Proposal Development for Undergraduates, Graduate Students, and Postdoctoral Scholars

You have questions: Where can I locate research funding opportunities? What is the timeline to submit a fellowship? Do I need approvals or signatures for my proposal? How do I develop a competitive proposal? Where do I find the data needed to complete my proposal? What is a data management plan? What is required for a federal proposal? Who do I contact with questions?

It takes considerable time and effort to develop a successful proposal — in fact, proposal success rates average 20–33%, depending on the field. Funding agencies reject half the proposals they receive because the applicant did not follow instructions, or the proposal did not match the funding program. The rewards for obtaining research funding can be great, enabling you to explore new frontiers, learn about the conduct of research, and yield new discoveries to grow knowledge of benefit to society.

This guide will assist undergraduates, graduate students, and postdoctoral scholars/fellows in the development of successful funding proposals. Please also refer to the topics on the sidebar, and to the University Research Administration pages for more information regarding proposal development and support services.

Begin with deadlines in mind: Be aware that all external funding proposals must be formally submitted through University Research Administration (URA) at least four business days in advance of the funding sponsor’s deadline. URA reviews proposals to make sure they comply with university and funding sponsor guidelines, and then submits your proposal on your behalf (special circumstances could require you to work with a different office). This Proposal Deadlines Calculator will provide a timeline for your proposal submission; the proposal budget development page will provide details on budgets, rates, and language approved for use with budget justifications.

When a proposal requires letters of reference to be submitted, contact those referees as early as possible in the process to allow ample time for the letters to be submitted. You may also consider asking for one more letter of reference than required in case an emergency arises or a letter is late.

Who can I contact for assistance? To start, discuss with your mentor or advisor for assistance and direction; you can also find the Grants and Contracts Administrator (GCA) assigned to faculty members and/or departments and ask for help with your proposal.

How do I find out who does what in the process? The PSD-LBC Roles and Responsibilities Matrix explains expectations of Principal Investigators (PIs), the Grants and Contracts Administrators (GCAs), the PSD Local Business Center (LBC), University Research Administration (URA) and other areas during the proposal process. 

Are you in compliance? Conflict of interest disclosure and proposal-specific assurances are University requirements for proposal submissions. Compliance training is mandatory for some federal agencies prior to or during the proposal submission process, for example, Research Security Training, or the Responsible Conduct of Research - check early in the process to ensure your compliance requirements are in place before submitting your proposal for URA review and approval. Externally, the University provides assurances (agency-dependent) on behalf of our faculty and students conducting research, which on occasion will require additional time for review.

What happens behind the curtain? An overview of pre-award process for faculty and research administrators.

Need general assistance as a UChicago graduate student or postdoc? UChicagoGRAD is a dedicated resource for graduate students and postdocs to receive personalized, flexible training to complement their academic pursuits, from fellowship and writing support, to career preparation and internships, to training in public speaking and networking, and includes a Postdoctoral Researcher Policy Manual with information on responsibilities, effort, benefits, and more.

Tips to consider: Talk to your immediate predecessors, those who are within 5 years of where you are now. What fellowships or career awards did they apply for? As you read your field's literature, note the sponsors of the research conducted. Also, talk with your PI and department about potential internal funding opportunities.

"A Postdoctoral Researcher is an individual who has received a doctoral degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to enhance the professional and research independence needed to pursue his or her chosen career path. At the University of Chicago, the postdoctoral experience emphasizes scholarship and continued research training. The Postdoctoral Researcher conducts research under the general oversight of a faculty mentor in preparation for a career in academe, industry, government, or the nonprofit sector. In many disciplines postdoctoral work provides essential training for individuals pursuing academic careers and may include opportunities to enhance teaching and other professional skills. Postdoctoral Researchers contribute to the academic community by enhancing the research and education programs of the University. The University strives to provide a stimulating, positive, and constructive experience for the Postdoctoral Researcher by emphasizing the mutual commitment and responsibility of the institution, the faculty, and the Postdoctoral Researcher."
(from the Postdoctoral Researcher Policy Manual)

Postdocs come in two varieties: Postdoctoral Scholars and Postdoctoral Fellows. The distinction is largely determined by the source of funding and whether or not the postdoc is a University employee:

  • Postdoc Scholars are University employees and are appointed when funding comes from the University's own funds or if an externally funded fellowship requires (or allows) the recipient to be a University employee. As a consequence, postdoc scholars can be eligible for University employee benefits packages and their salaries will incure fringe benefit charges.
  • Postdoc Fellows are not University employees and are appointed when the recipient has been awarded an externally funded fellowship. Postdoc fellows can receive their stipends either directly from the sponsor or through University accounts created for the purpose depending on the fellowship guidelines. If paid through the University, the stipends will appear use subaccount 8370. Postdoc fellow stipends will not incur fringe benefit charges and the fellows are not eligible for University employee benefits.

All postdocs are expected to spend the majority of their time on their research. If a significant portion of a postdoc scholar's time (one month or more) will be spent on another project, then his/her payroll distribution should be changed accordingly. Of course, any such diversion of effort should be done in coordination with the postdoc's faculty mentor. Postdoc fellows may have special restrictions regarding other work depending on the terms of their sponsorship.

For more details regarding postdoc appointments consult the University of Chicago Postdoctoral Researcher Policy Manual.

Graduate Student Proposal Development Guide

A strong graduate research or funding proposal clearly answers “what, why, and how” of your project, aligns with funder expectations, and is polished for clarity and compliance.

1. Understand Your Audience and Purpose

  • Purpose varies: PhD applications, Master’s thesis approval, or external funding requests 
  • Tailor your proposal to the review committee’s expertise—avoid overly narrow or overly broad scope 
  • Use simple, non-discipline-specific language so reviewers from diverse fields can follow

2. Structure Your Proposal

Every proposal should address:

  • Research question or problem statement – clear, focused, and answerable 
  • Significance/justification – why the topic matters and how it fits the funder’s mission
  • Literature review – 2–3 key studies for graduate work; 5–10+ for PhD 
  • Methodology – detailed, feasible, and justified; include theory or approach if not experimental 
  • Timeline – realistic milestones and deliverables 
  • Ethical considerations – if applicable, especially for human or animal research
  • Dissemination plan – how results will be shared

3. Align with Funding Guidelines

  • Carefully read REPAs, IRBs, RCEs, and other acronyms relevant to your field 
  • Match your project to the funder’s mission and eligibility criteria 
  • Build a strategic budget with justifications; avoid overestimating costs

4. Writing and Editing Tips

  • Keep the core ideas visible—reviewers should grasp your research direction, methods, and feasibility within the first 2 pages 
  • Avoid buried or unclear questions; they are a common rejection reason 
  • Proofread meticulously for spelling, grammar, and formatting 
  • Use quotations sparingly and cite when needed

5. Collaboration and Feedback

  • Share drafts with advisors, peers, and cross-disciplinary collaborators
  • Seek feedback on clarity, feasibility, and alignment with funder priorities 

6. Timing and Compliance

  • Allow several weeks to months for writing and revision 
  • Work with your division or college staff to assist with compliance, approval, and signatures required well in advance of the proposal
  • Submit on time—late applications are not considered 

7. Additional Resources

  • Templates and samples from your university’s graduate school or research services 
  • Grant writing toolkits (e.g., NIH, NSF, UIC) for specific funding cycles 
  • Style guides like Purdue OWL for academic proposal structure 

Bottom line: A winning graduate proposal is clear, feasible, well-justified, and tailored to its audience. Invest time in planning, collaboration, and revision to maximize your chances of approval.

10 Common Mistakes That Get Proposals Rejected

Based on analysis of rejected proposals and expert guidance

  1. Vague or overly broad topic: Attempting to “boil the ocean” rather than focusing on a specific, manageable question.
  2. Hidden research question: The central question appears on page 3 or is poorly defined. Reviewers can’t find it within the first two pages.
  3. “Bibliographic” literature review: Listing sources without synthesis or identifying genuine gaps.
  4. Misaligned objectives and methodology: Research questions don’t match your chosen methods.
  5. Poorly justified significance: Claims of importance without evidence.
  6. Ignoring departmental guidelines: Disregarding specific formatting, length, or structural requirements.
  7. Unrealistic scope: Proposing a study that cannot be completed within your timeframe.
  8. Lack of ethical considerations: Not addressing data privacy, consent, or IRB requirements.
  9. Weak argumentation: Rambling or presenting ideas without a coherent, persuasive narrative.
  10. Rushed work: Submitting without seeking input from supervisors or peers, leading to sloppy writing and errors.

How to Increase Your Approval Rate

Research shows clear patterns in proposals that get approved. Here’s what works:

  • Be specific and concise: Use SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound)
  • State the problem immediately: Don’t make reviewers hunt for your research question
  • Justify every methodological choice: Explain why each method suits your specific questions
  • Align with faculty expertise: Mention relevant professors or research groups
  • Proofread meticulously: Typos and poor formatting signal a lack of care

GrantForward: A searchable database of grants from over 14,000 sponsors that uses specialized data-crawling technology to constantly update its extensive database of sponsors and funding opportunities. Updated daily with new funding opportunities from diverse disciplines, including in the Life and Physical Sciences, Social Sciences, and Arts and Humanities.

Grants.gov: A searchable database of funding opportunities from U.S. federal agencies. You can also subscribe to receive email notifications. 

UCLA GRAPES is another tool that can be used to search for awards among 625 scholarships, grants and fellowships, and postdoctoral awards. Free-to-search for applicants to any graduate program, to graduate students working on a master’s thesis or doctoral dissertation, and to postdoc scholars.

National Science Foundation (NSF) Funding Opportunities: The NSF offers postdoctoral fellows paid opportunities to expand their skills and knowledge in science and engineering – see NSF 101 Graduate and Postdoctoral Researcher Funding Opportunities.To search for NSF funding, click here.

National Institutes of Health (NIH): The NIH offers support for postdoc researchers through various Fellowship and Career Development Award programs, such as the Postdoctoral Individual National Research Service Award (F32) and the Pathway to Independence Award (K99/R00).

A number of government agencies fund postdoctoral research projects including the Department of Energy (DOE), the Environmental Protection Agency (EPA), the Department of State (DOS) Fulbright U.S. Scholar Program, and the Food and Drug Administration (FDA).

Learn more about international grants and fellowships in biomedical and behavioral research, providing information about additional funding opportunities available to those in the field of global health research. here.

Foundations

  • Numerous non-for profit foundations exist domestically and internationally that provide grant funding to research aligned with their specific interests. 
  • The Health Research Alliance is a consortium of over 50 different foundations that collectively sponsor over $1.5 Billion dollars in research annually. Each foundation within the group has their own funding mechanisms, many of which are open to postdoctoral submissions. For more information about funding opportunities, join the HRA’s listserv here
  • The Chronicle of Philanthropy is an online resource dedicated to the non-profit sector. You can create a free online account and then login to search through their list of available grant opportunities, some of which may be open to postdoctoral submissions. 

General Fellowship Opportunities for Students and Postdocs (U.S. Citizens and Permanent Residents)

General Fellowship Opportunities for Students and Postdocs (Non-U.S. Citizens) 

General Fellowship Opportunities for Students and Postdocs (Unrestricted) 

Diversity Fellowship Opportunities

UChicago Library

Various Library Guides provide information by subject, course, and help guides to assist students with research needs.

The Dissertation Office helps doctoral students understand dissertation formatting and publication requirements, offering workshops and draft reviews, and assisting with the submission process. We also support graduate program administrators as they manage dissertation submissions and departmental approval of dissertations, auditing completed submissions and ensuring they meet University requirements.

Academic and research tools

Google Scholar and JSTOR: For any graduate student, Google Scholar is a must-use resource for finding scholarly articles, conference papers, theses, and more. JSTOR is another invaluable digital library containing scholarly articles, books, and primary sources. 

Mendeley and  Zotero: Citation management tools like Mendeley and Zotero are essential for students dealing with large volumes of research. Mendeley allows students to organize their research papers, add notes, and share materials with collaborators. Zotero integrates with Microsoft Word and Google Docs, making it easier to insert citations directly into documents.

Grammarly and Hemingway Editor: Writing is a key component of graduate studies, and tools like Grammarly and Hemingway help improve clarity, grammar, and readability. Grammarly offers suggestions on grammar, tone, and structure, making it a helpful resource for academic writing and email communication. Hemingway Editor, meanwhile, is ideal for simplifying complex language and making sure writing is accessible. 

Overleaf: Overleaf is an online LaTeX editor that makes it easy to collaborate and produce high-quality, professional-looking documents, particularly for STEM fields that require complex formatting. It’s also conveniently cloud-based. 

Time management and productivity tools

Trello, Notion, and Asana: These project management tools are designed to help users organize tasks, manage projects, and collaborate. Trello uses a card and board system to visually track tasks and progress, which is helpful for managing research projects and coursework. Notion offers a more comprehensive approach, combining notes, to-do lists, and databases, making it popular for students who prefer an all-in-one organization tool. Asana is especially useful for collaborative projects, as it allows teams to assign tasks, set deadlines, and monitor progress. 

Pomodoro timers: The Pomodoro Technique involves working in focused bursts (usually 25 minutes) followed by short breaks. Apps like Forest are designed to help users stay on track by timing these intervals. 

Habitica: Habitica is a unique productivity tool that gamifies tasks by turning them into in-game challenges and rewards. Students can create to-do lists, habits, and goals, earning points and leveling up by completing tasks. 

Other Resources

Proposal Development Process for Researchers, an infographic providing an overview of the proposal development process for researchers and grant administrators, as well as post-award processes for researchers.

Agency Toolkits are provided as a reference for the completion of selected agency proposal elements. Because each funding opportunity announcement has specific requirements and agency instructions often change, users should always check the specific instructions provided by the agency in the current solicitation, RFP, RFA, FOA, program announcement and/or grant proposal guide for any unique requirements or changes in format, and always follow the current instructions provided by the agency.

Proposal Development Resources from the Office of Research Development

IT Services Research Resources for Proposal Development.

Experts Search provides searches by topic or faculty name

NSF Broader Impacts resources to support the development and execution of broader impacts plans

Data Management Plans - for federal agencies National Science Foundation, National Institutes of Health, Department of Energy, and Department of Defense, with guidelines and templates.

Proposal Development in 5 Steps

Step 1: Develop Original Idea

  • Review the literature and conduct bibliographic searches.
  • Identify faculty with similar research interests.
  • Identify potential sources of funding.

Step 2: Complete Pre-Proposal Activities

  • Review potential funding sources.
  • Secure program applications and guideline material.
  • Identify previously funded projects.
  • Draft concept paper and rough budget estimate.
  • Discuss idea with potential sponsors/program officers.

Step 3: Draft Formal Proposal

  • Work with your pre-award administrator or sponsored development manager to begin the application process in the AURA system.
  • Finalize budget and budget justification with your administrator.
  • Complete draft of proposal and ask colleagues to provide feedback.
  • Complete separate applications to institutional committees (human subjects, animal care), PI eligibility requests, cost share approval, and other waivers as needed.
  • Complete proposal assurances and Conflict of Interest Disclosure as needed.

Step 4: Prepare and Submit Formal Proposal

  • Complete final draft of proposal and provide to pre-award administrator for internal routing and approval.
  • Be available and responsive for last-minute discussions with administrative personnel.
  • Provide approval of final proposal and concurrence for submission to the sponsor.

Step 5: Award or Declination Processing

  • Be available for negotiation discussion and revision, if necessary.
  • If funded, award will be established by URA Sponsored Program Services.
  • If not funded, request peer review comments.
  • Resubmit, if appropriate.