Obtaining a Letter of Support

Below is the process to request a letter of institutional support signed by the Vice President for Research (VPR) for grant applications that (1) require or desire an official signature from the VPR or (2) commit the Office of the VPR financially to an award. This streamlined process ensures that leadership within colleges and centers & institutes are aware of the request, and that relevant university offices are involved in decisions committing financial support to the application.

As early as possible, optimally six weeks before the sponsor deadline, the principal investigator (PI) should submit a request for an institutional letter from the Office of the VPR. Extra time may be needed if financial commitments are requested or to answer questions about the sponsor and/or collaborators that may arise prior to receiving an official signature.

1. All requests are submitted via the online form available above. Click on the “Submit a Request for a Letter of Support” blue button.
2. All requests will be routed to the Associate Dean for Research (ADR) or VPR Center/Institute Director for approval.
3. All letters requesting institutional approval and/or endorsing a submission (with or without the need for specific financial institutional commitment) must submit the following information via the online submission form:
   1. a draft of the requested letter, if completed
   2. information about the funding opportunity (agency, program title and funding opportunity number)
   3. abstract of the project
   4. date the letter should be returned to the PI to be included in the application
4. If the letter requires a financial commitment from the Office of the VPR, the online submission must include the following information in addition to the items listed in #3:
   1. description of the funding opportunity, including any matching or cost-share requirements
   2. breakdown of financial commitment from sources other than the VPR
   3. clear description of the financial request to the VPR

In all cases, the uploaded draft letter will be routed to the Proposal Development Office (PDO) to either confirm that the letter is appropriate or to assist with revising a draft letter. PDO will contact the PI, as needed, to work on revisions to the draft letter. Typically, revisions are to address adherence to specified letter requirements in the notice of funding opportunity or to incorporate added content on behalf of the VPR. Once PI approval of the new letter draft is obtained, PDO will submit the letter to the OVPR for review and VPR signature. Please reach out to the Proposal Development Office (PDO) at pdo@uky.edu for assistance.

A final signed copy of the letter will be provided to the PI and Associate Dean for Research (ADR). Copies of a support letter that makes financial commitments, along with the email correspondence pertaining to it, should be retained by the PI until an awarded grant is closed or until the PI knows an award will not be made. When a proposal for which the VPR has committed resources is not funded, please notify the VPR for budgetary planning purposes.

If a letter will be requested from the Provost, provide the information above in an email to Rachel Kikendall (rachel.kikendall@uky.edu) who will review and obtain the Provost signature. Please also copy the college dean in these communications.

Updated 9/2/2025