Preparing Proposal

Cover page:

• Principal Investigator’s name, institutional affiliation, address, phone number
• Title of proposal
• Sponsor name and address
• Period of performance with start and end dates
• Amount requested
• Institutional information (as requested by sponsor)
• Signature of Skoltech Authorizing Official

Abstract

The abstract outlines the proposed research, including objectives, methodology, and significance of the research.

Statement of Work or Research Plan

One of the most important elements of a proposal is the Statement of Work. It should provide a full and detailed explanation of the proposed activity, typically including project goals and Investigator responsibilities and proposed deliverables.

Budget and Budget Justification

The budget includes a reasonable estimate of the financial support required to conduct the project, including justification of budget expenses.

Typical budget categories include:

• Direct Costs
• Salaries
• Fringe Benefits
• Equipment

Under Skoltech financial policy, an item is considered capital equipment when it has a unit cost of 40 000 rubles or more, and has a useful life of at least one year.

• Materials and Supplies
• Travel

Domestic and foreign travel should be shown separately. List the name, destination, and purpose of trip. Include transportation costs (coach airfare), registration fees, accommodation fees, and other related expenses. All expenses should be made in accordance with Skoltech travel policy –Please check with Grant and Contract Office for details).

• Consultants (as applicable)

List the consultant’s total projected cost on the project. Include in the proposal a letter of collaboration and the consultant’s curriculum vitae or biographical sketch. Consultant costs should be in accordance with Skoltech’s Consultant Policy – Please check with Grant and Contract Office for details.

• Subrecipients (per sponsor award terms)

A subrecipient should be identified at the proposal stage. Include the subrecipient’s authorized proposal, letter of intent, statement of work, and budget with justification.

• Other

Other costs typically include items such research support services or other project related costs.

• Indirect Costs
• Facilities and Administrative Costs (F&A Costs)

F&A rates should be checked with Skoltech G&C Office

Additional Information

Additional information may consist of the following:

• Current and pending support. Sponsor may require a listing of the PI and Key Personnel on current awards and pending proposals.
• Letters of support from non-Skoltech investigators may also be required.

CV or Biographical Sketch

The CV or Biographical Sketch is required for all key project personnel.

All proposals to be submitted by Skoltech faculty to external sponsors must be signed by the PI, then reviewed by G&C and signed by an authorized Skoltech signatory. Submissions will be in accordance with the sponsor’s guidelines.

Deadlines for proposal submission for RF Government and EU funding – at least 3 weeks before sponsor deadline.

Deadlines for proposal submission for all other funding sources – at least 10 days before sponsor deadline.

Notification that a proposal has been funded is typically received in G&C Office although on occasion the PI may be notified directly.

Notice of Award should be forwarded to G&C Office for review, signature and processing.

G&C Review of Terms and Conditions

Before accepting an award on behalf of Skoltech, G&C reviews all award terms and conditions and is responsible for negotiates appropriate remedies for the following conditions

• contains provisions that are incompatible with Skoltech policies
• fails to include all elements agreed upon prior to the award
• requires modification to conform to the Principal Investigator’s needs
• includes non-standard patent and/or licensing terms
• conform to regulatory compliance standards

In the case of non-standard patent, copyright or licensing terms, the Skoltech Knowledge Transfer Office must also approve the award terms. The G&C Office will consult with KLO on an as-needed basis.

Action Memo

When the notice of grant award and related terms and conditions are accepted by Skoltech, the Project Investigator (PI) receives an Memo from G&C, which provides information about the Award (e.g. Period of performance, award amount, etc).