Category

Proposals

Learn more about the components of proposal preparation including guidelines, tips and considerations for submitting proposals to various sponsors.

2025 Federal Administration Transition Information & Resources - This will be updated as new information is available.

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19 Topics

  • Proposal Components

    The components of a research proposal vary depending on the sponsor and solicitation requirements. A solicitation is also known as a call for proposals, request for proposals, or funding opportunity. Each agency, and even specific programs within an agency, may require components that are specific to a funding opportunity. What follows is a list of brief descriptions of the typical components a sponsor may require.

    July 28, 2025

  • Proposing and Charging Administrative Expenses

    Federal regulations (Uniform Guidance) and Stanford Policy state that clerical and administrative salaries should normally be treated as indirect costs unless costs meet four criteria. Non federal sponsors do not typically follow this rule. Four Criteria for federally sponsored projects For Federally sponsored projects, clerical and administrative salaries should normally be treated as indirect

    July 24, 2025

  • Proposal Preparation and Submission

    Introduction A proposal is more than a pitch document; it’s a work plan. If the agency awards the project, you will have to follow the plan that your proposal represents. Proposals are complex documents with specific requirements for each section. Be sure that you understand each component and allocate adequate time to put together your budget and gather the necessary components for your proposal

    July 28, 2025

  • Cost Sharing

    Introduction Cost sharing represents the portion of allowable, allocable, and reasonable [direct and indirect] costs of a sponsored project not paid for by the sponsor and are instead borne by the institution or third party. This topic guides you through proposing, accounting for, monitoring, and closing a cost sharing commitment. The definition, details, and procedures are outlined in RPH 15.3

    July 24, 2025

  • Intellectual Property

    Introduction Research at Stanford often results in intellectual property that may be protectable under patent, copyright or trademark laws. Stanford faculty, staff and students have certain responsibilities to the University regarding intellectual property and the University provides resources to help transfer Stanford technology for the public benefit. The Office of Technology Licensing (OTL) is

    July 28, 2025

  • Protocols

    Introduction Approval of research protocols by the appropriate Administrative Panel is required before beginning research that involves: human subjects; recombinant DNA molecules; human stem cells; human embryos or their derivatives; laboratory animals; infectious or biohazardous agents; radioactive isotopes; or ionizing, ultraviolet laser, and/or microwave radiation. Protocol Submission, Review

    August 25, 2025

  • Infrastructure Charges

    Introduction The purpose of infrastructure charges is to recover a portion of infrastructure costs from activities supported by designated and restricted funds since they represent a significant percentage of the University’s total activity. General funds alone cannot bear the full burden of the infrastructure and administrative costs required to support these activities. For Stanford to maintain

    July 28, 2025

  • Faculty Effort

    Effort Effort is the proportion of time spent on an activity, expressed as a percentage of total time. It cannot be more than 100%. 100% effort does not equate to any set number of hours, e.g., 40 or 50 hours per week; it equates to the totality of University compensated effort. Stanford University requires a commitment of effort on the part of the PI during the period in which work is being

    July 28, 2025

  • International Activity

    Introduction Stanford's commitment to providing a safe environment for everyone creates particular requirements for PIs in research laboratories. Labs at Stanford house chemicals, equipment, and other materials that can pose hazards to health. The proper management of these hazards is not only good lab management, it is also a regulatory requirement. Compliance and Operational Support Register

    July 28, 2025

  • Manage Research Data

    Introduction FAIRport Guiding Principles drive the University’s scientific data management. Make sure you understand the type of data you want to share or exchange. Your proposal may require a data management plan and your award may need a data use agreement. Sharing data Stanford provides guidance and resources for research data acquisition, sharing and management. Some data is subject to

    July 28, 2025

  • Salary Caps

    Introduction The PHS (Public Health Service) which includes the NIH (National Institutes of Health) is governed by regulations establishing a maximum salary that may be awarded to a project participant - salary cap. Some non federal agencies also impose salary caps. Stanford will comply with all agency requirements in this regard. Where an agency specifies a maximum rate amount at which an

    September 23, 2025

  • Financial Support for Graduate Students

    Introduction A graduate student is someone with a four-year university degree who is working on a master's degree or Ph.D. Graduate students at Stanford receive funding from a variety of sources that range from government agencies, employers and foundations to academic departments and schools. Although these two resources set forth policy and procedures for graduate student funding, the School

    July 28, 2025

  • Financial Support for Postdoctoral Scholars

    Introduction A Postdoctoral Scholar is a trainee in residence at Stanford University pursuing advanced studies beyond the doctoral level in preparation for an independent career. Postdoctoral Scholars are registered as non-matriculated, non-degree-seeking students with the University. The classification of scholars as students, among other things, allows the deferment of student loans

    July 28, 2025

  • Computing to Support Research

    Stanford Research Computing Center The Stanford Research Computing Center (SRCC) is a joint effort of the Dean of Research and University IT to build and support a comprehensive program to advance research at Stanford. That includes offering and supporting traditional high-performance computing (HPC) systems, as well as systems for high throughput and data-intensive computing, platforms for

    July 15, 2025

  • Capital Equipment

    Introduction Stanford defines an asset as capital equipment if it meets all the following three criteria unless otherwise specified by the sponsor terms and conditions. 1. Cost is $5,000 or greater 2. Useful life of more than one year, and 3. Individual, stand-alone, moveable, tangible item Responsibilities of Key Participants Key participants in the management of equipment are the PI, the

    July 24, 2025

  • Budget Basics

    Introduction The proposal budget should be an as accurate as possible financial expression of the proposed scope of work. When proposing a budget for a sponsored project, the PI assures Stanford and the sponsor that project finances are represented as accurately as possible. This ensures the sponsor pays its fair share of project costs. Sponsor, program and University requirements must be adhered

    July 28, 2025

  • Allocation of Costs

    Introduction Allocation of costs is the process of assigning a cost or a group of costs, to one or more PTAs in accordance with the benefits received. You should not allocate costs after the fact. Typically, you allocate costs at the time of purchase through a purchase requisition or another mechanism. However, you may need to distribute costs for items such as lab supplies to the PTAs to multiple

    July 28, 2025

  • Rates

    All federal and many non-federal sponsors recognize the need to reimburse the direct costs of research as well as the indirect costs. Known as Facilities and Administrative (F & A) costs, indirect costs are expressed in terms of a rate. The F & A rate is applied to eligible direct costs. Learn more on the application of F & A rates.

    August 27, 2025

  • Responsible and Ethical Conduct of Research

    Introduction Responsible and Ethical Conduct of Research applies to all researchers and research staff engaged in scholarly research. While written with all researchers in mind, special consideration has been given to the needs of students and postdoctoral scholars. The education of students at all levels includes appropriate training and oversight in the responsible and ethical conduct of

    July 24, 2025

19 Policies

  • Policy

    Information Security

    This policy articulates security practices and guidelines for research computing systems.

    August 7, 2025

  • Policy

    Closeout of Subawards

    Outlines the close-out requirements for subawards.

    May 20, 2025

  • Policy

    Subrecipient Monitoring

    Explains principles of accounting as they apply to subawards.

    May 20, 2025

  • Policy

    Issuance of a Subaward

    Procedures for issuing a subaward, including timing and funding mechanisms.

    May 20, 2025

  • Policy

    Proposing a Subaward

    Establishes requirements for proposing a subaward, how to determine the need for one, and the elements to include in a proposal.

    May 20, 2025

  • Policy

    Control of Property

    Summarizes responsibilities for handling sponsor-funded/owned and university-funded equipment and property.

    May 20, 2025

  • Policy

    University Commitments Pertaining to Sponsored Project Proposals

    Discusses Stanford’s requirements of a faculty member’s committed level of effort to a research project, use of space, cost sharing, hiring of consultants and more.

    May 20, 2025

  • Policy

    Academic Policies Pertaining to Sponsored Project Proposals

    Covers the academic policies around sponsored project proposals including Principal Investigator eligibility, openness in research policy and protocol approval process.

    August 7, 2025

  • Policy

    Preparation, Review, and Submission of Sponsored Project Proposals

    Summarizes university policy and procedures with respect to the preparation, review, and submission of proposals for external sponsorship.

    May 20, 2025

  • Policy

    Categories of Sponsored Projects

    Illustrates the major categories of sponsored projects, i.e., organized research (including both sponsored research and University research), sponsored instruction, and other sponsored activities.

    August 25, 2025

  • Policy

    Acting Principal Investigatorship

    Establishes the policy that acting principal investigatorship is subject to the same criteria for eligibility as regular PIship.

    June 9, 2025

  • Policy

    Principal Investigator Eligibility and Criteria for Exceptions

    Establishes the policy that principal investigatorship or co-principal investigatorship on externally and certain internally funded projects is limited to members of the Academic Council and the University Medical Line (UML) faculty, with specific exceptions.

    August 7, 2025

  • Policy

    Research Misconduct: Policy on Allegations, Investigations, and Reporting

    Presents procedures for reporting and investigating allegations of research misconduct, and for required notifications to research sponsors (federal and non-federal).

    August 7, 2025

  • Policy

    Retention of and Access to Research Data

    Establishes University policy to assure that research data is appropriately recorded, archived for a reasonable period of time, and available for review under the appropriate circumstances.

    August 7, 2025

  • Policy

    On Academic Authorship

    Presents a systematic discussion of two related issues: first, the allocation of responsibility and credit for scholarly work; and second, those forces that are pushing toward a level of complexity in the conduct of research at which it becomes difficult to determine responsibility of authorship.

    July 31, 2025

  • Policy

    Multi-Authored Research Papers

    Presents guidelines for manuscripts produced by multi-investigator research teams, addressing coherence, review, co-authorship, and maintenance of data.

    May 20, 2025

  • Policy

    Openness in Research

    Expresses Stanford's commitment to openness in research; defines and prohibits secrecy, including limitations on publishability of results; specifies certain provisions that are acceptable under this policy.

    May 20, 2025

  • Policy

    Academic Freedom

    Assures the fullest protection of freedom of inquiry, thought, expression, publication, and peaceable assembly at Stanford University.

    May 20, 2025

  • Policy

    Rights and Responsibilities in the Conduct of Research

    Presents a summary of Stanford's policies and practices related to research, including a review of obligations to students, staff, and sponsors.

    May 20, 2025

16 How Tos

  • How To

    Find Information for Working With Graduate Students and Postdoctoral Scholars

    The Office of the Vice Provost for Graduate Education (VPGE) sets and disseminates relevant policy, and provides support for program development. Several offices and people are available to assist in a variety of ways with administrative, educational, and policy matters regarding to Postdoctoral Scholars. PIs serve as intellectual and professional mentors to graduate students, helping them to make

    July 28, 2025

  • How To

    Create a Custom Search/Alert for Funding Opportunities

    Using GrantForward for Grant Searches and Alerts Login using your SUnet ID Go to the Search Grants Opportunities page under the Grants tab. Set Up Your Search: Start by entering your desired keywords/phrases and applying any relevant filters to refine your search. Save Your Search: Click the "Save/Load" button at the top of the search results and select "Save a Search." Name your search and choose

    May 8, 2025

  • How To

    Prepare and Submit the Current and Pending Support Information to NSF

    The most up to date NSF Current and Pending Support Information, Guidance, and Resources can be found on the ORA website HERE

    May 22, 2025

  • How To

    Use a Service Center

    A service center operates facilities or research labs as self-sustaining “businesses” that provide on-going products or services in support of the University’s teaching and research functions. A service center will charge you for the services provided. They must recover their operational costs annually through rate(s) to users based on an approved budget and approved rate(s). The service center

    May 9, 2025

  • How To

    Get IRB/IACUC/Biosafety Protocols Approved

    Protocols are submitted and reviewed online using eProtocol. Remember that your protocol should be clearly written and easily understandable. Panel members represent a variety of disciplines, which means that some reviewers will not be as familiar with your field as you are.

    August 25, 2025

  • How To

    Request an Indirect (F&A) Cost Waiver on a Proposal

    The Dean of Research will consider requests for F&A cost waivers in very limited circumstances. The PI’s Research Administrator and the PI should initiate the request, and it must be approved by the PI and the PI’s school dean's office before being sent for approval to the Dean of Research. The request can be submitted from the SeRA Proposal Development Routing Form (PDRF) Budget Questions page

    July 28, 2025

  • How To

    Access and Complete PI Training

    Stanford requires each of its PIs including those with University Research to complete a brief review of topics regarding the PIs responsibility for protecting individuals and the University, and for compliance with laws and regulations that touch on all aspects of the research enterprise. The University will not release project funding for a PI who has NOT satisfied this requirement. Go to PI

    May 22, 2025

  • How To

    Get a PI Waiver

    Eligibility to act as a principal investigator (PI) or co-principal investigator (Co-PI) on externally funded projects is a privilege limited to members of the Academic Council and to the University Medical Line (UML) faculty. This policy limitation is in place because PIs are responsible for determining the intellectual direction of the research and scholarship, and for the training of graduate

    July 24, 2025

  • How To

    Prepare the Other Support Documentation to Submit to NIH

    The most up to date NIH Other Support Information, Guidance, and Resources can be found on the RMG website HERE

    May 22, 2025

  • How To

    Provide Funds to an International Visiting Scholar at the Beginning of Their Trip to Stanford

    To pay your visiting scholar an honorarium and/or subsistence funds on arrival or near the beginning of their stay on campus, they need to be added to the Oracle system in advance of their arrival on campus. The departmental administrator can initiate this process in Oracle Financials to get the visiting scholar into the system to verify their identity. The departmental administrator can request a

    July 28, 2025

  • How To

    Manage My Research Team

    There are many ways to go about building a research team—some more effective than others. If you are charged with or are interested in building a research team, there are several considerations to keep in mind: Bring together members with diverse backgrounds and experiences to promote mutual learning. Make sure each person understands his or her roles, responsibilities, and contributions to the

    May 22, 2025

  • How To

    Protect Your Computing Devices When Traveling Internationally

    When you travel internationally, the safeguards provided by the Stanford University computing environment are not available. Important data on devices such as laptops, notebooks, iPads, smart phones, MP3 players, thumb drives, SD cards, SIM cards, cameras must be properly protected. Furthermore, if you travel to countries that are known for computer and network-based espionage (e.g., network

    July 28, 2025

  • How To

    Put in Place a Data Use Agreement

    A data use agreement (DUA) is an agreement that is required under the Privacy Rule and must be entered into before there is any use or disclosure of a limited data set (defined below) to an outside institution or party. A limited data set is still protected health information (PHI), and for that reason, covered entities like Stanford must enter into a data use agreement with any recipient of a

    July 15, 2025

  • How To

    Apply the F&A Rate to My Project's Budget

    The negotiated Facility and Administrative rate (F&A) is applied based on the type of activity proposed and the location, on or off campus, or a combination to the following categories of sponsored projects described in RPH 13.2. These categories include: Research Instruction Other Sponsored Activity Animal Care Non-Federal Clinical Trial Rate F&A Bases The F&A rate is applied to a base, i.e., a

    July 28, 2025

  • How To

    Propose Cost Sharing

    Considerations Propose only what you can cost share, that is costs that adhere to the cost principles of allowable, allocable, and reasonable. Carefully weigh the cost/benefit of each potential cost sharing commitment because the increased administrative requirements and responsibilities inherent in the cost sharing commitment. Cost sharing of direct expenditures represents a redirection of

    July 24, 2025

  • How To

    Find High Powered Computing Facilities

    Need access to compute resources beyond your desktop? There are a variety of compute clusters run by the Stanford Research Computing (SRC) team. The SRC manages Sherlock, Stanford's shared compute cluster available for use by all Stanford faculty and their research teams for sponsored or departmental faculty research. Research teams have access to a base set of general compute nodes, GPU-based

    May 22, 2025

3 Forms & Tools

  • FAQ

    Cost Sharing FAQs

    Cost Sharing Frequently Asked Questions 1. If an individual commits 50% FTE to a project, what is that 50% of? What does the concept of 100% FTE mean? For a full-time employee, 100% Full-Time Equivalent (FTE) encompasses all of the time that an individual spends doing the work for which he or she is being paid. For exempt staff, including faculty and Academic Staff, compensation is not based on

    July 24, 2025

  • Reference List

    Institutional Facts

    This is a reference list of institutional facts intended to aid researchers. It includes Stanford University’s IRS tax exempt status, details on where payments should be sent to the university, indirect cost rate agreements and more.

    September 30, 2025

  • Reference List

    All School and Central Research Administration Offices

    Find assistance in your school and central offices: Graduate School of Education (GSE) The Graduate School of Education (GSE) research administration supports the pre- and post-award administrative activities of the School and its centers, from the initial proposal submission to final close out. Our mission is to serve as the School’s central resource and expert partner in research administration

    April 15, 2021

9 Announcements

  • NSF PAPPG Update

    View this proposal and award guide update.

    May 11, 2025

  • FY2019 Provisional Fringe Benefits Memo from Stella Hu

    View the memo from Stella Hu. View the Department of the Navy Negotiation Agreement.

    May 11, 2025

  • Chart of Accounts Changes Effective FY16

    View this memo on Chart of Accounts Changes Effective FY16 from The Office of the Vice Provost and Dean of Research, Office of Research Financial Compliance & Services.

    May 11, 2025

  • Chart of Account Changes

    View this presentation on Chart of Accounts Changes Starting Sept. 1, 2015, presented by Jesse Charlton, Director, RAPC and Carol Cook, Senior Analyst, CMA.

    May 11, 2025

  • SLAC Reporting Tools

    View this presentation on Reporting Tools for Joint Staff/Faculty delivered by Natalie Cramar and Amita Gupta at the ABC Research Meeting on May 29, 2019.

    May 11, 2025

  • SLAC Administrative Barriers

    View this presentation on Administrative Barriers to Collaboration between Stanford and SLAC.

    May 11, 2025

  • Spring 2021 NSF Virtual Grants Conference

    Spring 2021 Virtual Grants Conference The Spring 2021 NSF Virtual Grants Conference is designed to give new faculty, researchers, and administrators key insights into a wide range of current issues at NSF. NSF program officers will be providing up-to-date information about specific funding opportunities and answering attendee questions. Registration will be free of charge and opens on Wednesday

    May 11, 2025

  • SLAC The Business of a National Lab

    View this presentation on The Business of a National Laboratory delivered by Suzanne Hansen Director, Business & Technology Services.

    May 11, 2025

  • SLAC Sponsored Research Policies

    View this presentation on SLAC Sponsored Research Policies delivered by Russell Brewer, Akhil Chhabra and Kari Horwath at the ABC Research Meeting on May 30, 2019.

    May 11, 2025