Contact Information

  • Office of Grants and Sponsored Programs
    Siena Hall 202 · 2nd Floor
    Tel (518) 783-2307
    Fax (518) 786-5013


Proposal Submission Checklist

Office of Grants and Sponsored Programs (GSP) Proposal Submission Checklist

   Review proposal writing resources available on our Grant Resources page. 

   Notify GSP of your intent to submit a grant proposal as soon as possible, a minimum of 15 working days prior to the deadline.  To do so, please fill out the Notice of Intent to Submit a Grant Proposal form (available at and send it to Mary Lou D'Allegro at (Fill the form out to the best of your knowledge.)

   Review the Siena College External Grants Handbook available at

   Schedule a brief meeting or phone call with GSP (x6829) to discuss the Required Grant Approvals Form and determine what approvals you will need to obtain based on what you are proposing.  Begin the process of collecting approvals early, particularly if there is research involving human subjects or cost sharing.

   If you are new (or still feel new) to submitting grant proposals, schedule a longer meeting in order to discuss proposal development, budget development and the submission process.

   Be sure to follow both sponsor and Siena guidelines and policies when developing the budget.  A budget template that incorporates Siena rates for fringe benefits and indirect costs is available at  Share a draft of the budget with GSP as early as possible.

   It is recommended that you also do the following (GSP can facilitate):

   Contact the Program Officer of the funding organization to ask any questions that you have about the funding opportunity, describe your project, and get feedback on your project’s chances for success.  Even if you don’t have any specific questions, making contact with a representative of the funding agency is an important key to success.

   Request and review copies of sample funded proposals.

   Make arrangements for someone with expertise in your field to review and critique your proposal prior to submission.

   Identify all required parts of the proposal and develop a timeline for completing each section, identifying any assistance you will need.

   Identify any required forms, attachments, assurances and certifications that will need to be submitted with your proposal and notify GSP of any institutional signatures that will be required (i.e. “legal representative of the college” or “chief financial officer”).  Make arrangements to secure the appropriate signatures with assistance from GSP at least 10 days prior to the submission deadline.

   Secure documentation of commitments from any sub-awardees and/or partnering organizations at least 10 days prior to the deadline (GSP has templates you can use for this).

   Submit the budget to GSP for review at least 5 days prior to the deadline. 

   If you will be using an electronic grant submission system with which you are not familiar, make an appointment with GSP to review the system at least 5 days prior to the deadline.

   Ensure that the required internal forms, the Required Grant Approvals form and Conflict of Interest Disclosure form, are completed and returned to GSP at least 3 days prior to the deadline.

   Submit the completed proposal to GSP for final submission approval and submission assistance at least 48 hours prior to the deadline. GSP will attempt—but cannot guarantee—to provide these services for proposals received less than 48 hours before the deadline.