Proposal Submission Procedures

Proposals for externally funded grants are submitted through the WVU Office of Sponsored Programs (OSP) or the WVU Foundation.

Workflow Timeline for Submission through OSP:

• 8 Weeks Before Agency or Funder Deadline: Contact CCAM Research Team with project information

• 4 Weeks (20 Business Days) Before Agency or Funder Deadline: Contact CCAM Research Team for assistance in generating your budget

• 2 Weeks (10 Business Days) Before Agency or Funder Deadline: Submit proposal to WRAP for College review

• 1 Week (5 Business Days) Before Agency or Funder Deadline: Submit complete application to OSP

How to submit applications to WVU’s Office of Sponsored Programs (OSP):

1. Refer to the WVU Research Office policies and procedures

2. Contact CCAM Research Team with project information at least 8 weeks before the agency deadline. The Team will support you in creating your budget in the WRAP system, provide avenues for feedback on your narrative, and guide you in meeting deadlines and required approvals.

3. If you would like the CCAM Research Team to assist in generating your budget, contact us no later than 20 business days prior to the agency deadline to request a meeting. Giving us as much notice as possible will ensure ample time to work with you on your budget.

   • We will set up a one-hour meeting in person to go over your grant from a budget perspective and familiarize ourselves with your proposal.

   • We will generate a draft budget and set up a one-hour meeting to go over it with you in person.

   • Following this meeting, revisions will be made and then we will enter your budget into WRAP.

   • This process will need to be completed no later than ten (10) days prior to agency deadline.

4. Draft the proposal in WVU Research Administration Portal (WRAP) at least ten (10) business days prior to the agency deadline so that the CCAM Research Team can review and approve it on behalf of the College of Creative Arts and Media.

   • Upload the entire grant package in final form (except that the narrative can be a draft) to WRAP. At a minimum, all proposals must include a detailed budget and statement of work/scope of work.

   • Include the following people for access to WRAP as collaborators: Mikylah Myers, Valerie Burgess, Teresa Duncan.

   • If the submission is through grants.gov/Workspace, Fastlane, or ASSIST, a PDF preview of the entire application package must be attached in WRAP. The entire application package must be presented to the CCAM Research Team a minimum of ten (10) business days prior to the grants.gov submission deadline for approval. If the submission is through Fastlane, OSP must have access to the Fastlane account.

   For all proposals, application components will be reviewed at the College level for:

   • CCAM, School-level, or departmental resource commitments and cost sharing (approval documentation for all resource commitments must be attached to WRAP). Here is the required cost share request form.

   • Requirements for use of facilities or space

   • Consistency with University policy and business practices

   • Correct F&A / indirect cost and fringe benefit rates

   • Correct salaries for all personnel

   • Comprehensiveness of budget

   • Project narrative

5. Ensure that you have all approvals and that you have a complete application to OSP five (5) business days prior to the agency deadline. 

6. After receiving contact from the reviewer that OSP assigns, submit the final narrative and work with the reviewer on any final changes. If there are substantial changes, the CCAM Research Team must be notified before submission.

7. Verify agency receipt of application.

How to Submit Applications to the WVU Foundation:

1. Contact Jennifer Jordan, CCAM Senior Director of Development, or Mary Esposito, Director of Development for the WVU Reed School of Media and Communications, with cc to grants@wvuf.org, CCAM-Research@wvu.edu and your Director to explore the programmatic relevance of your project to donor prospect.
2. Support is available through the EBO office to assist in generating your budget.
3. Complete the CFR Service Request Form.

Not submitting through OSP? Please share your proposal and award notification with the College of Creative Arts and Media through this form.