Wesleyan Guideline for Principal Investigators
Seeking External Grants

Except in the case of a grant to an individual, Wesleyan University is considered the project applicant and bears fiscal and legal responsibilities in administering a grant. Wesleyan requests that faculty and staff follow the process described here in order to obtain institutional approval on all applications/proposals seeking external funding. It is important that all funding efforts are coordinated for those individuals seeking funding for their work as well as those projects that have been identified as university priorities.

Step 1: Grant Checklist

Your first step is to complete and submit a pre-proposal Grant Checklist at least TWO WEEKS in advance of the proposal deadline. The grant checklist can be found and submitted electronically from your electronic portfolio under Administrative Applications - WFS-Production Database. Click on Grants Proposal, then Add a New Value (WFS will assign a Proposal ID when you save and submit the Checklist). Please complete the Checklist in its entirety and any "yes" answers in the questions requires an explanation. Submit your checklist and make a note of the Proposal ID (WGM####) assigned to your grant. You will receive an Email when the checklist has been approved, stating that your Budget pages are now available. A member of the FCR staff will be in touch with you regarding who in the office will be your contact for your proposal as well as any additional information that may be required.

Unless a checklist is submitted two weeks prior to the application deadline, there may not be sufficient time to process the proposal in a timely manner.

Step 2: Complete your Budget Page(s) in WFS-Production Database.

Click on Grants Proposal, then Find an Existing Value, type your WGM# in the Proposal ID field. Your Checklist will appear, go to the bottom of the Checklist and click on Goto Budgets link and complete Budget for each Budget Period.

Step 3: Upload your proposal in WFS-Production Database- in the Budget Page.

This done by clicking on the Attachments Tab in the Budget Page in WFS. Documents ready for routing must be uploaded at least THREE DAYS prior to the due date- please take into account mailing time if it is a paper application. If you don't have your entire narrative completed, please upload the cover sheet, project summary, budget, budget justification, and all forms that require signatures. If you are doing a budget that requires a modular budget please include a detailed budget for review even if not required by the funding agency. If you do not adhere to the three day requirement we cannot guarantee that your proposal will be reviewed and it cannot be submitted. Once uploaded Submit and Budget Check the Proposal for review.

Step 4: Submission

Once Approval process is complete you will receive an Email that your proposal has been Approved. On paper applications you can determine if you'd like to pick your proposal or have it sent through campus mail. If it is an on-line submission to a federal agency, a member of the FCR staff will submit on your behalf.

Step 5: Award Notification

When you have received approval notification on your proposal from a Private Foundation or Corporation please promptly forward a copy of your award letter and any checks to Trish Holycross at FCR, North College, Room 303 or pholycross@wesleyan.edu . When you have received approval notification on your proposal from a Government source please contact Rose Pandolfo in Finance at rpandolfo@wesleyan.edu or ext. 2870.