MSc Health Sciences Education Grant Writing Workshop

June 10, 2014

Presented by Health Research Services

Lisa Hodge, hodgel@mcmaster.ca, x26367

Serena Jennings, sjenn@mcmaster.ca, x22057

McMaster Research Services Resources

Introduction to Research Services at McMaster Health Research Services (HRS) – Faculty of Health Sciences:

– Wendy Hollinshead, Assistant Director, Grants Serena Jennings, Senior Grants Advisor

Michelle Dowling, Senior Grants Advisor

Lisa Hodge, Senior Grants Advisor – CIHR

Research Office for Administration, Development & Support (ROADS): – Sherisse Webb, Assistant Director – Development

Pam McIntyre, Senior Advisor – SSHRC contact

Grace Kim, Senior Grants Advisor – NSERC contact

Cynthia Belaskie, Senior Grants Advisor – CIHR contact

McMaster Industry Liaison Office (MILO): – Gay Yuyitung, Business Development Manager

– Industry-sponsored research contracts & commercialization

Grant Writing & Grant Proposal Submissions

“Grantsmanship” is not just about the writing

Good grant writing takes time, planning, and direction

Advice seeking is smart grant planning

Presented by Lisa Hodge, HRS

Most researchers are great at science and not so great at sales – Great grant writers sell research ideas so that great scientists can discover great things!

1. PLANNING:

– Funding Sources – the right fit/the right choices

– Strategies for grant submission planning

– Managing timelines

– Finding/sourcing help – seeking expertise

2. WRITING:

– Follow instructions

– “Arts and crafts” of putting it together

3. SUBMITTING:

– Eligibility

– Sponsor process

– Institutional process

THREE STEP PROCESS OF GRANT SUBMISSIONS

Ideas/Inspiration/Collaboration:

Know/Define Program of Research (research area/interest) Colleagues (Network of Support and Collaborators) Sources of Funding – the Right Fit Independent research – making your own way

Implementation:

Develop Strategy for Funding submission(s) Manage Timelines Seek Advice and Administrative Help

1. PLANNING:

“Doing research is fun; writing about the research is not. Despite this, we must write journal articles because science communicates through its journals.” Paul Silvia

2. WRITING:THE BASICS:

Follow instructions Less is more – short and small (4 rules) Big words can cause big problems White space counts The “write” order

Researchers are not automatically good writers, and research cannot be accomplished without good grant writing.

FOLLOW THE INSTRUCTIONS:

Print a copy of CURRENT competition instructions

Basic:

Participant requirements Eligible research areas Format

Strategic:

Review criteria can guide your section titles

LESS IS MORE:

4 LITTLE RULES

1.OMIT NEEDLESS WORDS

2.USE GOOD, SMALL WORDS

3.CORRECT USE OF ABBREVIATIONS

4.ONE WORD CAN BE ENOUGH

1. OMIT NEEDLESS WORDS:

Delete very, quite, basically, actually, virtually, extremely, remarkably, completely, at all, and so forth.

Basically, these quite useless words add virtually nothing at all; like weeds, they'll in fact actually smother your sentences completely.

1a. OMIT NEEDLESS WORDS:

1b. OMIT NEEDLESS WORDS:

Delete very, quite, basically, actually, virtually, extremely, remarkably, completely, at all, and so forth.

These words add nothing; like weeds, they'll smother your sentences.

2. USE GOOD, SMALL WORDS:

Of 110 Stanford undergraduates polled, most admitted to making their writing more complex to appear smarter.

‘Have you ever changed the words in an academic essay to make the essay sound more valid or intelligent by using complicated language?’ 86.4% said yes.

Nearly two-thirds answered yes to: ‘When you write an essay, do you turn to the thesaurus to choose words that are more complex to give the impression that the content is more valid or intelligent?’

Oppenheimer Appl. Cognit. Psychol. 20: 139–156 (2006)

2a. USE GOOD, SMALL WORDS:

Original phrase:

The medical community indicates that a program of downsizing average total daily caloric intake is maximally efficacious in the field of proactive weight-reduction methodologies.

Revised phrase:

Doctors say that the best way to lose weight is to eat less.

3. ABBREVIATIONS

Less is more (use fewer abbreviations)

Jargon is confusing; abbreviated jargon is maddening

Get it right – use correct abbreviations

3a. USE FEWER ABBREVIATIONS

COMPLICATED FORMULAS AND MULTIPLE ABBREVIATIONS CAN LOSE THE READER

SCIENTIFIC JARGON CAN MAKE ABBREVIATIONS IMPOSSIBLE TO FOLLOW

When the flow of the submission is impaired by the use of jargon or overuse of abbreviations, then the savings in space is lost in translation.

3b. USE CORRECT ABBREVIATIONS

Time: s, min, h

Centrifugal force: x g (not RPM)

Units: kDa, μM, μm

4. ONE WORD CAN BE ENOUGH

Formulaic Phrases (use 1 word or skip)

for the purpose of (to) due to the fact that (because) at this point in time (now) in the near future (soon) with regard to (about) in view of the fact that (because)

BIG WORDS ARE BIG PROBLEMS

WHITE SPACE COUNTS

Page limitations can leave a grant writer feeling the need to compress font and reduce headers to maximize writing space

Condensed font is obvious to reviewers

White space makes reading easier and more enjoyable for reviewers

Overuse of underlining or bolding is as bad as no white space

THE “WRITE” ORDER

Develop outline (lots of messages to self) Develop provisional title Results References – literature review Materials, Subjects, and Methods Introduction Discussion Summary Abstract Title, keywords and footnotes

3. SUBMITTING:

What you must know before submitting:

Eligibility rules and restrictions (sponsor specific).

Institutional Process (facilitates review and approval)

Sponsor Process

Contact the Senior Grant Advisor in your faculty research office for more information.

ELIGIBILITY

Before you start an application, always check the eligibility for restrictions or exceptions that determine who can apply for funding

Sponsors have different definitions for different types of applicants and participants

Guidelines can be more or less restrictive and can be related to other sources of funding already held

There are sponsor specific limits to how many applications can be under review at once

INSTITUTIONAL “PROCESS”

All proposals for research funding from applicants and co-applicants must obtain institutional approval on behalf of McMaster University prior to submission.

A copy of the proposal (including budget), a completed “checklist” approval form and ethics certifications (if applicable) must be submitted to the appropriate research office to obtain institutional approval/sign off.

Contact the Senior Grant Advisor in your faculty research office for more information about review deadlines and approval processes.

SPONSOR “PROCESS” & SPECIFICS

Every sponsor is different:

Guidelines for submitting

Platform for online submission (and review)

Timelines and deadlines (LOI and other ‘lingo’)

Where to look to Find Funding?

Subscribe to funding bulletins– HRS: hsresadm@mcmaster.ca– ROADS: contact Research Information Specialist, Susan

Gordon (gordosc@mcmaster.ca) Search the COS Pivot database: http://pivot.cos.com/ Search the major funding agencies websites Contact an expert for ROADS, contact Research Information Specialist, Susan Gordon

gordosc@mcmaster.ca) For HRS, contact Muriel Gervais gervaism@mcmaster.ca

Tri-Agency: CIHR, NSERC and SSHRC Choosing the correct funding vehicle is the starting point for writing a

grant submission Write to the sponsor criteria and mandate

Canadian Institutes of Health Research (CIHR): major federal funding agency for health research to excel, according to internationally accepted standards of scientific excellence, in the creation of new knowledge and its translation into improved health for Canadians, more effective health services and products and a strengthened Canadian health care system.

Natural Sciences and Engineering Research Council of Canada (NSERC): supports both basic university research through discovery grants and project research through partnerships among post-secondary institutions, governments and the private sector, as well as the advanced training of highly qualified people.

Social Sciences and Humanities Research Council of Canada (SSHRC): supports university-based research, research training and knowledge mobilization activities in the social sciences and humanities.

CIHR Open Operating Grants

CIHR 2015

Transitional Operating Grant Competition Project competitions occur twice a year in March and September Next competition:

Registration due Feb 2Application due March 2, 2015

Next Information Session: January 2015 – info to be posted in funding opportunities bulletin and HRS website.

http://fhs.mcmaster.ca/healthresearch/research_fundingsource_cihr.html

Tips:

Provide a draft for review to the research office by (or before) the INTERNAL deadline (usually 2 wks before FINAL)

Success rates appear to be related to “peer review” Spell check is not always correct – layman’s review for

grammar and spelling Common CV can be a “time-sucker” Resubmissions should not take less effort or time than a new

submission Offer peer reviewer comments to research office to assist

with resubmission revisions

REVIEW - again and again

Read the instructions (before, during, after) Don’t underestimate time required to complete Manage timelines of sponsor and research office Review previous successful applications (contact

your Advisor for help in obtaining these) Peer review - ask a non-related colleague to review

for content/accuracy/grammar Use plain/lay language when instructed Translation and training HQP should be included Emphasize outcomes and value to Canadians

Budget Suggestions

Make sure your Budget is realistic Consider using at table for lots of data Link budget items to aims/objectives in the proposal (salaries are approximate;

use Departmental rates)

Student Year 1 Year

2 Year 3 Year 4 Year 5

PhD #1 22,000 22,000     

Master’s #118,000       

PhD #2    22,000 22,000 22,000

Master’s #2   18,000 18,000   

Master’s #3       18,000 18,000

Total 40,000 40,000 40,000 40,000 40,000

Grant Proposal Submissions

Questions on Grant Writing Stretch / Washroom Break Grant Proposal Submissions

Presented by Serena Jennings, HRS

McMaster Research Services Resources

Introduction to Research Services at McMaster Health Research Services (HRS) – Faculty of Health Sciences:

– Wendy Hollinshead, Assistant Director, Grants Serena Jennings, Senior Grants Advisor

Michelle Dowling, Senior Grants Advisor

Lisa Hodge, Senior Grants Advisor – CIHR

Research Office for Administration, Development & Support (ROADS): – Sherisse Webb, Assistant Director – Development

Pam McIntyre, Senior Advisor – SSHRC contact

Grace Kim, Senior Grants Advisor – NSERC contact

Cynthia Belaskie, Senior Grants Advisor – CIHR contact

McMaster Industry Liaison Office (MILO): – Gay Yuyitung, Business Development Manager

– Industry-sponsored research contracts & commercialization

Health Sciences Finance (FHS):

http://www.fhs.mcmaster.ca/finance/

- Research accounts for the Faculty of Health Sciences

McMaster Research Finance (non-FHS)

http://resfin.mcmaster.ca/

- Research accounts for all Faculties except Health Sciences

Separate processes for ethics certifications

-human, animal, biohazard, health physics

Research Offices at McMaster

Application/Pre-award identification of funding opportunities provision of information sessions assistance with budget development review and editing of grant submissions review for compliance with agency and institutional guidelines

Funded/Post-award budget revisions and amendments (specific opportunities) assists in managing McMaster's allocation for identified programs ensures that researchers and the University are protected through

funding agreements and compliance with agency and institutional policy

prepares and submits financial reports, invoices, requests for payments and reimbursements

What we do for you…

General Application Process

All proposals for research funding from applicants and co-applicants must obtain institutional approval on behalf of McMaster University prior to submission.

A copy of the proposal (including budget), a completed application approval form and ethics certification (if applicable) must be submitted to the appropriate research office to obtain institutional approval.

Contact the advisor in your research office for more information.

Successful grant proposals…

incorporate input from many people are the result of teamwork are thoughtful, insightful and polished are easy to read, and concise are well formatted

Who are you? Know your role…..

Is this application for your student thesis? Therefore you should be working with your thesis supervisor and applying under their professional title.

Is this your own independent investigation? Can apply under your professional faculty position.

Are you working with patients in a hospital or care setting?

Getting to the right person… in HRS

Ask yourself these questions: 1) What Faculty am I in?

Faculty of Health Sciences – will seek assistance from Health Research ServicesNon-FHS (Mac Campus) – will seek assistance from ROADS

2) Is this a research contract or industry sponsored agreement? All faculties will seek assistance from MILO for industry sponsored contracts

3) Is this an application proposal or award? -Proposal or award notification – seek assistance from ROADS or HRS.

4) Do I have an account # already and my question is finance related - Seek assistance from your respective institutional finance person

You are the integrator….

Responsible forScientific content and discoveriesFinancial budget and expenditure responsibilitiesEthicsproject managementtrainees / supervisors

Plus all of your other responsibilities – teaching / administrative /clinical

As the main applicant, it is up to you to manage both the application and the administrative requirements.

Cooperative administration....

Project Team – Trainee, Supervisor, Research Assistants / Coordinators / Admin assistants

Local Co-Investigators (same institution as you)-their departmental and institutional processes

External Co-Investigators (outside your institution) – their departmental and institutional processes

Academic Department Offices, Processes & Approvals

Institutional Department Offices, Processes & Approvals

Communicate the details of your funding opportunity

For e-mail inquiries: -Always state who the PI is on the project. This is the person who will hold the research account. -Send us the specific link to the funding opportunity.-Reference the project title. -Indicate what you need (institutional approval, account

request)

Communicate your proposal plan with your research team, your admin team, your department and your institutional office

Communicate with your application team

Your assistants – can’t read your mind your co-investigators at the same institution Your co-investigator at other institutions – remember that

they will have institutional review and approval processes that take time

Your departmental level Your grants advisor at your institutional office

Communicate and initiate the review and approval process

Complete and sign an HRS Checklist– Investigator Information, Sponsor Information, Project Information,

Certifications/Approvals, Facilities And Resources, Conflict Of Interest, Account Holders’ Accountabilities Form, Signatures, Special Instructions.

http://fhs.mcmaster.ca/healthresearch/administration_forms.html

Submit a copy of your proposal, budget and justification

Include any appropriate ethics (Biohazard is required at time of application).

Institutional review and approval

HRS receives your application package and will review the documents for institutional and sponsor compliance and guidelines

If there are any major issues such as eligibility or matching funding requirements etc. these will need to be revised prior to obtaining approval

HRS will obtain your institutional signature and return the signature page to you.

Complete any further revisions and SUBMIT!

Communicate your funding decision

sets up the process for a research account indicates to terminate the application process Submit your Notice of Award / Funding Decision to your

department and your institutional research office

For resubmissions of a previous grant proposal– You will need to complete a new HRS checklist and go through the

same processes for departmental and institutional review and approval as a new application.

– If you wish to share your reviewers comments, that is helpful for the review of your resubmission

Be aware of the research policies that apply to your application / award

Overhead policy –must apply if sponsor allows it Research account policy – know your responsibilities Financial Conflict of Interest policies – Declare! Ethics policies – investigate, comply and obtain your

approval(s)!

HRS Links for Policies & Regulationshttp://fhs.mcmaster.ca/healthresearch/research_policies_guide.html

University Policies, Procedures & Guidelines, A-Z Index, Researchhttp://www.mcmaster.ca/policy/A_Z_index.html#R

Slowing down the process…common pitfalls

Incomplete HRS checklists – fill them out completely HRS checklists that are not signed Incomplete accompanying documentation No budgets or budget justifications Submissions after internal or general deadlines Ethics certifications that do not reference the current

proposal – Make the amendments required for the current proposal and sponsor

prior to submission to HRS Last-minute emergencies Unnecessary communication or duplication of

documentation

Getting what you want FAST…

Communicate about the funding opportunity, the details and your application. Find out about internal deadlines.

Communicate any extenuating circumstances around your application to your department and senior grants advisor eg eligibility, budgets, special requirements

Provide documentation that is complete and approved with signatures

Meet the internal deadlines -submit to your department 3 weeks before and HRS 2 weeks before the sponsor deadline.

The only constant is change…

FYI: The McMaster Mosaic project is an institution-wide project to modernize business processes and integrate an enterprise resource planning system.http://www.mcmaster.ca/mosaic/

The research administration module is scheduled to go live in June 2014.

Keep in touch with your research administrators in order to stay on top of revised processes.

Resources

Read “The Art of Grantsmanship, by Jacob Kraicer” http://fhs.mcmaster.ca/healthresearch/guide_grantsmanship.html

CIHR Guidebook for New Principle Investigators http://fhs.mcmaster.ca/healthresearch/documents/CIHRGrantWritingGuidebookforNewInvestigators.pdf

HRS website: http://fhs.mcmaster.ca/healthresearch/

Book: “How to Write a Lot” by Paul J. Silvia