expediting the application workshop presentation -- 2015 sra -- dianne donnelly and sandy justice -...
TRANSCRIPT
EXPEDITING AND COMPLETING THE APPLICATION
Navigating the Sea of Competition Positioning Proposals for Funding
Dianne Donnelly, Ph.D. Sandy Justice, USF-CRA
The Stakes
The Stakes
Guardians of Grantsmanship
Our MissionThe complexity of research administration requires knowledgeable, highly adaptive, and skilled professionals who have expertise in an ever expanding variety of areas characterized today by evolving regulatory requirements and a need for managed risk.
Navigating the Sea of Competition
Kicked to the Curb Activity
Positioned for Success:The Grant Process
1. Novel Idea2. Grant Opportunities3. Grant Application Process4. Grant Decisions (Award/Reject)
Identify Novel Idea
1. Novel Idea
2. Grant Opportuniti
es
3. Grant Application
Process
4. Grant Decisions
(Award/Reject)
Generate Novel Idea
• The idea, as presented, is worth pursuing Think 5 years out (Arrow Electronics)https://www.youtube.com/watch?v=67NkkFE4WYs
• The idea, may do the following: Fill gaps in science Take scholarship in new direction Bring disciplines together
100 GRAND Activity
• Identify your novel idea• Develop your pitch• Persuade your audience • Consider the impact and significance
Align the idea with funding priorities• Offer peer review perspectives
Reference clarity, feasibility, significance, and impact
Identify Grant Opportunities
1. Novel Idea
2. Grant Opportuniti
es
3. Grant Application
Process
4. Grant Decisions
Where to Find the Right RFP?
News Digest
Finding Funding: 6 Key FOCUSED Words
• Global• Diaspora• Sustainable • Entomology• Hazards• Energy• Autism• Materials• Economics• Health
• Women• Political Reform• Water • STEM Ed• Forensics• Research• Engineering• Cancer• Migration• Digital Humanities
Eligibility Match
Principle Investigator (PI)• Postdoc• Early-career• Mid-career• Established PI• Tenure Earning• US resident, Visa
Status
Request for Funding (RFP) • NIH – Which R grant?• NSF – disciplinary• PECASE, CAREER• NEH Fellowship• ACLS, Fulbright• Foundation grants• DOD
Broad Brush Proposal Steps
Understand the preliminary and subsequent steps needed to be and stay competitive
Pilot Data Project Team – demonstrated expertise Facilities, equipment, infrastructure Broader Impacts – diversity, engagement, relevance Publications and presentations
Grant Application Process
Guidelines
Checklists &
Timelines
Proposal Pieces
Partners &
Planning
Compelling
Writing
Submission
Checklists and Timelines Internal checks & balances Proposal pieces Letters of support Budget (cost share?) Compliance (COI) Subs / Collaborators CV/Bio Sketch
Careful Examination of Guidelines
Look for Revisions or Changes from the last time this grant was offered…
Sample Proposals
Look at what has been done … seek examples of success
Proposal Pieces: Tailor for Proposal
• Data Management Plans• Postdoc Mentoring Plans• Digital Data Research Plans• Intellectual Property Plans• Facilities, Equipment & Infrastructure• 5% Other
Timelines: Planning Ahead
Budget Activity
• A PI walks into a bar ….• What budget categories are you, as the
RA, going to write on your cocktail napkin?
Cocktail Napkin Budget
• Sr. Personnel (% effort > calendar months)
• Other Personnel (Center coordinator, Lab manager, Equipment technician)
• Fringe Benefits• Equipment (F&A bearing?)• Travel• Participant Support Costs
Gift cards or cash Travel support Bread and water Supplies (binoculars,
iPads)
• Other Direct Costs Materials and Supplies Publication costs Consultant services Computing Subawards Other (Lab fees)
• Total Direct Costs (A through G)• Non F&A ‘Other’ – Tuition• Indirect Costs (F&A)
Partners & Planning
• Partners should support with clarity and confidence: “I support this project because…”
• Commitment should resonate (specific, ‘real’)
Partners and Planning
Subs and Contracts
Grant Application Process
1. Novel Idea
2. Grant Opportuniti
es
3. Grant Application
Process
4. Grant Decisions
(Award/Reject)
Crafting the Compelling Story
The Stakes
Genre & Time
AudienceWriting & Revising
The 3 D’s
Submitting
Process
Grant Writing: A Genre of Its Own
Focus: on scholarly pursuits of writer
Past-Oriented: completed research
Audience: Like-discipline peers
Specialized Terminology: (“inside jargon”)
Focus: aligns with priorities of agency
Future-Oriented: Research plan
Audience: PO’s & both narrowly & broadly defined peers
Accessible Language: (broader audience)
Academic
Writing
Grant Writing
Timing is Everything!
# of narrative pages allowed in grant x 4 hrs. of writing, editing, proofreading/page
+ 1.5 hrs. to carefully read & outline RFP guidelines
+ 5 hrs. to write a detailed budget justification and complete budget forms
+ 5 hrs. to obtain letters of support, resumes, & job descriptions
+ 1 hr. to complete grant forms
+ 5 hrs. to do a final review, compile, & submit proposal
For typical 15 page proposal: 60 hrs. +15 hrs. +5 hrs. +1 hr. +5 hrs. ~73 hrs. = Four 18 hrs. days -- if this is all faculty do!
More on Timing
Perfect Practice Makes Perfect• Activate portions of brain through practice • QUANTITY of grant writing practice is important
to improving skills but so is the QUALITY of the practice—do it often and do it effectively – perfect grant writing practice makes perfect.
Knowing Your Audience
• Panelists (experts) vs. ad hoc
• Interdisciplinary vs. multidisciplinary
• Fair vs. prejudicial/biased
Thinking Like a Reviewer
• Readability is the key• Assume the audience
is well-educated, but don’t assume topical knowledge
• Aim the application at a wider breadth of audience
• Write in a single voice, so the proposal is a coherent, well-integrated story
• Make sure terms are well defined when you use them
Competitive
• Novel, original idea • Succinct & focused plan • Clear ROI• Credible PI who can
accomplish work in given timeframe
• Clarity concerning future direction
• Convincing evidence
Compelling
• Persuasive story• Quantifiable argument• Impactful research• Solid guideposts for
reader• Clear, concise confident,
cohesive writing• Meaningful
visuals/captions
• WHAT are you proposing to do?
• WHY is this important?
• Can YOU do it?
3 Important Questions
In More Proposal Terms
• Intellectual Merit• Probability of success• Feasibility• Applicant’s qualifications• Preliminary work• Broader Aspects
Persuasive Proposal Writing
1. “Sell your best idea” clearly2. Make them care 3. Prove that you can do it
High Quality Proposals
Immediately state the fundamental elements of the project
• Methodology: Experimental, theoretical, survey, fieldwork, observational, computational, archive, database
• Techniques: Use recognizable terms
• Stake: What is “at stake?”
Goals/Aims and Objectives
Goal/Aim
“Our aim with this innovative curriculum is to improve the supply of graduates with National Registry certification.”
Objective
“At least 90 per cent of course graduates will pass the National Registry certification.”
Anchor Activity
Write a brief outline of your new/established project and come up with these foundation requirements: 1. Methodology: Theory, experimental,
survey, fieldwork, etc. 2. Technique: Slightly more detailed than
above 3. What’s at stake?
Delivery, Design, Documentation
• Delivery (following the guidelines, guiding your reader, presenting confidence, and providing concision, cohesion, clarity)
• Documentation (delivering facts & evidence)
• Design (conveying visual messages)
Back to the Stakes
• # of proposals nearly doubled, # of awards Unchanged, success rates dropped to single-digit numbers
• Panels review many grants
• Reviewers have limited time to make the case for your grant
Intangibles Influence Funding
• Reviewers will eliminate 50% of proposals as “undiscussed” – no opportunity for funding
• Funding success can depend on reviewer’s area of expertise
• All else being equal – some institutional bias
Revise, Revise, Revise
Guide the Reader• Use topic sentences that both introduce and
summarize the info in a paragraph.• Make connections to your project aim through
your proposal in various sections• Emphasize research questions, aims, sub-aims
with headings • Bold section headers and subheaders and
critical components to guide readers (some PIs italicize critical statements).
• Propel message forward with visuals and captions.
Concision
• Incorporate direct concise language • Consider brevity • Simplify sentences • Vary future tense• Construct parallel structure
Confidence & Clarity
• Use active verbs• Sound confident, but not arrogant• Craft concrete “visual” language • Limit adjectives and adverbs• Watch clichéd words • Make subjects and verbs agree in number • Make pronoun usage clear rather than vague or
ambiguous
Activity: Change Passive to Active
• It has been demonstrated by research that….
• The SAP Program is being implemented by our department this year.
• Following administration of the third dosage, measurements will be taken.
• Make it easier for reviewers to understand your ideas
• Help show the flow of ideas/aims, highlight important points, & convey your thinking and approach
• Connect the graphic to the aims of the proposal• Provide value in the time/effort you invest in
incorporating these visuals • Establish the “identity of the project”
Informational Design
Visuals & Captions: Propelling Messages Forward
https://drive.google.com/open?id=0B9i769czbV_YYm1rZ3ZYUFYzTGM
Project Summaries or Abstracts
• Presents ideas, methods, and expected outcome• Must be clear, concise, and comprehensive• First impressions – read by reviewers completely
Compelling Introductions
• Lead sentence should get reviewer’s attention (create tension; what’s the problem? What’s your answer?)
• Note why prior studies have not resolved problem and why your study has merit
• Why is unique about your site, methodology, collaborations?
• What is your proposal’s purpose?
Project Description• Page limit awareness• A broader theoretical framework that works down
to one or a few focal questions• A well-specified, scientifically sound research
plan to test answers to the focal questions• Clear and believable statements regarding
prospective intellectual merit and broader impacts• A sound management plan and descriptions of
who will do what work
Sound Management Plan
Intellectual Merit/Significance
Why is your research important for the advancement of your field? • What is already known?• What is new?• What will your research add?• What will this do to enhance or enable research in your field or the field of others?
Intellectual Merit Activity
• Develop your Intellectual Merit Section
How is your work going to advance knowledge in your field?
Are you addressing gaps in the knowledge base? Do you have evidence of that gap?
• Share with your colleague(s)
Broader Impact• How will your research results be applied?
Economic/environment/energy Education and training Providing opportunities for underrepresented groups Improving research and education infrastructure
Offering transparency and publication plans
Broader Impact Intrinsic to Research
• Improves theoretical knowledge and operational models of weather systems, storm forecasting, and resilience planning post Hurricane Sandy
• Improves predications of severe weather• Engages in cutting-edge research in optical
sciences with the potential for profound impacts on human health & counterterrorism
* see NSF Perspectives on Broader Impacts
Broader Impact Education and Outreach• Creates a traveling exhibition: Human Plus Real
Lives – displays extraordinary technological advances being made to restore and extend human abilities
• Provides students with opportunity to work at a premier global lab
• Connects Florida’s manufacturers, teachers, & students with its workforce
• Researches innate plant immunity
* see NSF Perspectives on Broader Impacts
Broader Impact Activity• Develop your Broader Impact/Significance
Section How will your work promote teaching,
training, and learning?How might your work broaden participation
of underrepresented groups? Help the stakeholders who will be affected
by your work understand the value of your research and why your project is worthy of investment.
Letters of Collaboration
• Triage – selective LOIs• Gauge response – all LOIs move forward• Know the art of the elevator speech
Form a clear introduction Tell a story Hook your reader Conclude with a call to action
LOIs and Letter Proposals
• Speak to WHY you, WHY this grant• Write succinctly – brevity is key
From 15 pages to 1, 3 or 5 pages Not an abstract of a full grant
• Avoid technical jargon and acronyms• Bold statement of positive language • Know and define your purpose
Typical LP/LOI Structure
• Project Title – descriptive, impactful, succinct• Project Summary (Opening paragraph)• Project Description – systematic, foundation-
speak, assertive• Summary budget – Clear, reasonable,
competitive
ACTIVITY
Submitting Your Proposal: Measure Twice, Cut Once
• Checklist before submission• NSF bio – top 5 ‘products’ not ‘publications’• Formatting follows guidelines … including the
name of the project title, ‘CAREER:” and your file, ‘narrative’
• Budget check – fringe rate, F&A, tuition• Internal approvals
@ Submission
• Know your deadline – receipt date (and time … EST)
• If there is an error, there is time to remedy • Understand how to address issues, or (first time
with this agency?) partner with a veteran, keep a hotline handy
• Confirm receipt – encourage patience – waiting for funding decision is hard to do.
Positioned for Success:The Grant Process
1. Novel Idea
2. Grant Opportunitie
s
3. Grant Application
Process
4. Grant Decisions
(Award/Reject)
Fund Me, Maybe
Funding Decisions
Unfunded
R & R
Awarded
NSF• Lack of Focus• Lack of PI experience/credibility • Scope is out of proportion to
budget and workload• More specificity on
goals/objectives and project purpose needed
• Work doesn’t address broad current interests
NIH• Approach to problem is
not clearly defined• Competence of
Investigators is not confirmed
• Allocation of time is out of proportion to PI’s teaching or other non-research duties
Common Reasons for Low Ratings
Why Unfunded?
• Project didn’t match program funding• Proposal was unreasonable
Guidelines weren’t followed, Objectives/methods were unclear, budget didn’t match scope
Needs more data and proof that the project is achievable (seed data, infrastructure)
• Shrinking program funding – ltd. # awards
Unfunded Proposals: Revise & Resubmit
• Learn from Experience: How can the next proposal benefit?
• Address Peer Review Comments: Is it worthwhile to revise / resubmit?
• Talk with your Program Officer
Revise & Resubmit
Addressing Peer Review Comments
• Rejection – lack of PI experience, dearth of pubs, insufficient infrastructureRemedy – add senior collaborator (Co-PI),
strengthen management plan
• Rejection – too vague, difficult to read or followRemedy – clear/specific format, guiding
headings, relevant illustrations
• Rejection – a peer reviewer says, ‘I didn’t understand where the PI was going with this”Remedy – additional clarity on process
• Rejection – the proposal seems too ambitious or unachievableRemedy – timeline and flow chart mapping
out objectives and deliverables
Addressing Peer Review Comments
Awarded. Now What?
• Thank your Program Officer• Read over the reviewers’ comments (no
comments? Ask for them.)• Discuss the comments with your PO so that you
can improve for the subsequent proposal• Understand how to establish the award, and meet
sponsor’s reporting requirements
Questions?
Dr. Dianne Donnelly, Assistant Dean of Research, College of Arts & Sciences, USF [email protected]
Sandy Justice, USF Certified Research Administrator, TRAIN® Ambassador, Sr. Research Administrator, Office of Research and Scholarship, USF College of Arts & Sciences [email protected]
Resources• Stay current with the research news and what’s trending at the
federal funding agencies… one way is through GUIRR, the Government University Industry Research Roundtable
• The Foundation Center posts the text of its Proposal Writing Short Course.
• The University of Michigan hosts a useful Proposal Writer’s Guide.• The Human Frontiers Science Program posts its monograph on
the Art of Grantsmanship.• This ACLS article outlines the essentials of
proposal writing for fellowship competitions.• Michigan State University has a listing with links to over 100
proposal guides, including ones that focus on specific disciplines or on applications to specific agencies and organizations.
Resources
Advanced Manufacturing
Cybersecurity Big Data Education Energy & Env
ironment
Innovation International Research
IP/Patents Jobs/Workforce
Outsourcing Research & Development
Navigating the Sea of Competition