Proposal Development and Resources

Focus your vision and align it with sponsor priorities.

Every strong proposal begins with a strong idea. Start by focusing on the big picture — what impact do you want your project to make, and how does it connect to broader priorities at the regional, state or national level?

Engage early with your colleagues, department chair and dean to refine your concept and explore potential collaborations. Conversations at this stage help clarify goals, highlight opportunities and surface possible challenges before the writing begins. SPO is also available to guide you in shaping your ideas so they align with sponsor expectations.

As you define your project, begin identifying keywords and themes that capture its essence. These search terms will be essential for locating funding opportunities; test different variations and refine them until they reflect the scope of your work. A well-optimized set of keywords increases the likelihood of discovering opportunities that are the right fit.

This stage is about clarity, strategy and alignment. Taking the time to fully articulate your idea — what it is, why it matters, and how it connects to sponsor priorities — lays the foundation for a proposal that is both compelling and competitive.

Locate the best-fit sponsors for your project.

After refining your idea, the next step is to identify the best funding opportunities to support it. A strong proposal begins with a sponsor whose goals align with your project’s purpose, scope and potential impact.

SPO provides access to specialized search engines and databases that make it easier to find opportunities suited to your discipline, eligibility and funding needs. As you explore opportunities, carefully review program guidelines to determine whether they are a good fit. Consider key questions — Does the sponsor fund the type of work you are proposing? Do eligibility requirements allow you to apply as principal investigator (PI)? Does the timeline align with your availability and project needs?

When in doubt, connect with SPO for an initial review. Our staff can help you interpret sponsor guidelines, refine your search strategies and determine whether an opportunity is viable.

Finding the right funding match takes time and strategy, but with informed searching and early planning, you increase your chances of developing a proposal that is competitive, aligned and ready for success.

Create a clear timeline and prepare for internal coordination.

Effective proposals begin long before the deadline. Once you've identified a funding opportunity, take the time to build a thoughtful, realistic plan that aligns with both sponsor expectations and institutional processes.

Start by reading the full Request for Proposals (RFP) or funding announcement to understand the sponsor’s goals, requirements and evaluation criteria. Notify SPO of your intent to apply. Be sure to inform your department chair, dean and any collaborators early in the process.

Next, develop a clear timeline that includes key milestones, such as narrative drafting, budget development, internal routing and compliance approvals. Allow time for feedback and revisions. Strong proposals are well organized, clearly written and directly aligned with the sponsor’s priorities.

Plan with your reviewers in mind. Structure your proposal to match the sponsor’s required format and address all evaluation criteria, not just the ones with which you're most comfortable.

As you refine your project, define your goals, objectives and action plan. Include realistic timelines, a strong rationale for the work and a clear plan for measuring impact. Visual tools like flow charts or timelines can help reviewers quickly grasp your approach.

Revisit best practices, review sample proposals if available and lean on SPO for guidance. A well-planned proposal not only increases your chance of funding, it strengthens the overall design and clarity of your project.

Develop your narrative, budget and supporting materials.

With a solid plan in place, the next step is to build a compelling, compliant and fundable proposal. This is where your ideas take shape on paper, supported by clear writing, a sound budget and all required documentation.

Start by working with SPO to draft a preliminary budget that aligns with your scope of work and meets sponsor guidelines. Your budget should be realistic, justified and directly connected to your project plan.

Begin writing your narrative sections using clear, direct language that speaks to reviewers. Avoid jargon and acronyms unless they are widely understood in your field. Many proposals are reviewed by interdisciplinary panels. Frame your project purpose and objectives early, establish the need for your work and articulate expected outcomes. Be specific about your methods and include a strong evaluation plan that shows how success will be measured.

Follow the sponsor’s required structure exactly. Common elements include an abstract, problem statement, goals and objectives, methodology, qualifications, budget justification and appendices. Don’t leave out required elements, and avoid overstuffing your narrative. Use visual tools like calendars or flowcharts to clarify your project timeline and plan of action.

Collect all required attachments, such as biosketches, current and pending support and letters of support. If you are unsure of what is needed, SPO can help review the sponsor guidelines and assist with assembling your proposal package.

Throughout the process, seek input from trusted colleagues and mentors. The strongest proposals are the result of both individual clarity and collaborative refinement. SPO staff are here to support you, so please reach out early and often!

Route the proposal for campus review.

Before your proposal can be submitted to a sponsor, it must go through the university’s internal review and approval process. This step ensures that your project aligns with institutional priorities, follows applicable policies and accounts for all needed resources and compliance considerations.

At least five business days before the sponsor’s deadline, submit your final draft proposal and budget to SPO. SPO will route your materials for review and signatures from your department chair, college dean and other relevant administrators.

This internal review confirms that your proposal meets both sponsor and institutional requirements, particularly if it includes requests for space, equipment, cost share or special approvals. If your project involves research compliance considerations such as human subjects, animal use, biosafety or data security, be sure those approvals are initiated or in progress at this stage.

Routing early allows SPO to support your submission while there’s still time for final edits or clarifications. Keeping your department informed throughout this process also helps ensure a smoother transition from proposal to award, should your project be funded.

It is also very important that the PI is available during this time. Please do not plan any travel until your proposal is submitted.

Throughout the process, seek input from trusted colleagues and mentors. The strongest proposals are the result of both individual clarity and collaborative refinement. SPO staff are here to support you, so please reach out early and often!

Ensure a clean, compliant and timely submission.

As your internal approvals are secured and your proposal package nears completion, it is time to prepare for final submission. SPO is responsible for formally submitting most proposals on behalf of the university. However, your role as PI remains critical until submission is complete.

Stay available in the final days leading up to the deadline in case revisions, clarifications or formatting adjustments are needed. Sponsors often have strict submission requirements, and even minor errors — such as incorrect margins, missing attachments or incomplete certifications — can result in rejection. SPO will conduct a final review to ensure compliance with sponsor guidelines and help you avoid common pitfalls.

Before submission, confirm that all required forms, signatures and supporting documents — such as biosketches, budget justifications and current and pending support — are included and correctly formatted. If you’re working with collaborators, make sure their materials are integrated into the final package.

Once submitted, you will receive confirmation from SPO. Be sure to retain a copy of your full submission and continue monitoring your email for any sponsor follow-up or clarification requests.

Submitting a proposal is the culmination of focused planning, writing and coordination. A successful submission not only meets the deadline, it strengthens your position for funding and sets the stage for a strong project launch.

Welcome to the next phase — project implementation.

When your proposal is awarded, the next phase begins — setting up your project for successful implementation. This involves coordinated steps between the PI, SPO and University Corporation (UCorp).

UCorp is the legal recipient for all external funding at Cal State Monterey Bay. As the university’s auxiliary organization and a 501(c)(3) nonprofit, UCorp must formally review and accept all awards. No award, whether public or private, can be activated until it is signed by an authorized UCorp representative.

Before an award is accepted, the PI, together with SPO, must review the terms and conditions to ensure they align with institutional policies. If there are any concerns or conflicting requirements, SPO will work with the sponsor to resolve them before the start date.

Once terms are finalized, UCorp Grants Accounting will issue a Chartfield Request/Update Signature Authorization. After the PI completes and returns this form, UCorp assigns a project number and notifies SPO to initiate the onboarding process.

At that point, SPO will schedule a New Award Orientation — a required meeting that outlines key responsibilities, financial and reporting procedures and compliance regulations tied to the specific grant or contract. These orientation documents, formerly called the “PI Checklist,” are now customized for each award based on sponsor requirements.

The PI must identify any staff involved in managing the project — such as budget analysts, coordinators or department support — who should also attend the meeting. Importantly, no expenditures may be made against the award until this orientation is complete.

New Award Orientation helps ensure that everyone involved in administering an award understands key expectations from the outset. The session covers topics such as allowable costs, reporting deadlines, subawards, compliance requirements and coordination with university systems including Cayuse, UCorp human resources, Financial Aid (for scholarship-related awards) and applicable finance tools.

Managing an award is a shared responsibility. With support from SPO and UCorp, PIs are empowered to steward their funding effectively and fulfill both sponsor and institutional commitments. This foundation is key not only for the current project’s success, but also for future funding opportunities.

Search for Funding Opportunities with Pivot

Pivot is a powerful tool that helps Cal State Monterey Bay students, faculty and staff find funding opportunities tailored to their research and academic goals. Whether you’re seeking grants, fellowships or scholarships, Pivot connects you to thousands of options from government agencies, private foundations and international sponsors.

Pivot Login

Access Pivot using your CSUMB credentials to begin exploring available funding opportunities.

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Learn How to Use Pivot

Pivot Guidance

This is the best go-to guide for users at any level. It offers step-by-step instructions for conducting searches, setting up alerts, saving opportunities and more.

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Pivot Knowledge Center

A comprehensive topic library created by the Pivot vendor. This resource covers all platform features in depth, from account setup to advanced filtering.

Visit the Pivot Knowledge Center.

Pivot on YouTube

Browse a curated list of short video tutorials that demonstrate key features and common tasks in Pivot. Ideal for visual learners and new users.

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Cal State Monterey Bay uses the InfoReady Review portal to manage internal funding opportunities. The portal provides information about programs offered by the CSU system, Chancellor’s Office and CSUMB, and allows faculty and students to submit applications online. Open competitions, due dates and categories are posted directly to the portal.

Visit the InfoReady portal to explore current opportunities and deadlines.

Grants.gov is the central portal for finding and applying for federal funding opportunities. Managed by the U.S. government, this site provides access to thousands of active grant programs across federal agencies, including the National Science Foundation (NSF), National Institutes of Health (NIH), Department of Education and more.

Grants.gov is ideal for CSUMB faculty, staff and graduate students seeking competitive federal grants to support research, academic initiatives, public service projects or professional development.

Features

• Search and filter active federal grant opportunities
• Access full grant application packages
• Track submitted applications
• Receive deadline reminders and updates

Visit grants.gov.

California Grants Portal

The California Grants Portal is a centralized website where you can find grants and loans offered by California state agencies. Developed by the California State Library, this portal helps applicants easily search for funding opportunities available on a competitive or first-come, first-served basis.

What You’ll Find

• State-funded grants and loans for individuals, nonprofits, local governments, schools and businesses
• Search tools that filter opportunities by applicant type, funding purpose and deadline
• Application details, contact information and eligibility requirements

Whether you're exploring funding for research, community programs, education or public service, the California Grants Portal makes it easier to discover opportunities across the state.

Visit the California Grants Portal.

Cal State Monterey Bay is proud to collaborate with systemwide research networks that advance knowledge, innovation and applied solutions across California and beyond. These partnerships connect CSUMB faculty and students with resources, funding and interdisciplinary communities focused on real-world impact.

Agricultural Research Initiative (ARI)

Supports high-impact research in sustainable agriculture, natural resources and environmental stewardship. ARI funds applied projects that benefit California’s farming communities and advance agricultural education.

Consortium of Applied Social Science Research Centers (CASSRC)

Promotes collaboration among CSU social science centers focused on policy research, community development, public health and equity. CASSRC helps amplify research that informs decision-making at local and state levels.

CSU Council for Emergency Management and Homeland Security (CEMHS)

Facilitates research, curriculum development and training to improve community resilience and emergency response across California. CEMHS connects CSU campuses with public safety agencies and policymakers.

CSU Council on Ocean Affairs, Science and Technology (COAST)

Coordinates marine, coastal and climate-related research across the CSU. COAST provides funding and student research opportunities that address ocean health, sustainable fisheries, coastal resilience and more.

CSU Program for Education and Research in Biotechnology (CSUPERB)

Fuels innovation in biotechnology research and education. CSUPERB supports student-faculty projects, workforce development and partnerships with industry and government in fields like bioengineering, healthcare and environmental biotech.

Social Science Research and Instructional Center (SSRIC)

Provides access to data archives, research tools and instructional resources for students and faculty in the social sciences. SSRIC fosters data literacy and undergraduate research across the CSU system.

Water Resources and Policy Initiative (WRPI)

Addresses California’s water challenges through collaborative research, education and outreach. WRPI supports interdisciplinary projects that promote sustainable water use, watershed management and equitable access.

Learn more about CSU Multi-Campus Collaboration opportunities.