evaluate information and to be aware of biases or assumptions, including your own.

Like information literacy , it involves evaluating arguments, identifying and solving problems in an objective and systematic way, and clearly communicating your ideas.

The best way to remember the difference between a research plan and a research proposal is that they have fundamentally different audiences. A research plan helps you, the researcher, organize your thoughts. On the other hand, a dissertation proposal or research proposal aims to convince others (e.g., a supervisor, a funding body, or a dissertation committee) that your research topic is relevant and worthy of being conducted.

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What (Exactly) Is A Research Proposal?

A simple explainer with examples + free template.

By: Derek Jansen (MBA) | Reviewed By: Dr Eunice Rautenbach | June 2020 (Updated April 2023)

Whether you’re nearing the end of your degree and your dissertation is on the horizon, or you’re planning to apply for a PhD program, chances are you’ll need to craft a convincing research proposal . If you’re on this page, you’re probably unsure exactly what the research proposal is all about. Well, you’ve come to the right place.

Overview: Research Proposal Basics

What a research proposal is
What a research proposal needs to cover
How to structure your research proposal
Example /sample proposals
Proposal writing FAQs
Key takeaways & additional resources

What is a research proposal?

Simply put, a research proposal is a structured, formal document that explains what you plan to research (your research topic), why it’s worth researching (your justification), and how you plan to investigate it (your methodology).

The purpose of the research proposal (its job, so to speak) is to convince your research supervisor, committee or university that your research is suitable (for the requirements of the degree program) and manageable (given the time and resource constraints you will face).

The most important word here is “ convince ” – in other words, your research proposal needs to sell your research idea (to whoever is going to approve it). If it doesn’t convince them (of its suitability and manageability), you’ll need to revise and resubmit . This will cost you valuable time, which will either delay the start of your research or eat into its time allowance (which is bad news).

A research proposal is a formal document that explains what you plan to research , why it's worth researching and how you'll do it.

What goes into a research proposal?

A good dissertation or thesis proposal needs to cover the “ what “, “ why ” and” how ” of the proposed study. Let’s look at each of these attributes in a little more detail:

Your proposal needs to clearly articulate your research topic . This needs to be specific and unambiguous . Your research topic should make it clear exactly what you plan to research and in what context. Here’s an example of a well-articulated research topic:

An investigation into the factors which impact female Generation Y consumer’s likelihood to promote a specific makeup brand to their peers: a British context

As you can see, this topic is extremely clear. From this one line we can see exactly:

What’s being investigated – factors that make people promote or advocate for a brand of a specific makeup brand
Who it involves – female Gen-Y consumers
In what context – the United Kingdom

So, make sure that your research proposal provides a detailed explanation of your research topic . If possible, also briefly outline your research aims and objectives , and perhaps even your research questions (although in some cases you’ll only develop these at a later stage). Needless to say, don’t start writing your proposal until you have a clear topic in mind , or you’ll end up waffling and your research proposal will suffer as a result of this.

Need a helping hand?

As we touched on earlier, it’s not good enough to simply propose a research topic – you need to justify why your topic is original . In other words, what makes it unique ? What gap in the current literature does it fill? If it’s simply a rehash of the existing research, it’s probably not going to get approval – it needs to be fresh.

But, originality alone is not enough. Once you’ve ticked that box, you also need to justify why your proposed topic is important . In other words, what value will it add to the world if you achieve your research aims?

As an example, let’s look at the sample research topic we mentioned earlier (factors impacting brand advocacy). In this case, if the research could uncover relevant factors, these findings would be very useful to marketers in the cosmetics industry, and would, therefore, have commercial value . That is a clear justification for the research.

So, when you’re crafting your research proposal, remember that it’s not enough for a topic to simply be unique. It needs to be useful and value-creating – and you need to convey that value in your proposal. If you’re struggling to find a research topic that makes the cut, watch our video covering how to find a research topic .

Free Webinar: How To Write A Research Proposal

It’s all good and well to have a great topic that’s original and valuable, but you’re not going to convince anyone to approve it without discussing the practicalities – in other words:

How will you actually undertake your research (i.e., your methodology)?
Is your research methodology appropriate given your research aims?
Is your approach manageable given your constraints (time, money, etc.)?

While it’s generally not expected that you’ll have a fully fleshed-out methodology at the proposal stage, you’ll likely still need to provide a high-level overview of your research methodology . Here are some important questions you’ll need to address in your research proposal:

Will you take a qualitative , quantitative or mixed -method approach?
What sampling strategy will you adopt?
How will you collect your data (e.g., interviews, surveys, etc)?
How will you analyse your data (e.g., descriptive and inferential statistics , content analysis, discourse analysis, etc, .)?
What potential limitations will your methodology carry?

So, be sure to give some thought to the practicalities of your research and have at least a basic methodological plan before you start writing up your proposal. If this all sounds rather intimidating, the video below provides a good introduction to research methodology and the key choices you’ll need to make.

How To Structure A Research Proposal

Now that we’ve covered the key points that need to be addressed in a proposal, you may be wondering, “ But how is a research proposal structured? “.

While the exact structure and format required for a research proposal differs from university to university, there are four “essential ingredients” that commonly make up the structure of a research proposal:

A rich introduction and background to the proposed research
An initial literature review covering the existing research
An overview of the proposed research methodology
A discussion regarding the practicalities (project plans, timelines, etc.)

In the video below, we unpack each of these four sections, step by step.

Research Proposal Examples/Samples

In the video below, we provide a detailed walkthrough of two successful research proposals (Master’s and PhD-level), as well as our popular free proposal template.

Proposal Writing FAQs

How long should a research proposal be.

This varies tremendously, depending on the university, the field of study (e.g., social sciences vs natural sciences), and the level of the degree (e.g. undergraduate, Masters or PhD) – so it’s always best to check with your university what their specific requirements are before you start planning your proposal.

As a rough guide, a formal research proposal at Masters-level often ranges between 2000-3000 words, while a PhD-level proposal can be far more detailed, ranging from 5000-8000 words. In some cases, a rough outline of the topic is all that’s needed, while in other cases, universities expect a very detailed proposal that essentially forms the first three chapters of the dissertation or thesis.

The takeaway – be sure to check with your institution before you start writing.

How do I choose a topic for my research proposal?

Finding a good research topic is a process that involves multiple steps. We cover the topic ideation process in this video post.

How do I write a literature review for my proposal?

While you typically won’t need a comprehensive literature review at the proposal stage, you still need to demonstrate that you’re familiar with the key literature and are able to synthesise it. We explain the literature review process here.

How do I create a timeline and budget for my proposal?

We explain how to craft a project plan/timeline and budget in Research Proposal Bootcamp .

Which referencing format should I use in my research proposal?

The expectations and requirements regarding formatting and referencing vary from institution to institution. Therefore, you’ll need to check this information with your university.

What common proposal writing mistakes do I need to look out for?

We’ve create a video post about some of the most common mistakes students make when writing a proposal – you can access that here . If you’re short on time, here’s a quick summary:

The research topic is too broad (or just poorly articulated).
The research aims, objectives and questions don’t align.
The research topic is not well justified.
The study has a weak theoretical foundation.
The research design is not well articulated well enough.
Poor writing and sloppy presentation.
Poor project planning and risk management.
Not following the university’s specific criteria.

Key Takeaways & Additional Resources

As you write up your research proposal, remember the all-important core purpose: to convince . Your research proposal needs to sell your study in terms of suitability and viability. So, focus on crafting a convincing narrative to ensure a strong proposal.

At the same time, pay close attention to your university’s requirements. While we’ve covered the essentials here, every institution has its own set of expectations and it’s essential that you follow these to maximise your chances of approval.

By the way, we’ve got plenty more resources to help you fast-track your research proposal. Here are some of our most popular resources to get you started:

Proposal Writing 101 : A Introductory Webinar
Research Proposal Bootcamp : The Ultimate Online Course
Template : A basic template to help you craft your proposal

If you’re looking for 1-on-1 support with your research proposal, be sure to check out our private coaching service , where we hold your hand through the proposal development process (and the entire research journey), step by step.

Psst… there’s more!

This post is an extract from our bestselling Udemy Course, Research Proposal Bootcamp . If you want to work smart, you don't want to miss this .

You Might Also Like:

51 Comments

I truly enjoyed this video, as it was eye-opening to what I have to do in the preparation of preparing a Research proposal.

I would be interested in getting some coaching.

I real appreciate on your elaboration on how to develop research proposal,the video explains each steps clearly.

Thank you for the video. It really assisted me and my niece. I am a PhD candidate and she is an undergraduate student. It is at times, very difficult to guide a family member but with this video, my job is done.

In view of the above, I welcome more coaching.

Wonderful guidelines, thanks

This is very helpful. Would love to continue even as I prepare for starting my masters next year.

Thanks for the work done, the text was helpful to me

Bundle of thanks to you for the research proposal guide it was really good and useful if it is possible please send me the sample of research proposal

You’re most welcome. We don’t have any research proposals that we can share (the students own the intellectual property), but you might find our research proposal template useful: https://gradcoach.com/research-proposal-template/

Cheruiyot Moses Kipyegon

Thanks alot. It was an eye opener that came timely enough before my imminent proposal defense. Thanks, again

thank you very much your lesson is very interested may God be with you

I am an undergraduate student (First Degree) preparing to write my project,this video and explanation had shed more light to me thanks for your efforts keep it up.

Very useful. I am grateful.

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Wonderful guidelines for writing a research proposal, I am a student of m.phil( education), this guideline is suitable for me. Thanks

You’re welcome 🙂

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A really great and insightful video. It opened my eyes as to how to write a research paper. I would like to receive more guidance for writing my research paper from your esteemed faculty.

Thank you, great insights

Thank you, great insights, thank you so much, feeling edified

Wow thank you, great insights, thanks a lot

Thank you. This is a great insight. I am a student preparing for a PhD program. I am requested to write my Research Proposal as part of what I am required to submit before my unconditional admission. I am grateful having listened to this video which will go a long way in helping me to actually choose a topic of interest and not just any topic as well as to narrow down the topic and be specific about it. I indeed need more of this especially as am trying to choose a topic suitable for a DBA am about embarking on. Thank you once more. The video is indeed helpful.

Have learnt a lot just at the right time. Thank you so much.

thank you very much ,because have learn a lot things concerning research proposal and be blessed u for your time that you providing to help us

Hi. For my MSc medical education research, please evaluate this topic for me: Training Needs Assessment of Faculty in Medical Training Institutions in Kericho and Bomet Counties

I have really learnt a lot based on research proposal and it’s formulation

Thank you. I learn much from the proposal since it is applied

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I do applaud your simplified method of explaining the subject matter, which indeed has broaden my understanding of the subject matter. Definitely this would enable me writing a sellable research proposal.

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Great! I liked your tutoring on how to find a research topic and how to write a research proposal. Precise and concise. Thank you very much. Will certainly share this with my students. Research made simple indeed.

Thank you very much. I an now assist my students effectively.

Thank you very much. I can now assist my students effectively.

I need any research proposal

Thank you for these videos. I will need chapter by chapter assistance in writing my MSc dissertation

Very helpfull

the videos are very good and straight forward

thanks so much for this wonderful presentations, i really enjoyed it to the fullest wish to learn more from you

Thank you very much. I learned a lot from your lecture.

I really enjoy the in-depth knowledge on research proposal you have given. me. You have indeed broaden my understanding and skills. Thank you

interesting session this has equipped me with knowledge as i head for exams in an hour’s time, am sure i get A++

This article was most informative and easy to understand. I now have a good idea of how to write my research proposal.

Thank you very much.

Wow, this literature is very resourceful and interesting to read. I enjoyed it and I intend reading it every now then.

Thank you for the clarity

Thank you. Very helpful.

Thank you very much for this essential piece. I need 1o1 coaching, unfortunately, your service is not available in my country. Anyways, a very important eye-opener. I really enjoyed it. A thumb up to Gradcoach

What is JAM? Please explain.

Thank you so much for these videos. They are extremely helpful! God bless!

very very wonderful…

thank you for the video but i need a written example

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Developing a Budget for Your Research Application

Budgets and budget justifications demonstrate feasibility, value for money and detail why you need an item for your project, as well as how you arrived at the costings.

Every research project has two budget categories: direct costs and indirect costs.

The University determines a set percentage for the indirect costs of funded research. Contact Grants Services for the correct figure to use.

Direct costs are costs integral to achieving the research objectives of a grant. The costs directly address the research objectives of the grant and relate to the research plan.

Direct cost examples:

Personnel, e.g. research assistants, student stipends for PhDs, and staff costs. You need to factor in salary increases, on-costs (superannuation and payroll) and casual loadings . Always use the salary level and step corresponding with the skills and tasks required for the role. See the Position Descriptors in the relevant University Enterprise Agreement .
Equipment, maintenance and travel (outline why you are going and for how long)
Teaching relief
Other (e.g. Consumables).

Indirect costs are institution costs that benefit and support research activities at the institution. Although they are necessary for the conduct of research and may be incurred during the project, they are costs that do not directly address the approved research objectives of a grant.

Indirect cost examples:

Operations and maintenance of buildings (e.g. libraries, labs, meeting venues, IT such as computer access, specialist software, databases, secure cloud storage)
Insurance, legal and financial services
Hazardous waste disposal, and
Regulatory and research compliance and administration of research services

All external research activities are expected to contribute to indirect costs except :

Nationally competitive grants, such as ARC and NHMRC. This includes all Category 1 schemes.
Registered charities listed on the ACNC register (opens in a new window)
Grants transferred from another university
Funding bodies that exclude or limit overheads or administrative costs (i.e. indirect costs) in their rules or guidelines
Scholarships and internships
Official Western Partnership projects
Travel award type grants or facility usage type grants (e.g. Endeavour Fellowships, AINSE grants)
Projects costed under $100,000 are discounted by waiving Western’s portion of the indirect costs.

Indirect costs are calculated by determining the direct costs first and then applying the indirect costs formula:

e.g. Direct costs = $50,000 x (indirect cost % figure) = Total project cost

Cash and in-kind support

Your project budget needs to include all cash and in-kind items it requires.

In-kind support is any non-cash contributions that a party gives to the project. In-kind can be contributed by Western Sydney University or by an external party, and can include:

staff (e.g. time committed to the project which is not funded by the project)
non-staff/infrastructure (e.g. if you are using lab space to conduct the project but are not receiving direct payment from the project to 'buy out' lab space)
indirect costs

How to budget personnel and salaries

On-costs are direct costs associated with salary. These costs relate to superannuation, sick leave, payroll tax etc. and must be included your budget.

Access this link for more detail about Western on-costs

For the latest salary figures, please check with the Office of People

An example:

You are a Lead Chief Investigator (CI) on a non-Category 1 funding body project for one year. You commit 0.4 (FTE) of your time to the research = 2 days per week. You are paid at Academic Level E, Step 2, which is $188,944 per annum. You can calculate your salary inclusive of 28% on-costs as follows:

0.4 x 0.28 x 188,944 = 21,161.73

The budgeting of your salary, a direct cost of the research, should be listed as $21,161.73.

If your project covers three years, with the same or differing time commitments, you calculate this figure for each year of your project. Remember to factor in pay rises according to Step increases in multi-year grants.

You may also have a research assistant employed full-time for seven weeks at HEW Level 5, Step 3. You hire the assistant at the casual hourly rate of $48.97, which includes 25% leave loading. You add 16.5% on-costs to this figure:

48.97 x (35 x 7) = 11,997.65

11,997.65 x .165 = 1,979.50

1,979.50 + 11,997.65 = 13,977.15

The total cost to employ the research assistant is $13,977.15.

Note 1: the maximum period a person can be employed on a casual rate is 6 months.

Note 2: For some schemes, the funding provider stipulates a specific maximum rate for funding of salary on-costs, e.g. the Australian Research Council (ARC) funds on-costs at a rate of 30%, so you must use this figure.

Grant Budget Calculator (Staff Login Required) (opens in a new window)

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Budgets should provide the sponsor with an accurate assessment of all cost items and cost amounts that are deemed necessary and reasonable to carry out your project. They should be based upon your description or the statement of work. Budget justification provides more in-depth detail and reason for each cost and is often considered by reviewers as a good indicator of the feasibility of the research.

A research budget contains both direct costs and indirect costs (overhead), but the level of detail varies from sponsor to sponsor. The first step in developing a budget is to carefully read the guidelines of the funding opportunity being pursued.

There is no magic formula available for developing a budget but there are some basic steps to follow in order to develop an accurate budget:

Define project tasks, timelines and milestones and determine the actual resources and costs required to complete these. Consider whether contingencies are needed (and confirm they are eligible expenses).
Determine the eligible expense categories and maximum amount allowed by the sponsor. Adjust scope of the project to make sure proposed activities fit within the allowance.
Categorize these costs (e.g., salaries, supplies, equipment…) per year, in some cases by quarter.
Ensure that project scope and budget match. Include indirect costs of research as permitted by sponsor and the University policy.

The examples below developed by the University of British Columbia demonstrate two ways to include indirect costs in your budget.

Price model: Indirect cost is built into each budget line item.
Cost model: Indirect cost of research is presented as a separate line item.

Unless the sponsor specifies in writing that they require the indirect costs of research to be presented as a separate line item (Cost Model), the indirect cost should be built into each budget line item (Price Model). Indirect costs are normally included in the price of goods and services worldwide.

For example, you are developing a budget for a funding opportunity with an indirect cost rate of 25%. Your direct costs are $201,000 broken down by expense categories shown in the second column of the table below. The third and fourth colums present the two ways you can include the 25% overhead in your budget using the Price Model or the Cost Model, respectively:

In-kind and cash contributions, like other costs to the sponsored project, must be eligible and must be treated in a consistent and uniform manner in proposal preparation and in financial reporting.

Cash contributions

Cash contributions are actual cash transactions that can be documented in the accounting system. Examples of cash contributions include:

allocation of compensated faculty and staff time to projects, or
the purchasing of equipment by the university or other eligible sponsor for the benefit of the project.

In-kind contributions

In-kind contributions are both non-monetary or cash equivalent resources that can be given a cash value, such as goods and/or services in support of a research project or proposal. It is challenging to report on in-kind contribution, please make sure the numbers you use are well supported, consistent and easy to quantitate.

Examples of an in-kind contribution may include:

Access to unique database or information
Professional, analytical, and other donated services
Employee salaries including benefits for time allocated to the project
Study materials, technologies, or components
Patents and licenses for use
Use of facilities (e.g., lab or meeting spaces)
Partner organization time spent participating in the project
Eligible infrastructure items

Matching on sponsored projects

Some sponsored projects require the university and/or a third party to contribute a portion of the project costs–this contribution is known as matching.

Matching requirements may be in the form of an actual cash expenditure of funds or may be an “in-kind” match. For example:

A 1:1 match would require $100 of a third-party matching for every $100 received from an agency.
A 30% match would mean that of a total budget of $100, the agency would provide $70 and a third party would need to match $30.

Examples of agency programs that include some form of matching from a third party are:

NSERC Collaborative Research and Development Grants
NSERC Idea to Innovation Grants
SSHRC Partnership Grants
CIHR Industry Partnered Collaborative Research Program, and
CIHR Proof of Principle Grants

Additional resources

Current salary and benefit rates for graduate students and postdocs/research associates
SFU Business and Travel Expense Policy
Animal care services

7 Tips to Draft a Compelling Budget for Grant Proposal

While financial support is crucial for conducting research, acquiring funds for your research is a challenging task and so is planning the budget for grant proposal !

The key requisites of a successful grant proposal are:

Uniqueness of the research problem
Best possible plan for solving the problem
Appropriate budget planning

In an attempt to grab the attention of funders, researchers strive to submit innovative research proposals and often overlook other elements when creating a successful grant proposal. One such neglected section is the budget for grant proposals . It is important for funders to know how finances are being utilized. Therefore, adequately estimating how much the project will cost and how the finances will be distributed can make all the difference. In simpler words, your grant proposal must explain your request in both textual and numeral forms.

It is often a challenge for budding researchers to present an estimated cost of their research. However, remember that the grant budget is not an organizational budget! Furthermore, in today’s age of stiff competition, even senior researchers will benefit from improving their budgeting skills. In this article, we will discuss ways on how to draft a compelling budget for grant proposal.

Why is the Budget Section Important for a Grant Proposal?

A grant budget is important to paint the financial picture of your research proposal to the funders. The budget for grant proposal provides the following:

Details of the possible expenditures for the proposed research project .
Reassurance to funders that the researchers have a realistic sense of the expenses to complete the work proposed.
List of other income sources for costs not covered in the grant proposal.
Guarantees an optimal use of the funds.
Makes practical implementation of the research project smoother.

What Constitutes a Budget for Grant Proposal?

An estimated budget quantifies the financial plan for possible expenses during the research project. The budget for grant proposals must demonstrate and serve a plan for funders on how the researcher/s will utilize the money for both operational aspects of the project and miscellaneous expenses associated with the research.

In order to stand out from other applicants, researchers can customize the budget for grant proposal as per the funding agencies’ guidelines. However, the major elements of the budget plan comprise two broad categories: Direct and Indirect Costs

Direct Costs

Direct costs are perhaps the most critical part of your budget section. These expenses are solely incurred for executing your research. It broadly includes expenses towards:

Personnel (payroll)
Consumables

Furthermore, direct costs are sub-categorized into the below two forms based on their occurrence during the research:

Recurring expenses
Non-recurring expenses

As human resources are required for the study, salaries with allowances must be budgeted as per funding agency guidelines. The human resources may include personnel such as site manager, research assistant, junior research fellow (JRF), senior research fellow (SRF), research associate, technician, or data entry operator, and attender.

Recurring expenses:

These expenses are variable and may keep on occurring throughout the study period. Consumables, chemicals, glassware, laboratory test charges , diagnostic kits, stationery, prints, photocopies, communication, postage, telephone charges, survey tools, questionnaires, publication charges, reprints, binding, etc. are some of the particulars in this category. Additionally, recurring expenses could also include allowances for patients/participants, food charges, and medical charges.

Non-recurring expenses:

These are expenses that are one-time in nature and do not recur at regular intervals throughout the research duration. Equipment or instruments along with its accessories, software programs, computers, printers, electronic accessories of existing instruments in your lab, etc. are some of the particulars covered under non-recurring expenses.

Traveling expenses:

Travelling expenses can be used for attending meetings, conferences, workshops, and training programs relevant to your research study. Some funding agencies allow both foreign and domestic travel, whereas, some do not. You can mention traveling expenses for collection of data, survey, and visit to other centers in a multi-centric study in this sub-section.

The detailed budget for grant proposal should be clear, well organized and easy to understand. Below is an example for grant proposal. The costs described below are direct costs:

Indirect Costs

These do not directly attribute to specific expenses of a research, but rather act as an accomplice to run a project. These are also termed as overhead charges. Particulars such as electricity bill, water, library membership, accommodation charges, administrative charges, etc. are included in indirect costs. Generally, about 5–15% of the total budget is provisioned as overhead charges, which is credited to the institution directly. However, this range may vary as per the funding agency.

Tips to Draft a Compelling Budget for Grant Proposal

So when does your budget planning begin? It’s usually when you have your research question and a suitable study design ready!

Here are seven top tips to follow whilst drafting a compelling budget for grant proposal :

Focus on Uniqueness of Study Essentials

Study design, testing procedures, sample collection methods, and research settings are the essential factors that need to be focused on to resolve the research problem. The uniqueness and complexity of these essentials increases the chances of being incorporated in the budget.

Follow Funding Agency Guidelines

You must abide by the budget rules and limitations provided by your potential funder and draft the budget accordingly. Scrutinize each instruction and do not deviate from its actual meaning. Most importantly, stick to the list of requisites provided by the funding agencies.

Categorization of Each Item

Breakup all particulars with their costs under related categories as mentioned earlier. Furthermore, follow an item-wise and year-wise tabulation method to present your budget.

Value for Money

Funders like to see that the investigators are valuing the finances provided and not splurging on irrelevant particulars. For instance, you must mention if you can redirect resources such as equipment or instruments that are already available from your previous study and can be used in your present study.

Include Expenses and Revenue

While you are seeking for funds , the funder is interested in investing in projects that bring other resources to the table. Owing to this, your budget section must include two sections:

Inclusion of expenses is obviously the major part of the budget section. Likewise, mentioning revenue in this case means other sources that will pay for your research.

You’d wonder—why do the potential funders care about where the other money is coming from? Well, it is to instill trust in the funders. Acquiring some or most of the needed funds gives credibility to your research and ensures the funder that organizations are willing to invest in non-profit research.

Do Not Over-Estimate Your Budget

It is critical to base your budgeted expenses on the true costs of your project requisites. But pulling numbers out of thin air will lead to confusion and tally errors. Make sure that you find the cost of all particulars from trusted sources and quote them accurately in your budget. Avoid over-estimating your budget, as it may repel the funder. As you know, “something is better than nothing”! So stick to the narrative of your research and align the budget of grant proposal to it. Subsequently, it is important to keep in mind that a very low budget will raise eyebrows to suspicion. Thus, make sure what you request for is reasonable.

Tracking Expenses

Describe your methodology to track the expenses throughout the project. You must mention how you plan to effectively manage your expenses and review them. Additionally, give references of some tools that you will be using to manage your finances.

Have you been facing challenges in drafting the budget for grant proposal ? What did you do to improve your budgeting skills? Try these tips while drafting the next budget for your grant proposal and let us know how it works out for you and your colleagues.

Hi , can i please get a template? for research grant

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Drafting a budget

How to prepare a convincing budget

A well-constructed budget justification is an important part of a grant proposal and should be drafted with the same care and accuracy as the work programme. You should apply neither for too much nor for too little money. Instead, the funds you apply for should reflect the needs of the project. We describe the most important rules for drafting a budget and provide examples on the following pages.

"Grundausstattung" (core funding and basic infrastructure)

Many funding organisations do not cover expenses for what is considered "Grundausstattung" . This usually includes:

office and lab space
general infrastructure like furniture, telephone, tools etc.
office supplies, postage
maintenance costs, including electricity, water, repairs etc.
equipment that is considered standard for a given discipline, including computers and software.

Please contact you department early to discuss what kind of infrastructure and office space will be available to you. It might be useful to declare infrastructure that is provided by the university as a co-payment which the university contributes to the project.

If a funding body does not provide a guideline for how salaries should be calculated, we suggest that you refer to the DFG's Personnel Rates . These are updated annually and provide good orientation for calculating salaries. Doctoral students who are employed according to the "Tarifvertrag der Länder" usually receive an appointment depending on their discipline and the DFG's suggestions, which can be found (in German) on this website .

In the budget, you should describe who will be working on a given task. You should also explain what level of expertise and experience a task requires, i.e. why a specific task requires a postdoctoral researchers while another task can be worked on by a doctoral student. If you already know who you want to employ in your project, it is advisable to describe why he or she is best qualified to work on your project or a specific task.

Staff costs in proposals submitted to the federal government

Budgets for proposals to the federal government will need to include a tailor-made calculation for staff costs. The Research Support team is happy to make this calculation for you. Please contact us!

Equipment and consumables

You may usually apply for equipment and consumables that are needed for a project. Try to give examples for the requested items instead of applying for unspecified "consumables for experiments", and explain the requested funds in as much detail as possible.

Travel Costs

With effect of 1 January 2022 new legislation to calculate travel costs came into force in Baden-Württemberg. HR have summarised the most important changes for you in this document (available in German only).

To calculate travel costs, we suggest that you try to make a realistic estimation of how much a trip will cost. You may furthermore refer to the following sums:

For domestic travel : 24 Euro daily allowance + 95 Euro for accomodation per night
For travel abroad , lump sums published in the " Allgemeinen Verwaltungsvorschrift des Bundes über die Neufestsetzung der Auslandstage- und Übernachtungsgelder " ( ARVVwV , General administrative provision on the new stipulation of foreign per diem and travel allowances) apply.
Travel costs within Germany may be calculated on the basis of a 2nd class train ticket. For flights, use a travel website to estimate what a flight will cost approximately.
Include other costs , like conference fees or public transport also as part of your travel costs.

Make sure that you justify the need for your travels. Ideally, each trip is included in the work plan.

Workshops, conferences or summer schools can be part of a research project or stand on their own. It is possible to apply for funding for both cases. It is usually possible to apply for funds to cover the following:

travel costs and accomodation for participants
staff costs, usually for student assistants, to help prepare an event
consumables, such as costs for printing.

Honoraria, food and social events are often excluded from funding. You will need to find other sources to coves these costs. It is sometimes possible to find a sponsor; alternatively, asking for a small fee from the participants can help to cover costs.

The Event and Conference Management team can help you organise an event; the Research Support team can help you find funding for it.

Conducting an experiment

To conduct an experiment, you recruit 90 people and 15 people as substitutes. For 30 minutes, 5 eurosare paid; the substitutes receive a lump sum of 5 euros.

90 x 30 minutes interview

45 x 30 minutes control interview

Total: 750 euros 90 x € 5 + 45 x € 5 + 15 x € 5

Consumables

The costs for lab equipment and consumables for tasks in the work packages 2 and 3 are the following:

ca. 50 l liquid X (price per liter: 5 euros) = 250 euros

ca. 300 test glasses Y (price per item: 0.50 euros) = 150 euros

annual costs: 400 euros

Total for three years:

3 x 400 euros = 1,200 euros

Calculating depreciation costs

You need a specific kind of gadget for your research project. It costs 150,000 euros. The depreciation period is thirteen years. The project runs for five years. You may apply for the costs that occur during the project lifetime.

150,000 euros : 13 years x 5 years project duration: 57,692.31 euros

Sum that you apply for as part of your budget: 57,692 euros

Justification for travel costs

For each trip, you should provide:

- the purpose of the trip (conference, research, etc).

- destination

- number of people traveling

- duration of stay

- (estimated) costs for train or flight

- per diem rate and accomodation costs

- other costs

- total per trip and person

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SOC W 505/506 Foundations of Social Welfare Research

What is a Research Proposal?
Qualitative Research
Quantitative Research
General Research Methods
IRB's and Research Ethics
Data Management and Analysis

Information on Writing a Research Proposal

From the Sage Encyclopedia of Educational Research, Measurement and Evaluation:

Research proposals are written to propose a research project and oftentimes request funding, or sponsorship, for that research. The research proposal is used to assess the originality and quality of ideas and the feasibility of a proposed project. The goal of the research proposal is to convince others that the investigator has (a) an important idea; (b) the skills, knowledge, and resources to carry out the project; and (c) a plan to implement the project on time and within budget. This entry discusses the process of developing a research proposal and the elements of an effective proposal.

For a graduate student, a research proposal may be required to begin the dissertation process. This serves to communicate the research focus to others, such as members of the student’s dissertation committee. It also indicates the investigator’s plan of action, including a level of thoroughness and sufficient detail to replicate the study. The research proposal could also be considered as a contract, once members of the committee agree to the execution of the project.

Requirements may include: an abstract, introduction, literature review, method section, and conclusion. A research proposal has to clearly and concisely identify the proposed research and its importance. The background literature should support the need for the research and the potential impact of the findings.

The method section proposes a comprehensive explanation of the research design, including subjects, timeline, and data analysis. Research questions should be identified as well as measurement instruments and methods to answer the research questions. Proposals for research involving human subjects identify how the investigators will protect participants throughout their research project.

Proposals often require engaging in an external review either by an external evaluator or advisory board consisting of expert consultants in the field. References are included to provide documentation about the supporting literature identified in the proposal. Appendixes and supplemental materials may also be included, following the sponsoring organization’s guidelines. As a general rule, educational research proposals follow the American Psychological Association formatting guidelines and publishing standards. If funding is being requested, it is important for the proposal to identify how the research will benefit the sponsoring organization and its constituents.

The success of a research proposal depends on both the quality of the project and its presentation. A proposal may have specific goals, but if they are neither realistic nor desirable, the probability of obtaining funding is reduced. Similar to manuscripts being considered for journal articles, reviewers evaluate each research proposal to identify strengths and criticisms based on a general framework and scoring rubric determined by the sponsoring organization. Research proposals that meet the scoring criteria are considered for funding opportunities. If a proposal does not meet the scoring criteria, revisions may be necessary before resubmitting the proposal to the same or a different sponsoring organization.

Common mistakes and pitfalls can often be avoided in research proposal writing through awareness and careful planning. In an effective research proposal, the research idea is clearly stated as a problem and there is an explanation of how the proposed research addresses a demonstrable gap in the current literature. In addition, an effective proposal is well structured, frames the research question(s) within sufficient context supported by the literature, and has a timeline that is appropriate to address the focus and scope of the research project. All requirements of the sponsoring organization, including required project elements and document formatting, need to be met within the research proposal. Finally, an effective proposal is engaging and demonstrates the researcher’s passion and commitment to the research addressed.

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Proposals (applications) normally include a detailed breakdown of the financial support being requested from a sponsor. A proposal budget is a best estimate of the costs requested to complete a project. Budgets should be prepared with as much detail as possible.

Projects costs are usually broken down into direct and indirect cost categories. Direct costs are those that can be directly attributable to a specific project. Indirect costs are those costs incurred by an institution for facilities and administration of sponsored projects that can not be directly attributable to a specific project. Both are real costs that must be included in a budget.

F & A Rates

Budgets for applications to federal agencies must reflect the appropriate rates as established in the negotiated F & A Rate Agreement . Applications to non-federal entities should reflect appropriate rate.

Budget justification

Written explanations for the inclusion of items such as equipment purchases, travel, and subawards are normally required along with a formatted budget. Budget Justification pages should be as specific as possible. Specific products and potential vendors should be identified whenever possible.

Multi-year projects

Unless otherwise indicated in an agency’s guidelines, a proposal for a project that is expected to be funded for more than one year should include an itemized budget for each year. One should employ the same format for each year and prepare a cumulative summary budget for the entire proposed project period. The summary page should be in the same format as the annual budget, with all the costs combined. Note that PHS does not require an itemized budget for each year.

Make sure to indicate the dates covered by each budget year at the top of each budget page.

How To Write A Research Proposal – Step-by-Step [Template]

Table of Contents

How To Write a Research Proposal

Writing a Research proposal involves several steps to ensure a well-structured and comprehensive document. Here is an explanation of each step:

1. Title and Abstract

Choose a concise and descriptive title that reflects the essence of your research.
Write an abstract summarizing your research question, objectives, methodology, and expected outcomes. It should provide a brief overview of your proposal.

2. Introduction:

Provide an introduction to your research topic, highlighting its significance and relevance.
Clearly state the research problem or question you aim to address.
Discuss the background and context of the study, including previous research in the field.

3. Research Objectives

Outline the specific objectives or aims of your research. These objectives should be clear, achievable, and aligned with the research problem.

4. Literature Review:

Conduct a comprehensive review of relevant literature and studies related to your research topic.
Summarize key findings, identify gaps, and highlight how your research will contribute to the existing knowledge.

5. Methodology:

Describe the research design and methodology you plan to employ to address your research objectives.
Explain the data collection methods, instruments, and analysis techniques you will use.
Justify why the chosen methods are appropriate and suitable for your research.

6. Timeline:

Create a timeline or schedule that outlines the major milestones and activities of your research project.
Break down the research process into smaller tasks and estimate the time required for each task.

7. Resources:

Identify the resources needed for your research, such as access to specific databases, equipment, or funding.
Explain how you will acquire or utilize these resources to carry out your research effectively.

8. Ethical Considerations:

Discuss any ethical issues that may arise during your research and explain how you plan to address them.
If your research involves human subjects, explain how you will ensure their informed consent and privacy.

9. Expected Outcomes and Significance:

Clearly state the expected outcomes or results of your research.
Highlight the potential impact and significance of your research in advancing knowledge or addressing practical issues.

10. References:

Provide a list of all the references cited in your proposal, following a consistent citation style (e.g., APA, MLA).

11. Appendices:

Include any additional supporting materials, such as survey questionnaires, interview guides, or data analysis plans.

Research Proposal Format

The format of a research proposal may vary depending on the specific requirements of the institution or funding agency. However, the following is a commonly used format for a research proposal:

1. Title Page:

Include the title of your research proposal, your name, your affiliation or institution, and the date.

2. Abstract:

Provide a brief summary of your research proposal, highlighting the research problem, objectives, methodology, and expected outcomes.

3. Introduction:

Introduce the research topic and provide background information.
State the research problem or question you aim to address.
Explain the significance and relevance of the research.
Review relevant literature and studies related to your research topic.
Summarize key findings and identify gaps in the existing knowledge.
Explain how your research will contribute to filling those gaps.

5. Research Objectives:

Clearly state the specific objectives or aims of your research.
Ensure that the objectives are clear, focused, and aligned with the research problem.

6. Methodology:

Describe the research design and methodology you plan to use.
Explain the data collection methods, instruments, and analysis techniques.
Justify why the chosen methods are appropriate for your research.

7. Timeline:

8. Resources:

Explain how you will acquire or utilize these resources effectively.

9. Ethical Considerations:

If applicable, explain how you will ensure informed consent and protect the privacy of research participants.

10. Expected Outcomes and Significance:

11. References:

12. Appendices:

Research Proposal Template

Here’s a template for a research proposal:

1. Introduction:

2. Literature Review:

3. Research Objectives:

4. Methodology:

5. Timeline:

6. Resources:

7. Ethical Considerations:

8. Expected Outcomes and Significance:

9. References:

10. Appendices:

Research Proposal Sample

Title: The Impact of Online Education on Student Learning Outcomes: A Comparative Study

1. Introduction

Online education has gained significant prominence in recent years, especially due to the COVID-19 pandemic. This research proposal aims to investigate the impact of online education on student learning outcomes by comparing them with traditional face-to-face instruction. The study will explore various aspects of online education, such as instructional methods, student engagement, and academic performance, to provide insights into the effectiveness of online learning.

2. Objectives

The main objectives of this research are as follows:

To compare student learning outcomes between online and traditional face-to-face education.
To examine the factors influencing student engagement in online learning environments.
To assess the effectiveness of different instructional methods employed in online education.
To identify challenges and opportunities associated with online education and suggest recommendations for improvement.

3. Methodology

3.1 Study Design

This research will utilize a mixed-methods approach to gather both quantitative and qualitative data. The study will include the following components:

3.2 Participants

The research will involve undergraduate students from two universities, one offering online education and the other providing face-to-face instruction. A total of 500 students (250 from each university) will be selected randomly to participate in the study.

3.3 Data Collection

The research will employ the following data collection methods:

Quantitative: Pre- and post-assessments will be conducted to measure students’ learning outcomes. Data on student demographics and academic performance will also be collected from university records.
Qualitative: Focus group discussions and individual interviews will be conducted with students to gather their perceptions and experiences regarding online education.

3.4 Data Analysis

Quantitative data will be analyzed using statistical software, employing descriptive statistics, t-tests, and regression analysis. Qualitative data will be transcribed, coded, and analyzed thematically to identify recurring patterns and themes.

4. Ethical Considerations

The study will adhere to ethical guidelines, ensuring the privacy and confidentiality of participants. Informed consent will be obtained, and participants will have the right to withdraw from the study at any time.

5. Significance and Expected Outcomes

This research will contribute to the existing literature by providing empirical evidence on the impact of online education on student learning outcomes. The findings will help educational institutions and policymakers make informed decisions about incorporating online learning methods and improving the quality of online education. Moreover, the study will identify potential challenges and opportunities related to online education and offer recommendations for enhancing student engagement and overall learning outcomes.

6. Timeline

The proposed research will be conducted over a period of 12 months, including data collection, analysis, and report writing.

The estimated budget for this research includes expenses related to data collection, software licenses, participant compensation, and research assistance. A detailed budget breakdown will be provided in the final research plan.

8. Conclusion

This research proposal aims to investigate the impact of online education on student learning outcomes through a comparative study with traditional face-to-face instruction. By exploring various dimensions of online education, this research will provide valuable insights into the effectiveness and challenges associated with online learning. The findings will contribute to the ongoing discourse on educational practices and help shape future strategies for maximizing student learning outcomes in online education settings.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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Budgeting, Cost Principles and Tools

Cost principles and guidance.

Project budgets should include all costs required to accomplish the objectives in the proposal or agreement. These costs are categorized as either direct or indirect costs.

All direct costs charged to sponsored projects awarded to The University of Texas must be allowable, allocable, necessary and reasonable for carrying out the objectives of the sponsored project as defined in Uniform Guidance (2 CFR 200). To be consistent in managing direct costs, the University extends these requirements to both federal and nonfederal sponsors.

For details on direct costs, see the Code of Federal Regulations ( 200.413 ), which are also detailed in the University (HOP).

All costs charged to a sponsored project must be allowable, reasonable and allocable ( 2 CFR 200 Subpart E—Cost Principles ).

Allowable: A direct cost is allowable when it is necessary for the project and meets the criteria for reasonable and allocable costs outlined here in 200.403 .

Reasonable: A direct cost is reasonable when it does not exceed that which would be incurred by a prudent person, as defined in 200.404 .

Allocable: A cost is allocable to a particular award if the relative benefit of the goods or services can be assigned to that award. The cost must be incurred specifically for the award, and be charged to the award proportionally to the benefit the award received, as outlined in 200.405 .

For additional details, please see Select Items of Cost Guide (PDF) .

Facilities and Administrative (F&A) costs are costs incurred for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefited. These costs include building depreciation, equipment and capital improvement, utilities, custodial services, general administration, research administration, the libraries, accounting and purchasing. ( 200.414 ).

The University’s F&A rates are determined by an agreement with the federal government in accordance with the federal  Uniform Guidance . See the current  Cost Rate Agreement .

Organized Research – On-Campus Organized Research means all research and development activities that are separately budgeted and accounted for, including sponsored and University research activities and research training activities.

58.5% (MTDC) (14.5% ARL)

Instruction – On-Campus Instruction means the institution’s teaching and training activities (other than research training) whether offered for credit toward a degree or certificate or on a non-credit basis, and whether offered through regular academic departments or separate divisions, such as a summer school division or an extension division.

Other Sponsored Activities – On-Campus Other Sponsored Activities means programs and projects financed by federal and non-federal agencies and organizations which involve the performance of work other than instruction and organized research. Examples of such programs and projects are health service projects and community service programs, as well as symposia and conferences that do not meet the definition of  Instruction .

Off-Campus This rate is used when the project will take place off campus for at least 90 consecutive days  and  one of the following criteria is met:

The combined proposed effort of all involved UT personnel working off-campus is greater than the combined proposed effort of all involved UT personnel working on-campus. This includes unpaid contributed effort.
The budget includes leasing or renting an off-site facility as a direct cost, and the personnel paid from the grant and any equipment are located at that facility.
The total direct costs incurred off-campus exceeds the total direct costs incurred on-campus.

You must have OSP approval prior to using the off-campus rate. Requests to use the off-campus rate are due to OSP at least seven (7) business days before the proposal deadline.

The University of Texas at Austin will honor published (e.g. foundations or non-profits) or statutory (e.g. USDA, US Dept. of Education) limitations on recovery of indirect costs. The University also accepts the following rates from these prime sponsors without additional documentation:

Texas, Austin and Travis County Funding (excluding federal flow through) activities are 15% (TDC)
Non profit foundations without published rates are 15% (TDC)
Clinical Trials for Industry (excluding federal flow through) are 38% (TDC)

All other exceptions to these F&A rates require a waiver, which is approved by the Vice President for Research, Scholarship and Creative Endeavors.

Waiver and reduction requests are submitted to OVPR through the Associate Dean for Research (ADR) or equivalent in the PI’s college or unit. Requests should include:

Detailed budget
Explanation for the request
Approval by the ADR
Draft commitment letter prepared for signature by OVPR if required by the sponsor

Requests for IDC adjustments must be routed by the ADR to OVPR for final review and approval at least 7 business days prior to the proposal submission deadline.

Please note:

OVPR does not judge the relative merit of submitted proposals; therefore, it will not waive or reduce F&A to make proposals more competitive.
OVPR does not grant F&A waivers or reductions for the sake of stretching a proposal’s budget; therefore, OVPR will not waive or reduce F&A to help a budget fit into an agency cost cap.

Subrecipients to The University of Texas at Austin should use the federally negotiated F&A agreements in effect at their institutions unless a published or statutory limitation from the prime sponsor applies. When no approved cost rate agreement exists and there is no sponsor-published policy, the University will accept the following F&A rates from these prime sponsors:

National Institutes of Health (NIH) subawards for foreign institutions of international organizations ( GPS 16.6 ;  45 CFR 75.414(c)(1)(i) ) are accepted at 8% (MTDC).
National Institutes of Health (NIH) subawards for for-profit entities WITHOUT an established cost rate agreement (excluding SBIR/STTR) ( GPS 7.4 ;  45 CFR 75.414(c)(1)(ii) ) are not allowed. For-profit entities WITH a negotiated rate agreement should use their negotiated rates.
Any federal sponsor with a subaward for a non-federal entity (never having received a negotiated indirect cost rate) ( 2 CFR 200.414(f) ), will accept 10% (MTDC) de minimus.

Please note, the University does not negotiate indirect cost rates for subrecipients.

Base: The F&A rate is applied to a base of direct costs in order to determine the F&A Cost. The base can be calculated in one of the following ways:

Total Direct Costs (TDC)  =  TDC  means all direct costs included in the project budget. There are no exclusion or modifiers.
Modified Total Direct Costs (MTDC)  =  MTDC  means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs ( §200.1 ).

See the F&A Rate Decision Guide (PDF) for more information.

Participant Support vs. Participant Incentive

Per Uniform Guidance  2 CFR 200.1 , Participant Support is a direct cost for items such as stipends or subsistence allowances, travel allowances and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conference, or training projects. Participant Support Costs are exempt from F&A when using UT’s negotiated F&A rate.

Uniform Guidance  2 CFR 200.308(c)(5)  requires prior sponsor approval to transfer funds budgeted for participant support costs to other budget categories.

Participant Incentives are low value payments or items given to individuals to encourage them to participate in research. In order to be an incentive, the value of a payment or item must be minimal and should be provided to all participants in the research projects.

Paying individuals in exchange for their participation is a common and, in general, acceptable practice. Payment to individuals for their participation in studies is not considered a benefit and is not taken into account when IRB weighs the risks and benefits of the research. Payments can include compensation, gift certificates to participate in a survey, or petty cash “gifts” to encourage rural interviews.

UT Austin allows for use of  Tango Card  to compensate research participants. Tango Card is an online gift card service that enables researchers to allocate research compensation remotely.

Participant Incentives are part of the MTDC Base, and F&A should be calculated for funds budgeted in this expense category.

Any prior approval requirements to rebudget this expense category will be detailed in the sponsored award document.

Cost Sharing

Cost sharing is a commitment made by an institution to fund a portion of the total cost of a sponsored agreement. Find information on UT Austin’s cost sharing policies and procedures for reporting.

Fringe Rates and Guidelines

The term “fringe benefits” refers to non-wage expenses paid by an employer on behalf of their employees. These expenses include insurance premium sharing, employer matching, Social Security (OASI) and Medicare, Teacher Retirement System (TRS) and Optional Retirement Program (ORP) matching, as well as assessments for Unemployment Compensation Insurance (UCI), Workers’ Compensation Insurance (WCI), vacation and sick leave.

Fringe Rates

Fringe benefits are a direct cost to a sponsored project ( §200.431 ). They are budgeted as a percentage of the salaries and wages and shown as a separate entry in the budget. Fringe is charged on all payroll transactions processed in Workday (See a detailed list ).

The University’s fringe rates are negotiated with its cognizant agency (DHHS) and are part of the University’s  F&A Cost Rate Agreement .

The actual fringe benefit rate will be charged to the project when the expense is incurred, regardless of what rate is budgeted in the proposal. It may be necessary to rebudget during the project period to pay for actual fringe benefit costs.

Additional fringe benefit rate information can be found at UT Austin Payroll .

Projections for Planning Purposes

Fringe mitigation.

The transition to pooled fringe rates in FY19 may impact existing sponsored projects or previously submitted proposals. To mitigate grant/contract accounts (26- accounts) whose proposals were submitted prior to August 10, 2018 with fringe budgeted at less than the new rates, see Fringe Overdrafts Guidance .

Budget Revisions Requests

The transition to pooled fringes may impact existing awards. To that end, Post-Award will be enforcing fringe requirements on budget transfers in line with expected needs to support the new pooled fringe rates.

A budget transfer represents a deviation from the originally planned project and budget. The budget transfer may be sponsor-approved or allowed, but in either case the transfer composition of salary and fringe will need to meet the ongoing budget needs under pooled fringes.

This means, all budget transfers will need to carry a fringe-to-salary ratio of 30% (the percentage ratio may be updated annually dependent on the negotiated rate).

A budget transfer may increase or decrease only salary, only fringe or both. For questions, see Salary Cap Guidance .

To initiate a budget transfer, log into the Financial Resources Management System (FRMS) and Select the Transfers tab.

Person Months Calculator

A “person month” is the metric for expressing the effort (amount of time) personnel devote to a specific project. The effort is based on the type of appointment of the individual (Calendar, Academic or Summer).

Download UT’s Person Month Calculator Template

OSP Constituency List

UT’s Proposal Budget Template Download a five-year budget template to map out proposed project costs by category.

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Project planning |
Budget proposal templates: 5 steps to s ...

Budget proposal templates: 5 steps to secure funding

A budget proposal summarizes the estimated costs for an upcoming project in order to secure funding from project stakeholders. You can also use budget proposals on the company or campaign level. Learn how to create a detailed budget proposal using our free template.

When you have an idea for a new project, you’ll need the right people on board to bring it to life. While your team members can create the deliverables, projects often can’t move forward without funding—which requires approval.

In this article, we’ll cover how to create a detailed budget proposal. A strong project budget proposal can be the deciding factor in whether your project initiative becomes a reality or needs to go back to the drawing board. Then, use our free template to get started.

What is a budget proposal?

A budget proposal summarizes the estimated costs for an upcoming project in order to secure funding from project stakeholders. Your budget proposal breaks down the cost elements associated with your project. This shows stakeholders the benefits and/or drawbacks of getting involved.

The costs you include in your budget proposal will likely fall into four categories:

Direct costs: Direct costs are expenses directly related to the project in question. These can include labor costs, team member hours, software, and the cost of specific project activities.

Indirect costs: Indirect costs don’t relate directly to the project in question. These items may help you run your project, but they may also help run the entire company. Indirect costs are typically expenses like utilities, insurance, IT services, and server fees.

Equipment and materials: The equipment and materials section is actually a sub-category of direct costs because these are physical items you’ll need specifically for the project in question. However, because these items are unique in nature, they get their own section in the budget proposal.

Travel and other expenses: A project may require travel expenses if clients or customers are involved. Other expenses may include training, taxes, and other unexpected or variable fees.

In this article, we cover how to draft a budget proposal for a project. However, you can also use budget proposals at the company or campaign level.

What are the benefits of using a budget proposal?

A budget proposal breaks down the expenses you’ll incur during project execution. A clear budget proposal can help your team and others involved in the following ways:

Creates financial transparency: A budget proposal offers transparency by making finances an open topic of conversation as soon as you develop a project idea. Project transparency increases team productivity because it shows team members how their work connects to the larger picture. In a similar fashion, seeing the project budget connects stakeholders to the internal work process.

Shows project value and impact: Budget proposals are a great way to give your stakeholders an idea of how the project will provide value for your organization and to the outside world. By showing what you’re spending money on—and why spending money on a particular project or initiative matters—you’re implicitly presenting the validity of your project ideas.

Displays cost efficiency: A budget proposal is a chance for you to do research and choose materials, vendors, or other services that may fit your product and target market. By breaking down the costs in each area, you can prove the cost efficiency of your project.

Helps forecast profits: If your project involves the creation of a product or service, a budget proposal can help you share your sales forecast . You’ll need to know what you plan to spend on a project so you can determine your net earnings.

Provides opportunity for comparison: Once the budget proposal is complete, stakeholders can compare it to current and past projects to decide whether to move forward.

[inline illustration] benefits of using budget proposals (infographic)

While the purpose of a budget proposal is to receive funding or approval, you can also use your budget proposal as a budget plan for when the project becomes reality.

How to create a budget proposal template

Your budget proposal template is informative for stakeholders who may fund the project, but it’s also helpful for your internal team. When you get to the project planning stage, you can use your budget proposal for things like team utilization rate and resource allocation .

[inline illustration] 5 steps for writing a project budget proposal (infographic)

1. Describe your project objectives

To introduce your project budget proposal, start with an overview of your project objectives . By explaining what your project is about and the goals you hope to achieve, you can provide context for your budget proposal. Without context, your potential stakeholders may have trouble understanding what—and why—you plan to spend in certain areas.

You may include a budget proposal within a larger project plan , but budget proposals can also stand alone. If a stakeholder solely has a financial stake in your project, then they may not want to read about detailed project timelines and workflows . However, they’ll need to understand the high-level purpose of the project to feel comfortable approving your project budget.

2. Summarize cost elements

After you briefly explain your project objectives, include a summary of cost elements. Your cost elements may include direct and indirect costs, equipment and materials, travel costs, and miscellaneous expenses.

This section is essentially a table of contents and lists the various types of costs you’ll break down. Every budget proposal should include a list of cost elements so stakeholders can preview the information they’re about to read.

Depending on the project type and industry you’re in, your cost elements can sway from the traditional categories. For example, SaaS companies may not need much in the way of physical equipment or materials, but they often spend money on things like online services, subscriptions, freelancers, and software. Alternatively, manufacturing companies often invest heavily in machinery and other long-term equipment. Summarize your cost elements based on your largest expense categories.

3. Break down costs

Once you’ve listed your cost elements at the category level, it’s time to break down your costs one by one. This is your chance to dig deeper into the details and give your stakeholder a clear picture of where you plan to spend it, and why these expenses are necessary.

For both direct and indirect costs, list the following details when breaking down your costs:

Cost type: List the type of cost included in each category. Cost types may include team wages, utilities, server fees, or specific project costs.

Amount: Explain what the expense costs at its most basic level. For example, you may have a team member working for $25 per hour. If you have team members with different hourly rates, put them on separate lines.

Hours: If any of your expenses occur hourly, list the number of hours associated with that cost. This may include the number of hours a team member will work on your project. This number could be anywhere from 40 hours to 1200 hours if you have multiple team members working on a project for an extended period.

Cost explanation: Provide additional detail for the cost in this section. For example, you can explain that you’ll have four team members working on the project—all paid at $25 per hour. Each team member will work 25 hours per week for 12 weeks, resulting in 1200 hours of work.

Total cost: Calculate the total cost of each expense across the entire project. For example, it will cost you $30,000 to pay all four team members for 1200 hours of work.

Equipment, travel, and miscellaneous expenses aren’t that different from your direct and indirect costs. But because these are more likely to be physical items, you can add areas for quantity and unit price versus hours. Explain each cost within your cost breakdown and provide singular and total costs for each item. This should give stakeholders a clear idea of your project budget .

4. Provide a cost summary

This section is a quick and simple look at all your expenses. Stakeholders need an itemized list of what you plan to spend money on, but they’ll also want a section of your budget proposal that clarifies total costs.

Some may also want to scan through the document and pull these numbers out quickly. This section makes your total budget clear for each cost element, as well as the total budget in its entirety.

5. Submit for approval

Once you’re confident in the budget items you’ve listed, it’s time to submit your budget proposal for approval. Add a signature area to the bottom of your document so stakeholders can sign off on the document once they’ve approved it.

Budget proposal template and example

In the budget proposal sample below, you’ll see how two team members organize expected project costs for an upcoming social media campaign.

This budget proposal lists direct and indirect costs associated with the campaign, including things like team wages and utilities.

[inline illustration] budget proposal (example)

This is only a preview of what their budget proposal may look like in its entirety. To create your own budget proposal, download a free template below.

Track and share your financial goals with Asana

A budget proposal is a great way to plan for an upcoming project. But to go further, you’ll need the right tools at your disposal. With work management software , you can create financial goals for projects and larger initiatives, and track them from initiation to completion.

As your projects expand and change, you can adjust your budget and share your data with others. Whether you’re managing expenses or running meetings, you can do it all with Asana .

Related resources

Unmanaged business goals don’t work. Here’s what does.

How Asana uses work management to drive product development

How Asana uses work management to streamline project intake processes

How Asana uses work management for smoother creative production

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Indian J Anaesth
v.60(9); 2016 Sep

How to write a research proposal?

Department of Anaesthesiology, Bangalore Medical College and Research Institute, Bengaluru, Karnataka, India

Devika Rani Duggappa

Writing the proposal of a research work in the present era is a challenging task due to the constantly evolving trends in the qualitative research design and the need to incorporate medical advances into the methodology. The proposal is a detailed plan or ‘blueprint’ for the intended study, and once it is completed, the research project should flow smoothly. Even today, many of the proposals at post-graduate evaluation committees and application proposals for funding are substandard. A search was conducted with keywords such as research proposal, writing proposal and qualitative using search engines, namely, PubMed and Google Scholar, and an attempt has been made to provide broad guidelines for writing a scientifically appropriate research proposal.

INTRODUCTION

A clean, well-thought-out proposal forms the backbone for the research itself and hence becomes the most important step in the process of conduct of research.[ 1 ] The objective of preparing a research proposal would be to obtain approvals from various committees including ethics committee [details under ‘Research methodology II’ section [ Table 1 ] in this issue of IJA) and to request for grants. However, there are very few universally accepted guidelines for preparation of a good quality research proposal. A search was performed with keywords such as research proposal, funding, qualitative and writing proposals using search engines, namely, PubMed, Google Scholar and Scopus.

Five ‘C’s while writing a literature review

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Object name is IJA-60-631-g001.jpg

BASIC REQUIREMENTS OF A RESEARCH PROPOSAL

A proposal needs to show how your work fits into what is already known about the topic and what new paradigm will it add to the literature, while specifying the question that the research will answer, establishing its significance, and the implications of the answer.[ 2 ] The proposal must be capable of convincing the evaluation committee about the credibility, achievability, practicality and reproducibility (repeatability) of the research design.[ 3 ] Four categories of audience with different expectations may be present in the evaluation committees, namely academic colleagues, policy-makers, practitioners and lay audiences who evaluate the research proposal. Tips for preparation of a good research proposal include; ‘be practical, be persuasive, make broader links, aim for crystal clarity and plan before you write’. A researcher must be balanced, with a realistic understanding of what can be achieved. Being persuasive implies that researcher must be able to convince other researchers, research funding agencies, educational institutions and supervisors that the research is worth getting approval. The aim of the researcher should be clearly stated in simple language that describes the research in a way that non-specialists can comprehend, without use of jargons. The proposal must not only demonstrate that it is based on an intelligent understanding of the existing literature but also show that the writer has thought about the time needed to conduct each stage of the research.[ 4 , 5 ]

CONTENTS OF A RESEARCH PROPOSAL

The contents or formats of a research proposal vary depending on the requirements of evaluation committee and are generally provided by the evaluation committee or the institution.

In general, a cover page should contain the (i) title of the proposal, (ii) name and affiliation of the researcher (principal investigator) and co-investigators, (iii) institutional affiliation (degree of the investigator and the name of institution where the study will be performed), details of contact such as phone numbers, E-mail id's and lines for signatures of investigators.

The main contents of the proposal may be presented under the following headings: (i) introduction, (ii) review of literature, (iii) aims and objectives, (iv) research design and methods, (v) ethical considerations, (vi) budget, (vii) appendices and (viii) citations.[ 4 ]

Introduction

It is also sometimes termed as ‘need for study’ or ‘abstract’. Introduction is an initial pitch of an idea; it sets the scene and puts the research in context.[ 6 ] The introduction should be designed to create interest in the reader about the topic and proposal. It should convey to the reader, what you want to do, what necessitates the study and your passion for the topic.[ 7 ] Some questions that can be used to assess the significance of the study are: (i) Who has an interest in the domain of inquiry? (ii) What do we already know about the topic? (iii) What has not been answered adequately in previous research and practice? (iv) How will this research add to knowledge, practice and policy in this area? Some of the evaluation committees, expect the last two questions, elaborated under a separate heading of ‘background and significance’.[ 8 ] Introduction should also contain the hypothesis behind the research design. If hypothesis cannot be constructed, the line of inquiry to be used in the research must be indicated.

Review of literature

It refers to all sources of scientific evidence pertaining to the topic in interest. In the present era of digitalisation and easy accessibility, there is an enormous amount of relevant data available, making it a challenge for the researcher to include all of it in his/her review.[ 9 ] It is crucial to structure this section intelligently so that the reader can grasp the argument related to your study in relation to that of other researchers, while still demonstrating to your readers that your work is original and innovative. It is preferable to summarise each article in a paragraph, highlighting the details pertinent to the topic of interest. The progression of review can move from the more general to the more focused studies, or a historical progression can be used to develop the story, without making it exhaustive.[ 1 ] Literature should include supporting data, disagreements and controversies. Five ‘C's may be kept in mind while writing a literature review[ 10 ] [ Table 1 ].

Aims and objectives

The research purpose (or goal or aim) gives a broad indication of what the researcher wishes to achieve in the research. The hypothesis to be tested can be the aim of the study. The objectives related to parameters or tools used to achieve the aim are generally categorised as primary and secondary objectives.

Research design and method

The objective here is to convince the reader that the overall research design and methods of analysis will correctly address the research problem and to impress upon the reader that the methodology/sources chosen are appropriate for the specific topic. It should be unmistakably tied to the specific aims of your study.

In this section, the methods and sources used to conduct the research must be discussed, including specific references to sites, databases, key texts or authors that will be indispensable to the project. There should be specific mention about the methodological approaches to be undertaken to gather information, about the techniques to be used to analyse it and about the tests of external validity to which researcher is committed.[ 10 , 11 ]

The components of this section include the following:[ 4 ]

Population and sample

Population refers to all the elements (individuals, objects or substances) that meet certain criteria for inclusion in a given universe,[ 12 ] and sample refers to subset of population which meets the inclusion criteria for enrolment into the study. The inclusion and exclusion criteria should be clearly defined. The details pertaining to sample size are discussed in the article “Sample size calculation: Basic priniciples” published in this issue of IJA.

Data collection

The researcher is expected to give a detailed account of the methodology adopted for collection of data, which include the time frame required for the research. The methodology should be tested for its validity and ensure that, in pursuit of achieving the results, the participant's life is not jeopardised. The author should anticipate and acknowledge any potential barrier and pitfall in carrying out the research design and explain plans to address them, thereby avoiding lacunae due to incomplete data collection. If the researcher is planning to acquire data through interviews or questionnaires, copy of the questions used for the same should be attached as an annexure with the proposal.

Rigor (soundness of the research)

This addresses the strength of the research with respect to its neutrality, consistency and applicability. Rigor must be reflected throughout the proposal.

It refers to the robustness of a research method against bias. The author should convey the measures taken to avoid bias, viz. blinding and randomisation, in an elaborate way, thus ensuring that the result obtained from the adopted method is purely as chance and not influenced by other confounding variables.

Consistency

Consistency considers whether the findings will be consistent if the inquiry was replicated with the same participants and in a similar context. This can be achieved by adopting standard and universally accepted methods and scales.

Applicability

Applicability refers to the degree to which the findings can be applied to different contexts and groups.[ 13 ]

Data analysis

This section deals with the reduction and reconstruction of data and its analysis including sample size calculation. The researcher is expected to explain the steps adopted for coding and sorting the data obtained. Various tests to be used to analyse the data for its robustness, significance should be clearly stated. Author should also mention the names of statistician and suitable software which will be used in due course of data analysis and their contribution to data analysis and sample calculation.[ 9 ]

Ethical considerations

Medical research introduces special moral and ethical problems that are not usually encountered by other researchers during data collection, and hence, the researcher should take special care in ensuring that ethical standards are met. Ethical considerations refer to the protection of the participants' rights (right to self-determination, right to privacy, right to autonomy and confidentiality, right to fair treatment and right to protection from discomfort and harm), obtaining informed consent and the institutional review process (ethical approval). The researcher needs to provide adequate information on each of these aspects.

Informed consent needs to be obtained from the participants (details discussed in further chapters), as well as the research site and the relevant authorities.

When the researcher prepares a research budget, he/she should predict and cost all aspects of the research and then add an additional allowance for unpredictable disasters, delays and rising costs. All items in the budget should be justified.

Appendices are documents that support the proposal and application. The appendices will be specific for each proposal but documents that are usually required include informed consent form, supporting documents, questionnaires, measurement tools and patient information of the study in layman's language.

As with any scholarly research paper, you must cite the sources you used in composing your proposal. Although the words ‘references and bibliography’ are different, they are used interchangeably. It refers to all references cited in the research proposal.

Successful, qualitative research proposals should communicate the researcher's knowledge of the field and method and convey the emergent nature of the qualitative design. The proposal should follow a discernible logic from the introduction to presentation of the appendices.

Financial support and sponsorship

Conflicts of interest.

There are no conflicts of interest.

The College

Research at brown grants.

Learn Beyond the Classroom
Undergraduate Research Funding

Undergraduate Teaching and Research Awards (UTRA)

UTRAs support Brown students collaborating with Brown faculty on research and teaching projects during the summer or the academic year.

Research at Brown (RAB) grants support student-initiated research projects and travel to present their research at conferences. Students may submit proposals for up to $500 of funding at any time. Applications are considered on a rolling basis.

Funding Cycle

The Research at Brown (RAB) program encourages students to continue working on research in an on-going way. Therefore, proposals that build on work previously supported through the RAB grant or an UTRA award will be considered for additional funding provided the "new" proposal meets the RAB selection and post-award criteria.

The RAB budget is divided into spring and fall allocations. When each semester’s allocations are spent, new applications cannot be considered until the next funding cycle. Students are therefore encouraged to submit proposals as early as possible. RAB applications are considered ready for review when both the student’s application and the faculty mentor’s letter of recommendation have been submitted.

We recommend that students submit their applications at least 4-6 weeks prior to when the funding is needed. This will allow adequate time for the payment to be processed and disbursed through the pay periods set by the Controller’s Office if the application is recommended for funding. Dean Oludurotimi Adetunji oversees the RAB Grant. Queries about the application can be directed to [email protected] .

Apply for an RAB grant

The application for fall will open on August 30, 2023.

RAB Selection and Post-award Criteria

The quality and clarity of the project description and faculty endorsement letter are vital to a successful RAB application. Proposals requesting travel funds must clearly describe the anticipated value that presenting a student paper at a conference contributes to the advancement of a research project. The potential impact of a project to the applicant’s academic development, as well as the feasibility of the project, is also considered during the review process.

Incomplete RAB applications will not be considered. We also ask that the student write a brief post-award reflective summary that addresses how the support from the RAB grant has shaped their academic progress at Brown.

Please note: only letters of recommendation from Brown faculty members can be accepted.

Materials needed for a research project that are not available to the student through laboratories or facilities at Brown. For example, students have needed supplies to conduct a specific experiment, but the laboratory in which they were working did not have the supplies and did not have a budget to purchase them.
Travel to a laboratory, observatory, or other research centers when materials or data are not available at Brown or through interlibrary loan.
Funding for materials related to a thesis, when the department does not have the materials or cannot pay for them.
Travel to conferences to present papers and/or posters. Travel expenses, registration fees, and limited per diem expenses may be reimbursed.

RAB funding is not available for the following:

Salary support for a student. (See UTRA for salary support for research.) Note: Students at Brown (as at most schools) cannot earn both course credit and wages or stipends for the same research hours.
Reimbursement for expenses already incurred. Support is only for research planned or in progress.
Purchase of computers, hard-drives, or servers.
Expensive travel and accommodations when less expensive options are available.
Purchase of expensive equipment items such as DV cameras, editors, and video projectors. If demand for such items exists, we will purchase one of each for students to share.

2025 Delta Research Awards: Proposal Solicitation

2025 Delta research awards over a picture of the San Joaquin Delta

IMPORTANT DATES

April 19, 2024 10:00AM PDT: RFP Informational Webinar (Optional)

May 14, 2024 5:00PM PDT: Letter of Intent due to eSeaGrant

June 14, 2024 10:00AM PDT: Proposal Preparation Webinar (Optional)

August 26, 2024 5:00PM PDT: Full proposals due to eSeaGrant

December 2024: Intent to Award issued

April 1, 2025: Expected project start date

Proposals will only be accepted from applicants whose Letters of Intent have been approved and who have received an invitation to submit a full proposal.

What's new about this Solicitation?
Where to Find Help
Award Information and Project Categories
Submittal Requirements
Eligibility Requirements
Solicitation Focus
Proposal Requirements
Proposal Review Procedure
Resources for Applicants

1. Background

The Delta Stewardship Council (Council) is pleased to announce the 2024 Delta Research Awards Proposal Solicitation. This proposal solicitation for Delta research projects (Solicitation) is funded by the Council, led by the Council’s Delta Science Program (DSP), and administered in partnership with the University of California San Diego, California Sea Grant (Sea Grant). The Solicitation will further the DSP’s legislatively mandated mission to:

… provide the best possible unbiased scientific information to inform water and environmental decision-making in the Delta … through funding research, synthesizing and communicating scientific information to policy-makers and decision-makers… -Delta Reform Act 2009, Water Code Section 85280(b)(4).

Through this Solicitation, the DSP seeks to identify and fund research that will promote an integrated understanding of the Sacramento-San Joaquin Delta and Suisun Marsh, particularly to support the science and natural resource management community’s ability to measure, anticipate, and plan for a rapidly changing climate. Proposals must advance one or more of the Science Actions in the 2022-2026 Science Action Agenda (SAA) . The SAA prioritizes science actions to fill gaps in knowledge and aligns them with management needs. For more information about the Solicitation focus and the SAA, see Section 8 .

Eligible entities that wish to submit a proposal must first submit a Letter of Intent by the deadline set forth in the Solicitation as a prerequisite to be considered for an invitation to submit a full proposal. Letters of Intent will be evaluated based on the requirements in Section 6.1 of the Solicitation and successful applicants will receive a notification to submit a proposal. All proposals will be evaluated by independent experts with the appropriate specialized knowledge, based on requirements and criteria in Sections 9 and 10 of the Solicitation. The Council will select proposals for final awards. Selected applicants will receive an “intent to award” letter and will be required to enter into a contract agreement (agreement) to be negotiated with Sea Grant. If additional funding is available from external partners, successful proposals may receive an “intent to award” letter from the Council and/or external funding partners such as the Bureau of Reclamation and State Water Contractors, as applicable. There is a total of approximately $6 million available for awards. Sea Grant will collaborate closely with the Council in administering the Solicitation as well as for external and expert review of submitted proposals, award agreements, and communication of funded work with key interested parties.

2. What's new about this solicitation?

There are separate award categories for large projects ($200,001 to $1,500,000) and small projects ($90,000 to $200,000). The category for small projects was added following public input on the 2021 Solicitation.
Projects must directly advance at least one science action from the 2022-2026 SAA.
In recognition of the importance of SAA actions related to the human dimensions of the Delta, projects with a substantial social science component will be eligible for additional points during the review process ( Section 10 ). Data from the 2023 Delta Residents Survey may be relevant to researchers (Section 11.2).
Letters of Intent will be assessed based on whether the proposed project aligns with science actions identified in the 2022-2026 Science Action Agenda, meets eligibility criteria, and falls within the geographic scope of the Delta (Section 6.1).
Large projects are required to have one or more Letter(s) of Support from a Delta community partner, resource manager, or decision-maker (Section 9.6).
All awards will be administered as formal agreements with Sea Grant. All collaborating entities will also be required to enter into sub-agreements with the primary applicant or may be required to enter into a separate agreement with Sea Grant.
For optional assistance identifying tribal and/or community partners, please submit a Partnership Survey response here by May 1, 2024: https://www.surveymonkey.com/r/N7X8S9F

3. Schedule

Table 1. Schedule in Pacific Daylight Time (PDT)

Schedule is subject to change. Updates will be sent to applicants who have submitted a Letter of Intent via the eSeaGrant online portal .

4. Where to Find Help

Please see this website for the most updated copy of the Solicitation , answers to questions, and other information about the Solicitation and proposal process. For important resources and links, reference Section 11 , Resources for Applicants.

For technical assistance and questions about the Solicitation, please contact [email protected].

Communications with Council or Sea Grant staff related to the Solicitation, other than as specified and allowed in the Solicitation, may disqualify a potential proposal from being considered. To ensure that your questions will be answered in a timely manner, we recommend sending questions relating to proposal preparation and submission prior to August 19, 2024.

Two optional virtual webinars will be held to provide technical assistance and other guidance for proposals (see Section 3 , Schedule). Additional virtual webinars and/or workshops may be held on topics relevant to this Solicitation. Applicants registered on eSeaGrant will be notified of workshop details. The information will also be posted on the Council’s events calendar web page . Workshops will be recorded, and the recordings will be made available on the Solicitation website.

5. Award Information and Project Categories

There is a total of approximately $6 million available for awards. Projects must directly advance at least one science action from the 2022-2026 SAA. Availability of funding is dependent upon State and Federal budget appropriations for the specified fiscal year and is subject to change. All awards selected by the Council will be administered as formal agreements with Sea Grant. In some cases, additional awards may be selected by, and administered as formal agreements with, external partners.

Project categories (dollar amount limits include all eligible costs including indirect costs):

Small Projects: Awards between $90,000 and $200,000
Large Projects: Awards between $200,001 and $1,500,000

The project duration may be up to a maximum of three years (36 months).

Applicants may submit more than one Letter of Intent and proposal (subject to receiving an invitation to submit a proposal), but a maximum of one proposal per individual lead Principal Investigator (PI) can be selected for an award. However, lead PIs may be listed as co-PIs on other awarded projects if the total combined effort of awarded projects is less than or equal to 100% of their time.

Budget Contingency Clause for State-Funded Contract Agreements

If the Budget Act of the current year and/or any subsequent years covered under the ensuing agreement does not appropriate sufficient funds for the program, the agreement shall be of no further force and effect. In this event, the Council will have no liability to pay any funds whatsoever or to furnish any other considerations under the agreement and the contractor shall not be obligated to perform any provisions of the agreement.

If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the Council will have the option to either: cancel the agreement with no liability occurring to the Council or offer an agreement amendment to the contractor to reflect the reduced amount. The contractor shall be reimbursed for any completed work or work in progress at the time of termination of an executed agreement if approved by the Council.

Recognition of Funding Source

Successful applicants must acknowledge funding from the Delta Stewardship Council and its Delta Science Program, and any partner organizations providing project funds, as specified in the agreement language, for any publication (including online webpages) of any material based on or developed under a project funded through this Solicitation. Support must also be orally acknowledged during all news media interviews, including radio, television, and news magazines.

6. Submittal Requirements

Letter of intent (loi).

Letters of Intent (LOI) are required and must be submitted by the deadline in Section 3 (Schedule) using eSeaGrant: http://eseagrant2.ucsd.edu/. If you have never used California Sea Grant's eSeaGrant portal before, you will need to register for an account. You can change the randomly-generated password once you log in successfully into the website. Contact [email protected] with any access issues related to eSeaGrant. NOTE: We advise not to wait until the last minute to submit your LOI; when eSeaGrant experiences high user traffic, you may experience page loading delays. It is the applicant’s responsibility to get all required materials submitted before the deadline, and the submission deadline will not be extended.

All interested applicants must submit a Letter of Intent (LOI), which contains a brief description of their project, using eSeaGrant by the deadline specified in the Solicitation (see Section 3, Schedule). For projects with multiple collaborating entities requesting funds, one lead PI should submit a single LOI on behalf of all collaborating entities. LOIs will be used to screen for eligibility and relevance to the Science Action Agenda, to enable the timely selection of reviewers, and to help avoid potential conflicts of interest in the review process. Interested applicants may submit more than one LOI, but an individual may only be the Primary Investigator for a single submitted project.

LOIs will be screened based on the requirements below. An invitation to submit a proposal will be issued to each applicant whose LOI passes the screening process. LOIs received after the deadline will not be considered.

If there are any proposed changes to the scope of the successful LOIs, applicants must notify California Sea Grant via [email protected] as soon as possible and no later than July 15th, 2024. Proposed changes may only include changes in the lead PI/institution or contact information, co-PI(s), budget, award type sought (large/small), geographic scope, and the approach including which SAAs will be addressed. Applicants will be notified by email no later than July 23rd, 2024 regarding whether the changes to their LOI are accepted, including an invitation to submit a proposal (if applicable) with the accepted revision(s).

LOIs will be assigned a pass/fail score based on their relevance to the science actions identified in the 2022-2026 Science Action Agenda ( Section 8 , Solicitation Focus), eligibility ( Section 7 , Eligibility Requirements), and whether they fall within the geographic scope of the Delta. Projects are not required to be physically located within the Delta; however, project activities must provide a demonstrable link(s) to the Delta. A link to the Delta could include hydrologic connection, tribal ancestral/spiritual connection, social/cultural connection, etc. The ‘Delta’ means the Sacramento-San Joaquin Delta as defined in Water Code Section 12220 and the Suisun Marsh as defined in Public Resources Code Section 29101 (Water Code Section 85058).

Applicants will be notified electronically in writing if their LOIs were or were not successful. Applicants with successful LOIs will receive an electronic invitation to submit a full proposal. Applicants that did not receive an invitation to submit will not be considered.

The page limit for the LOI is two (2) pages, Arial font size 12, single spacing, and standard margins, including header, footer, labeling, and address information. If the LOI exceeds two pages, only information in the first two pages will be considered.

LOIs must include the following information submitted through forms in eSeaGrant:

Name of lead PI, affiliation, and contact information (name of lead PI must not change from LOI to proposal submission).
Name of Co-PI(s) with affiliation(s), if applicable.
Title of project.
Indication of award type sought (Large Project or Small Project, see Section 5 , Award Information and Project Categories) and which SAA Science Action(s) will be addressed.
Geographic scope of the project.
Brief discussion of the topic and approach, including how the specified science action(s) will be addressed.
Approximate total budget and a list of all the collaborating entities who will receive funds as part of the award.

Project proposal

Proposals will only be accepted from applicants whose Letters of Intent have been approved and who have received an invitation to submit a full proposal. Applicants who do not receive an invitation to submit a proposal will not be considered.

All proposals must present clear hypotheses or cogent research questions that can be addressed using a scientifically-sound research design. Research may invoke disciplines within, for example, the biophysical sciences, social sciences, integrated social-ecological disciplines, traditional knowledge, and/or local place-based knowledge.

Proposals are encouraged to:

Include substantial roles for undergraduate, graduate, and/or postdoctoral students, particularly those from underrepresented groups and a diversity of lived experiences;
Have a plan for meaningful, early, and sustained engagement with community members or community organizations;
Be based on or thoughtfully and respectfully incorporate tribal, traditional, and/or local knowledges, as applicable.
Proposals must meet all the requirements in Section 9 (Proposal Requirements) and must be submitted by the deadline in Section 3 (Schedule) using eSeaGrant: http://eseagrant2.ucsd.edu/. If you have never used California Sea Grant's eSeaGrant portal before, you will need to register for an account. You can change the randomly-generated password once you log in successfully into the website. Contact [email protected] with any access issues related to eSeaGrant. NOTE: We advise not to wait until the last minute to submit your proposal; when eSeaGrant experiences high user traffic, you may experience page loading delays. It is the applicant’s responsibility to get all required materials submitted before the deadline, and the submission deadline will not be extended.

7. Eligibility Requirements

Eligible entities.

All entities will be required to fulfill the award conditions of the University Terms & Conditions (UTC-220) and all pass-through terms and conditions from the Council unless otherwise agreed upon by the parties.

Eligible entities for agreements are entities that are in good standing and eligible to do business in California, including but not limited to:

A California Native American Tribe;
A California State agency, State college, or State university, including an auxiliary organization of the California State University (CSU);
A State agency, State college, or State university from another state;
A local governmental entity, including those created as a Joint Powers Authority and local government entities from other states;
California community colleges including an auxiliary organization or foundation organized to support the Board of Governors of the California Community Colleges;
The Federal government including National Laboratories;
An auxiliary organization of the Student Aid Commission established under Education Code;
A corporation (both domestic and foreign), partnership, limited partnership, or limited liability company, or other such similar organization that meets the requirements for doing business in California, including tax-exempt organizations such as 501(c)(3) non-profit organizations;
A private independent business, including sole proprietors;
A domestic or foreign private college, university, or educational or research entity.

For proposals involving multiple entities, a single entity must be identified as the primary lead entity, and a single proposal describing the entire project must be submitted by that entity. The budgets of those participating entities must be clearly identified in the comprehensive project budget submitted by the lead entity and not exceed the total project budget.

Eligible activities include, but are not limited to:

Research and data collection, analysis, synthesis, management, and delivery;
Development of resource management tools and technologies;
Development of conceptual or quantitative models;
Production of peer-reviewed journal articles, conference presentations, and communications for the scientific/management community;
Science communication for broader audiences and/or community engagement;
Project management and coordination of a multidisciplinary team;
Institutional Review Board (IRB) review;
Document/report preparation.

Ineligible Activities

Funds shall not be expended to pay:

the design, construction, operation, mitigation, or maintenance of restoration projects or any Delta Plan covered actions , or
implementation activities (e.g., construction or improvement of a capital asset), or
land acquisition or easement purchase, or
information technology (IT) services (e.g., hardware, software, web services) as defined: https://www.dgs.ca.gov/PD/Resources/SCM/TOC/10/10-2

See Proposal Requirements Section for Ineligible Costs.

8. Solicitation Focus

Proposals must directly address one or more of the 25 priority science actions described in the 2022-2026 SAA and must either be physically located in the Delta or provide a demonstrable link to the Delta. The ‘Delta’ means the Sacramento-San Joaquin Delta as defined in Water Code Section 12220 and the Suisun Marsh as defined in Public Resources Code Section 29101 (Water Code Section 85058). A link to the Delta could include hydrologic connection, tribal ancestral/spiritual connection, social/cultural connection, etc.

In the Solicitation Notice , the section, “Solicitation Focus,” provides a high-level summary of the SAA, listing actions under thematic management needs. The management needs and the science actions are of equal priority and not listed in order of importance and are cross-cutting and integrative and unlikely to be addressed by only one project. More points will be awarded to projects that address multiple components of a science action or multiple science actions, where appropriate. For more information about the 25 priority science actions that are the focus of this Solicitation, please review the full SAA document.

Science Actions:

Establish publicly accessible repositories, interactive platforms, and protocols for sharing information, products, and tools associated with monitoring and modeling efforts, in support of forecast and scenario development, timely decision-making, and collaborative efforts.
Evaluate the individual and institutional factors that enable or present barriers to coordination, learning, trusting, and using scientific information to inform decision-making and resource sharing within and among organizations.
Identify and implement large-scale experiments that can address uncertainties in the outcomes of management actions for water supply, ecosystem function, and socioeconomic conditions in the Delta.

Science Actions:

Evaluate and update monitoring programs to ensure their ability to track and inform the management of climate change impacts, emerging stressors, and changes in species distributions.
Develop a framework for monitoring, modeling, and information dissemination in support of operational forecasting and near real-time visualization of the extent, toxicity, and health impacts of Harmful Algal Blooms (HABs).
Enhance flood risk models through a co-production process with Delta communities to quantify and consider tradeoffs among flood risk management, water supply and water quality management, habitat restoration, and climate adaptation.
Iteratively develop, update, and make widely available forecasts of climatological, hydrological, social-ecological, and water quality conditions at various spatial and temporal scales that consider climate change scenarios.
Conduct studies to inform restoration and approaches to protecting human communities that are resilient to interannual hydrologic variation and climate change impacts.
Develop integrated frameworks, data visualization tools, and models of the Delta social-ecological system that evaluate the distribution of environmental benefits and burdens of management actions alongside anticipated climate change impacts.
Identify how ecosystem restoration projects, in comparison to existing water management strategies, benefit and burden human communities, with an emphasis on environmental justice.
Test and monitor the ability of tidal, nontidal, and managed wetlands and inundated floodplains to achieve multiple benefits over a range of spatial scales, including potential management costs, tradeoffs, and unintended consequences.
Synthesize existing knowledge and conduct applied, interdisciplinary research to evaluate the costs and benefits of different strategies for minimizing the introduction and spread of invasive species, and to inform early detection and rapid response strategies.
Use multi-method approaches (e.g., surveys, interviews, oral histories, and/or observations) to develop an understanding of how human communities’ values, and uses of cultural, recreational, agricultural, and natural resources vary across geography, demographics, and time.
Synthesize existing data and collaboratively develop additional long-term data collection and monitoring strategies to address knowledge gaps on human communities within the Delta and those reliant on the Delta, with the goal of tracking and modeling metrics of resilience, equity, and well-being over time.
Measure and evaluate the effects of using co-production or community science approaches (in management and planning processes) on communities' perceptions of governance and on institutional outcomes, such as implementation or innovation.
Identify and test innovative methods for effective control or management of invasive aquatic vegetation in tidal portions of the Delta under current and projected climate conditions.
Identify thresholds in the survival and health of managed fish and wildlife species with respect to environmental variables (e.g., flow, temperature, dissolved oxygen) and location-specific survival probabilities to develop strategies that will support species recovery.
Determine how environmental drivers (e.g., nutrients, temperatures, water residence time) interact to cause HABs in the Delta, identify impacts on human and ecosystem health and well-being, and test possible mitigation strategies.
Integrate and expand on existing models of hydrodynamics, nutrients, and other food web drivers to allow for the forecasting of the effects of interacting stressors on primary production and listed species.
Quantify spatial and temporal patterns and trends of chemical contaminants and evaluate ecosystem effects through monitoring, modeling, and laboratory studies.
Evaluate how climate change, sea level rise, and more frequent extremes will impact habitats, water supply, water quality, sediment supply, long-term species persistence, primary productivity, and food webs.
Evaluate individual and cumulative impacts and tradeoffs of drought management actions on ecological and human communities over multiple timescales.
Evaluate the possible multi-benefits of management actions that promote groundwater recharge for ecological functions and water resilience under climate change (e.g., multiple dry year scenarios).
Identify how human communities connected to the Delta watershed are adapting to climate change, what opportunities and tradeoffs exist for climate adaptation approaches (i.e., agricultural practices, carbon sequestration, nature-based solutions/green infrastructure), and how behaviors vary with adaptive capacity.
Predict and test how water allocation and supply decisions, and ecological flow scenarios should change under projected climate change to maintain habitat conditions, access of target species to critical habitat, and interactions among native and invasive species.

9. Proposal Requirements

Eligible entities that wish to submit a proposal must first submit a LOI by the deadline set forth in the Solicitation as a prerequisite to be considered for an invitation to submit a full proposal (See Section 3 , Schedule).

Applicants with successful Letters of Intent will receive an electronic invitation to submit a full proposal. The invitation to submit must be included with the proposal submittal.

Listed below are the requirements for a complete proposal package; for full details on each component, please refer to the Proposal Solicitation Notice . For lead PIs affiliated with academic institutions, final proposals must be submitted by the institution’s sponsored research office. For deadlines, see Section 3 (Schedule). For instructions on how to submit a proposal via eSeaGrant, see Section 6.2 (Project Proposal). For award information, see Section 5 (Award Information and Project Categories).

10. Proposal Review Procedure

Each proposal submitted by the deadline specified in Section 3 will undergo several steps in the review and selection process:

Proposals will be screened in an administrative review by Sea Grant;
Proposals that pass the administrative review will be advanced to a technical review by subject matter experts ( individual expert technical reviews );
Individual expert technical reviews will be considered during one or more technical evaluation panel(s) during which the proposals will be reviewed, discussed and ranked;
The Council, in consultation with the Delta Lead Scientist, will make funding decisions based on consideration of the technical reviews, rankings, and factors described in Section 10.4, Funding Decisions.

Further details on each of these steps are below.

Administrative Review

Administrative review determines if the proposal meets the following criteria:

The applicant and project are eligible. See Section 7 , Eligibility Requirements, for eligibility requirements.
The proposal is complete. The proposal has all required sections: see Section 9 , Proposal Requirements.

Proposals that do not meet both criteria may not be considered eligible under this Solicitation.

Individual Expert Technical Reviews

All proposals that advance past administrative review will go through independent technical review by at least two external experts. Technical reviewers will be professionals in fields relevant to the proposed project and screened to avoid any potential conflicts of interest. Technical reviewers will evaluate each proposal in accordance with the Technical Review Criteria (Table 2) and may submit narrative comments that support their scores.

Table 2. Technical Review Criteria

The following is a list of questions that will be provided as guidance for proposal reviewers:

Will the work address key scientific uncertainties and fill important information gaps? The proposed research does not have to be hypothesis-driven but must, at a minimum, include a clear statement of research questions.
Is the underlying scientific basis or underlying knowledge base for the proposed work clearly explained, the need for the project justified, and is it based on the best possible information, such as current scientific literature, Tribal expertise, traditional knowledge, and local knowledge?
Are the methods, including data analysis and reporting, clearly linked to and appropriate for the objectives and research questions?
How is the project responsive to the 2022-2026 SAA? Which science action(s) will be addressed? Does the project address more than one science action? How comprehensively does the project address the science action(s)?
Large Projects Only: Does the letter of support demonstrate an effective connection with management needs and meaningful engagement with practitioners, Delta communities, and/or resource managers?
Is the proposed work significant on the landscape and regional scale?
Will the information produced contribute to effective adaptive management or co-production (i.e., participatory knowledge development) of science for the Delta?
If applicable: Will the project leverage existing datasets or tools?
Is there evidence that the project team has made good faith efforts to engage with community groups or Tribes?
How well does the proposed project incorporate realistic and ample opportunities for community partnership, participation, and/or input?
How will feedback from engagement be incorporated into or influence the proposed work?
Will there be any co-production of knowledge or participatory research with tribal experts or community groups?
Will the research process and/or products have the potential for a meaningful positive impact on underrepresented groups or to promote EJ?
Will the process and /or products promote principles of justice, equity, diversity, and inclusion?
Does the Engagement and Communication Plan explain how the information will be made directly available to the entities that will most benefit from it, including scientists, managers, and the public?
Does the proposed work include training and mentoring for students (K-12, undergraduate, graduate), post-doctoral scholars, and/or educators (e.g., curriculum development), particularly those from underrepresented groups and with a diversity of lived experiences?
Is there a plan for policy engagement, such as presentations to decision-makers?
Will the proposed work include partnerships among academic, industry, and/or non-governmental organizations?
Does the proposed project employ methods, theories, or data from any of the social science disciplines, including but not limited to political science, sociology, economics, anthropology, geography, or psychology?
Does the project meaningfully integrate information on social and natural dimensions of the Delta?
Is there an adequate description of how each element of the project will be implemented (e.g., methods, materials, equipment, responsible parties)?
Does the schedule demonstrate a logical sequence and timing of project tasks? Is it feasible to complete the proposed work within the proposed time frame? Are potential pitfalls and contingencies described in sufficient detail?
Are the necessary facilities, equipment, and administrative capacity available to successfully perform and manage the proposed tasks?
Is there justification for all costs in the budget?
Are all costs well justified and realistic for the work being proposed?
Does the project team have adequate expertise to complete the proposed work?
What is the project team’s record of publication, productivity, management, engagement, training, and outreach?
Does the DMP address all sections described in the Solicitation, including best practices for open science?

Technical Evaluation Panel(s)

The Review Panel(s) will consider the individual reviews by technical experts and rank projects according to the review criteria listed in the Individual Expert Technical Reviews Section. Members of the review panel(s) will be professionals in fields relevant to the proposed projects and screened to avoid any potential conflicts of interest.

Funding Decisions

The Council will select proposals for awards in consultation with the Delta Lead Scientist (or if the Delta Lead Scientist Position is vacant, the Deputy Executive Officer for Science or the Deputy Executive Officer for Science’s designee). Funding decisions will be made with consideration of the following:

Review Panel feedback and rankings
Distribution of projects across SAA science actions
Budget requests relative to available funds
Management relevance to the Delta
Distribution of applicants’ institutions and career stages

Any funding partners will select proposals in coordination with the Council and issue intent to award letters separately.

The intent to award does not guarantee an ensuing agreement. For proposals recommended for funding, intent to award letters will be distributed to the primary applicant and will include any requested changes to the proposal and/or budget in response to proposal review feedback. The Council reserves the right to revise funding decisions. To proceed to an executed agreement, successful applicants must provide any revisions and additional documentation as requested by Sea Grant in a timely manner.

11. Resources for Applicants

Please see the funding solicitation PDF for a full list of resources relating to:

Science Action Agenda
Delta Residents Survey Data
Environmental Justice
Community Engagement
Data Management
More About the Delta Stewardship Council
State and Regional Resources
Definitions

Appendix A: Award Reporting Template

Appendix B: Budget Template

Appendix C: Engagement and Communication Template

Application Resources

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Funding, fellowship, and job announcements
Russian River Salmon & Steelhead Program
Delta Stewardship Council Funding/Fellowships

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Legislation

United States Senate Committee on APPROPRIATIONS

Bill summary: labor, health and human services, education, and related agencies fiscal year 2024 appropriations bill.

Strengthens investments in students and families, commits new resources to address the opioid and mental health crises, sustains key health care resources, propels lifesaving biomedical research, and protects workers’ rights

Washington, D.C. – The Fiscal Year 2024 Labor, Health and Human Services, Education, and Related Agencies appropriations bill provides $224.4 billion in total funding.

“Our bipartisan legislation improves the lives of working families, and I am proud to have delivered for the American people. This legislation will help communities across the country handle some of their toughest challenges, from fighting the scourge of fentanyl and combatting our mental health crisis to ensuring workers can get the skills they need to land a good-paying job,” said Senator Tammy Baldwin (D-WI), Chair of the Senate Appropriations Subcommittee on Labor, Health and Human Services, Education, and Related Agencies. “While parents across the country face the skyrocketing cost of child care, we came together to expand access to quality, affordable child care and early childhood education so kids get a strong start and parents can get back into the workforce. As we continue to work in a bipartisan manner towards signing the bill into law, I am going to be fighting to protect these investments because that is what Wisconsin working families need and deserve.”

“At root, this bill is about making sure kids and families across the country have the support they need to be able to thrive—and that’s why I am so glad that despite the challenging circumstances, we were able to sustain and build on absolutely critical investments in everything from health care and education to supporting workers and retirees,” said Senator Patty Murray (D-WA), Chair of the Senate Appropriations Committee. “This bill will help more families get the child care they need with another much-needed boost in child care funding, will make Pell Grants go farther for students, and will strengthen our investments in K-12 schools across the country. It will also deliver additional resources to address the growing opioid and mental health crises and to bolster medical breakthroughs that will give people more time with their loved ones. And I am really glad we were able to sustain critical funding to support workers and retirees, protect their rights, and put money back in their pockets—where it belongs.”

Key Points & Highlights – Department of Labor

Department of Labor: The bill includes $13.5 billion in discretionary funding for the Department of Labor.

Workforce Development: The bill includes $2.9 billion for Workforce Innovation and Opportunity Act formula grants, protecting essential investments made in recent years. It provides $290 million for Registered Apprenticeships—an increase of $5 million over fiscal year 2023—and it sustains funding for a range of other programs like the Youth Build, Reentry Employment Opportunities, and Job Corps. Maintaining these key investments in workforce development programs will help leverage investments made in the Infrastructure Investment and Jobs Act, Inflation Reduction Act, and CHIPS and Science Act to continue to grow the economy, provide workers the skills they need to secure good-paying jobs of the future, and help American businesses compete globally.

Worker Protection Agencies: The bill protects investments in the Department of Labor’s worker protection agencies and provides targeted increases of $4.5 million each for the Wage and Hour Division and Office of the Solicitor. The bill also protects enforcement resources for the Occupational Safety and Health Administration.

Key Points & Highlights – Department of Health and Human Services

Department of Health and Human Services: The bill provides $117.0 billion in discretionary funding for the Department of Health and Human Services.

Child Care and Early Learning Programs: The bill provides a $1 billion increase for early learning programs over fiscal year 2023. It provides $8.7 billion for the Child Care and Development Block Grant—a $700 million increase over fiscal year 2023—which will help more families across the country find and afford the child care they need. It also provides $12.3 billion for Head Start, a $275 million increase over fiscal year 2023; $560 million for the Special Education Part C Grants for Infants and Families program, a $20 million increase; and $80 million for the Child Care Access Means Parents in School program, a $5 million increase.

Biomedical Research : The bill provides $47.8 billion—a $943 million increase in discretionary funding over fiscal year 2023—for the National Institutes of Health (NIH). The bill provides targeted increases for critical programs, including a $100 million increase for mental health research, a $100 million increase for Alzheimer’s disease research, a $60 million increase for cancer research, a $20 million increase for opioid research, a $12 million for a new palliative care research program, a $10 million increase for diabetes research, and a $10 million increase for the IMPROVE initiative for research on maternal mortality. The bill also includes $1.5 billion for the Advanced Research Projects Agency for Health (ARPA-H).

Substance Use Prevention and Treatment: The bill builds upon key investments made in fiscal year 2023 to address the rising toll of opioid overdoses fueled by fentanyl and improve access to substance use disorder treatment and prevention. The bill provides over $5 billion for opioid treatment and prevention, a more than $125 million increase over fiscal year 2023. This includes an additional: $40 million for the Substance Use Prevention, Treatment, and Recovery Services Block Grant; $20 million for the State Opioid Response grants; $10 million for the Rural Communities Opioid Response Program; and $20 million for NIH opioid research programs.

Mental Health: The bill provides $35 million more for the Mental Health Block Grant over fiscal year 2023 and includes $172 million for the Behavioral Health Workforce Education and Training Program, a $19 million increase over fiscal year 2023, to expand community-based clinical training and for repayment of education loans for individuals working in either a Mental Health Professional Shortage Area or where the overdose death rate exceeds the national average. Additionally, the bill provides $400 million for Certified Community Behavioral Health Clinics, a $15 million increase over fiscal year 2023, and an $18 million increase over fiscal year 2023 for the 988 Suicide Prevention Lifeline, building on the nearly $400 million increase in fiscal year 2023. The bill also includes over $100 million in investments within the Department of Education to address the shortage of school-based mental health professionals in our nation’s K-12 schools.

Protects Essential Health Care Programs : The bill protects essential funding to address public health threats, improve health care access and affordability, and strengthen the health care workforce. This includes: $1.86 billion for Community Health Centers, including $55 million for school-based health centers; $1.4 billion for Health Professions Workforce Development; $1.2 billion for the core Maternal and Child Health programs; $341 million for the Improving Maternal Health Initiative to combat the unacceptable levels of maternal mortality; and $4.1 billion for the Centers for Medicare and Medicaid’s administrative needs.

The bill also includes $350 million for Public Health Infrastructure and Capacity, maintaining the 75% increase secured in fiscal year 2023 to bolster public health infrastructure and rebuild the workforce at the state and local level to be ready to respond to emerging public health threats.

The bill includes $616 million for the Ending HIV Epidemic Initiative, a $3 million increase, which provides high-need jurisdictions with prevention and treatment services for people at high risk for HIV transmission. This includes $223 million within the Centers for Disease Control and Prevention’s (CDC) Domestic HIV/AIDS Prevention and Research programs to develop and deploy innovative data management solutions, increase access to PrEP, and better detect and respond to HIV clusters. The bill also protects funding for reproductive health programs such as Title X and the Teen Pregnancy Prevention Program.

Pandemic Preparedness and Biodefense: The bill includes $3.67 billion for the Administration for Strategic Preparedness and Response (ASPR), including a $20 million increase for the Biomedical Advanced Research and Development Authority (BARDA) and $75 million to establish a new program in manufacturing and production to ensure that critical resources including medical countermeasures and ancillary supplies are manufactured in the United States. It protects funding for critical programs, including the Strategic National Stockpile (SNS), Project Bioshield, and the National Disaster Medical System (NDMS).

Energy Assistance: The bill includes $4.075 billion for the Low Income Home Energy Assistance Program (LIHEAP), a $75 million increase over fiscal year 2023. LIHEAP provides assistance to low-income households to help heat and cool their homes.

Key Points & Highlights – Department of Education

Department of Education: The bill provides $79.6 billion in discretionary funding for the Department of Education.

Elementary and Secondary Education: The bill provides a $175 million increase for Title I-A grants and a $175 million increase for the primary IDEA Special Education State grant program. These boosts sustain and build on the more than $3.1 billion increase provided over the last two fiscal years for these programs, which are the cornerstone federal investments in our nation’s public elementary and secondary school system. The bill also provides $1.4 billion, a $20 million increase over fiscal year 2023, for Student Support and Academic Enrichment Grants; $1.6 billion, an increase of $10 million, for Impact Aid; and $897 million, an increase of $7 million over fiscal year 2023, for English Language Acquisition. The bill also includes a combined increase of $35 million to address educator shortages, including an increase of $19.5 million for IDEA Personnel Preparation.

Higher Education: The bill includes a $250 increase in the maximum Pell Grant award, for a total maximum award of $7,645 for the 2024-25 school year. This brings the combined increase in the maximum Pell award over the last three fiscal years to $1,150. Each year, Pell Grants help over 6 million students at all stages of life pursue post-secondary education and further their careers.

The bill also includes important investments in the administration of student aid programs that will support the implementation of more affordable repayment plans and fixes to longstanding issues in student loan forgiveness programs, as well as support borrowers as they enter repayment this fall. The bill includes $85 million, an increase of $15 million over fiscal year 2023, for the Teacher Quality Partnership program, and $15 million for the Hawkins Centers of Excellence to address educator shortages, particularly in the highest-need school districts. The bill maintains investments in a range of other programs including TRIO, GEAR UP, and Postsecondary Student Success Grants to help students prepare for a post-secondary education and succeed once they are there.

Key Points & Highlights – Related Agencies

Social Security Administration (SSA): The bill includes $14.4 billion for SSA’s administrative expenses, an increase of $292 million over fiscal year 2023. This funding will help SSA keep up with rising costs to address service delivery challenges. But tight spending caps significantly limit the ability to provide SSA the funding it needs to provide the service that Americans who have paid into Social Security deserve. Addressing backlogs in key workloads and wait times will require sustained increases to allow SSA to increase staffing and make needed IT improvements.

Corporation for National and Community Service (CNCS): The bill protects all programmatic funding for CNCS, including funding for AmeriCorps, and it includes a new provision to increase flexibility for how the agency determines terms of service positions.

Corporation for Public Broadcasting: The bill protects funding for the Corporation for Public Broadcasting. This includes a critical investment of $60 million for digital interconnection and $535 million as a two-year advance appropriation, of which roughly 70% is provided directly to local public TV and radio stations.

Institute of Museum and Library Services: The bill provides $290 million for the Institute of Museum and Library Services.

About Search

Joseph R. Biden

Statement on the republican study committee federal budget proposal.

My dad had an expression: "Don't tell me what you value. Show me your budget, and I'll tell you what you value." The Republican Study Committee budget shows what Republicans value. This extreme budget will cut Medicare, Social Security, and the Affordable Care Act. It endorses a national abortion ban. The Republican budget will raise housing costs and prescription drugs costs for families. And it will shower giveaways on the wealthy and biggest corporations. Let me be clear: I will stop them.

My budget represents a different future. One where the days of trickle-down economics are over and the wealthy and biggest corporations no longer get all the breaks. A future where we restore the right to choose and protect other freedoms, not take them away. A future where the middle class finally has a fair shot and we protect Social Security so the working people who built this country can retire with dignity. I see a future for all Americans, and I will never stop fighting for that future.

Joseph R. Biden, Statement on the Republican Study Committee Federal Budget Proposal Online by Gerhard Peters and John T. Woolley, The American Presidency Project https://www.presidency.ucsb.edu/node/370947

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Developing a Research Proposal

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PDF Writing a Proposal Budget
What is a Proposal Budget and why is it needed? Before we get started talking about all the pieces of a budget, let's make sure that we're on the same page about what a budget actually is. A budget is a financial proposal that reflects the work proposed. It outlines the expected project costs in detail, and should mirror the project description.
How to plan and write a budget for research grant proposal?
A well-justified budget can enhance the evaluation of the research proposal by reviewers and funding body. The last most important part is to review the budget and verify the costs and calculation. It is better, if other research team members can review the budget plan and re-calculate the costs thoroughly.
How to make a simple research budget
A good budget shows the assessors that you have thought about your research in detail and, if it is done well, it can serve as a great, convincing overview of the project. Here are five steps to create a simple budget for your research project. 1. List your activities. Make a list of everything that you plan to do in the project, and who is ...
How to budget your grant proposal
A precise estimate of the budget is really the best approach to win a grant. And importantly, once your proposal has been funded, you will find that having carefully estimated the different costs at the application stage will not only guarantee an optimal use of the funds, but also make the practical implementation of the research project ...
Develop Your Budget
Develop Your Budget. As you begin to develop a budget for your research grant application and put all of the relevant costs down on paper, many questions may arise. Your best resources for answering these questions are the grants or sponsored programs office within your own institution, your departmental administrative officials, and your peers.
How to Write a Research Proposal
Example research proposal #1:"A Conceptual Framework for Scheduling Constraint Management". Example research proposal #2:"Medical Students as Mediators of Change in Tobacco Use". Title page. Like your dissertation or thesis, the proposal will usually have a title pagethat includes: The proposed title of your project.
Research Funding—Why, When, and How?
Preparing a budget proposal—the two most important part of any research proposal is methodology and budget proposal. It will be discussed separately. Preparing a specific proposal as outlined in the grant document. This should contain details about the study including brief review of literature, why do you want to conduct this study, and what ...
How to Develop a Budget for a Research Proposal
Abstract. Novice investigators may be intimidated by the task of proposal budget preparation. Often a basic understanding of the mechanics of budgeting, paired with a good working relationship with the institution's sponsored programs office, can alleviate much of the stress investigators encounter in developing budgets.
How to plan and write a budget for research grant proposal?
A successful grant-winning application requires two key elements: (1) innovative research prob lem with best probable idea/plan for. tackling it and (2) appropriate planning of budget. The aim of ...
What Is A Research Proposal? Examples + Template
What is a research proposal? Simply put, a research proposal is a structured, formal document that explains what you plan to research (your research topic), why it's worth researching (your justification), and how you plan to investigate it (your methodology).. The purpose of the research proposal (its job, so to speak) is to convince your research supervisor, committee or university that ...
Developing a Budget for Your Research Application
Every research project has two budget categories: direct costs and indirect costs. The University determines a set percentage for the indirect costs of funded research. Contact Grants Services for the correct figure to use. Direct costs are costs integral to achieving the research objectives of a grant. The costs directly address the research ...
Develop a research budget
A research budget contains both direct costs and indirect costs (overhead), but the level of detail varies from sponsor to sponsor. The first step in developing a budget is to carefully read the guidelines of the funding opportunity being pursued. ... such as goods and/or services in support of a research project or proposal. It is challenging ...
7 Tips to Draft a Compelling Budget for Grant Proposal
Here are seven top tips to follow whilst drafting a compelling budget for grant proposal: Focus on Uniqueness of Study Essentials. Study design, testing procedures, sample collection methods, and research settings are the essential factors that need to be focused on to resolve the research problem. The uniqueness and complexity of these ...
Budget
A well-constructed budget justification is an important part of a grant proposal and should be drafted with the same care and accuracy as the work programme. You should apply neither for too much nor for too little money. Instead, the funds you apply for should reflect the needs of the project.
What is a Research Proposal?
The research proposal could also be considered as a contract, once members of the committee agree to the execution of the project. Requirements may include: an abstract, introduction, literature review, method section, and conclusion. A research proposal has to clearly and concisely identify the proposed research and its importance.
Proposal Budget Development
Proposals (applications) normally include a detailed breakdown of the financial support being requested from a sponsor. A proposal budget is a best estimate of the costs requested to complete a project. Budgets should be prepared with as much detail as possible. Projects costs are usually broken down into direct and indirect cost categories.
How To Write A Research Proposal
Here is an explanation of each step: 1. Title and Abstract. Choose a concise and descriptive title that reflects the essence of your research. Write an abstract summarizing your research question, objectives, methodology, and expected outcomes. It should provide a brief overview of your proposal. 2.
Budgeting, Cost Principles and Tools
Organized Research - On-Campus Organized Research means all research and development activities that are separately budgeted and accounted for, including sponsored and University research activities and research training activities. ... OVPR does not grant F&A waivers or reductions for the sake of stretching a proposal's budget; therefore ...
PDF How to Enter Proposal Budgets
To enter a budget on a Research.gov . proposal initiated by a Principal Investigator (PI), access the Budget(s) landing page either by clicking the Budget(s) link on the proposal main page or by clicking the Budget(s) link on the proposal menu. Refer to the Budget Frequently Asked Questions (FAQs) on the Research.gov About Proposal Preparation and
Budget proposal templates: 5 steps to secure funding
A budget proposal summarizes project costs in order to secure funding from stakeholders. Learn how to create a budget proposal and get a free template. ... Displays cost efficiency: A budget proposal is a chance for you to do research and choose materials, vendors, or other services that may fit your product and target market. By breaking down ...
How to write a research proposal?
A proposal needs to show how your work fits into what is already known about the topic and what new paradigm will it add to the literature, while specifying the question that the research will answer, establishing its significance, and the implications of the answer. [ 2] The proposal must be capable of convincing the evaluation committee about ...
What Is a Research Proposal? (Plus How To Write One)
A research proposal is a vital tool that can help scholars and university students complete a dissertation, receive funding for projects or fulfill course requirements. It outlines the importance of your inquiry and summarizes how you plan to investigate your research problem. Before developing a project, it's often valuable to learn some ...
Research at Brown Grants
The Research at Brown (RAB) program encourages students to continue working on research in an on-going way. Therefore, proposals that build on work previously supported through the RAB grant or an UTRA award will be considered for additional funding provided the "new" proposal meets the RAB selection and post-award criteria.
2025 Delta Research Awards: Proposal Solicitation
The intent to award does not guarantee an ensuing agreement. For proposals recommended for funding, intent to award letters will be distributed to the primary applicant and will include any requested changes to the proposal and/or budget in response to proposal review feedback. The Council reserves the right to revise funding decisions.
Majority News Release
Biomedical Research: The bill provides $47.8 billion—a $943 million increase in discretionary funding over fiscal year 2023—for the National Institutes of Health (NIH). The bill provides targeted increases for critical programs, including a $100 million increase for mental health research, a $100 million increase for Alzheimer's disease ...
Final NIH budget for 2024 is essentially flat
The final budget agreement favors a few research areas. The National Cancer Institute would receive a $120 million raise for research grants, Alzheimer's disease research is in line for a $100 million increase, and mental health research receives $75 million more than in 2023. ... It drops a proposal to bar HHS funding for the EcoHealth ...
Universities oppose plan to bolster federal research oversight
The federal Office of Research Integrity (ORI) is proposing changes that would give the government more oversight of investigations of research misconduct at colleges and universities.. But scores of university and research hospital leaders and the organizations representing them are opposed and say the proposed rules would be burdensome to institutions and could potentially deter people from ...
Statement on the Republican Study Committee Federal Budget Proposal
Show me your budget, and I'll tell you what you value." The Republican Study Committee budget shows what Republicans value. This extreme budget will cut Medicare, Social Security, and the Affordable Care Act. It endorses a national abortion ban. The Republican budget will raise housing costs and prescription drugs costs for families.
The Department of Defense Reveals the Defense Budget Proposal for
The proposed budget positions the Department to confront present and future defense challenges through prudent resource allocation and strategic investments, fostering a safer America and a more secure world. For More Insights Visit: BIS Research Defense News and Updates . Budget Allocation: US Air Force

The Research Whisperer

1. List your activities

2. Check the rules again

3. Cost each item

4. Put it in a spreadsheet

5. Justify it

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Develop Your Budget

Modular Budgets

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Detailed Budget: Personnel (Sections A & B)

Detailed Budget: Equipment, Travel, and Trainee Costs (Sections C, D, and E)

Detailed Budget: Other Direct Costs (Section F)

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