Checklist for Grant Applications

Checklist for Grant Application

  1. Determine which grant opportunity would meet your project needs.
  2. Check your eligibility, your faculty mentor eligibility, and project eligibility.
  3. Work with your faculty mentor to focus your topic.

  4. Take courses that prepare you for the methodologies or techniques your project will use, including any special requirements for off-campus fieldwork preparation or human subjects (CITI) training.
  5. If your project makes use of human subjects or human materials, submit your Human Subjects Protocol to the Stanford Institutional Review Board early on, or latest by the first day of the same month as your grant application deadline.
  6. Draft your proposal, and seek feedback from your mentor, field contacts, and Academic Advising Directors and advisors.
  7. Request letters of recommendation from you faculty mentor and field contact, giving a MINIMUM of three weeks’ notice. Provide them with the guidelines for letters sought by Undergraduate Research.        
  8. Register at the Undergraduate Research Grant Application Portal and become familiar with submission requirements, including getting departmental account numbers (PTA) for faculty transfer and human subjects payment, as well as direct deposit.

Important Information

Undergraduate Research does not accept hard copy or email applications. To ensure that your proposal will be reviewed, complete the following steps  in the Grant Application Portal by 11:59pm of the deadline:

  • Upload complete proposal
  • Enter the contact information of your faculty mentor and field contact for letters of recommendation
  • Confirm application information and accept the terms and conditions of the Undergraduate Research Student Grant award

Next Steps:

  • Remind your letter writers about the deadline for the recommendation letters. Your faculty mentor will receive an email as soon as you submit their information in the Grant Application Portal; this email will include a link to submit their recommendation and the due date.
  • If reviewers request more information after the first round of reviews, submit a complete, revised proposal as soon as possible before the stated resubmission deadline.
  • If reviewers approve your grant proposal, the following items must be completed before Undergraduate Research can distribute any funds. Failure to complete these items may result in the cancellation of your grant.
    • Upload your IRB approval notice if required.
    • Prepare and upload documentation to satisfy Undergraduate Research’s off-campus project requirements, which may include: proof of insurance (also required for all summer projects), coursework, travel and embassy registration.
    • Submit a thank you note to the grant donor and sign the waiver form at Sweet Hall, first floor.
    • Visit our For Awardees page for further details on these and other post-acceptance requirements.

After you complete your project, you should plan to submit a final project evaluation and apply to present your work at SURPS or ASURPS. When reviewing a grant proposal, Undergraduate Research reviewers consider your earlier record of Undergraduate Research-funded projects.

Follow-up on a proposal, whether it is accepted, rejected or put on hold

See Also