library seminar power point presentation

How to Compete forHow to Compete forResearch FundingResearch Funding

Prepared for the Texas A&M UniversityPrepared for the Texas A&M UniversityEvans Library FacultyEvans Library Faculty

8 April 20098 April 2009Office of Proposal DevelopmentOffice of Proposal Development

Robyn L. PearsonRobyn L. [email protected]@tamu.edu

Library Seminar Office of Proposal Development 2

Texas A&M UniversityTexas A&M UniversityOffice of Proposal DevelopmentOffice of Proposal Development

►Unit of the Division of Research and Unit of the Division of Research and Graduate StudiesGraduate Studies

►We provide funding support for TAMU We provide funding support for TAMU faculty, staff, and students:faculty, staff, and students: Workshops, seminars, presentationsWorkshops, seminars, presentations Identify funding opportunitiesIdentify funding opportunities New faculty initiativesNew faculty initiatives Develop collaborative, multidisciplinary Develop collaborative, multidisciplinary

research activitiesresearch activities Center-level initiativesCenter-level initiatives


Check out the OPD Website!Check out the OPD Website!

►http://opd.tamu.eduhttp://opd.tamu.edu►Funding opportunitiesFunding opportunities►Proposal resourcesProposal resources►Schedule for seminarsSchedule for seminars

and workshopsand workshops►Seminar materialsSeminar materials►Craft of Grant Writing WorkbookCraft of Grant Writing Workbook


Types of Funding AgenciesTypes of Funding Agencies

►Basic research agencies Basic research agencies NSF, NIH, etc.NSF, NIH, etc.

►Mission-oriented agencies Mission-oriented agencies USDA, ED, NEH, etc.USDA, ED, NEH, etc.

►Private FoundationsPrivate Foundations Can be national or local in scopeCan be national or local in scope

►Other Other Industry, professional organizations, etc.Industry, professional organizations, etc.


Common TerminologyCommon Terminology

► SolicitationSolicitation – the program description; – the program description; what the funder is seeking to fundwhat the funder is seeking to fund RFP (Request for Proposals), RFA (Request for RFP (Request for Proposals), RFA (Request for

Applications), PA (Program Announcement)Applications), PA (Program Announcement)► EligibilityEligibility – defines who is eligible to apply – defines who is eligible to apply

(i.e., individuals, non-profits, universities)(i.e., individuals, non-profits, universities)►Budget guidelinesBudget guidelines – how funds may be – how funds may be

used and other financial requirements (i.e., used and other financial requirements (i.e., cost sharing, matching) cost sharing, matching)

►Review criteriaReview criteria – how your proposal will be – how your proposal will be evaluatedevaluated


Learn to search for fundingLearn to search for fundingin the right places!in the right places!


Information on the InternetInformation on the Internet

Funding agency and foundation Funding agency and foundation websiteswebsitesUsually the first place an announcement Usually the first place an announcement

will appearwill appear Compilations of funding opportunitiesCompilations of funding opportunities Automatic e-mail notification services Automatic e-mail notification services Database servicesDatabase services Google!Google!


Funding Opportunities andFunding Opportunities ande-mail Alert Servicese-mail Alert Services

► All Federal Funding OpportunitiesAll Federal Funding Opportunities http://www.grants.gov/http://www.grants.gov/ Email alert service: Email alert service:

http://www.grants.gov/applicants/email_subscription.jhttp://www.grants.gov/applicants/email_subscription.jspsp

► FoundationsFoundations http://fdncenter.org/pnd/rfp/index.jhtmlhttp://fdncenter.org/pnd/rfp/index.jhtml Email alert service: Email alert service: http://http://fdncenter.orgfdncenter.org

/newsletters//newsletters/ ►OPD website listing of email alert servicesOPD website listing of email alert services

http://opd.tamu.edu/funding-opportunities/electrhttp://opd.tamu.edu/funding-opportunities/electronic-funding-alert-services-email-alertsonic-funding-alert-services-email-alerts


Improve Your SuccessImprove Your Successin Finding Fundingin Finding Funding

►Get to know your most likely funding Get to know your most likely funding agenciesagencies Mission, visionMission, vision Funding mechanismsFunding mechanisms Recurring funding opportunitiesRecurring funding opportunities

► Check funding opportunities regularlyCheck funding opportunities regularly► Learn how to quickly evaluate a potential Learn how to quickly evaluate a potential

funding opportunity (eligibility, deadlines, funding opportunity (eligibility, deadlines, budget restrictions, etc.)budget restrictions, etc.)

► Keep a list of funding agencies, funding Keep a list of funding agencies, funding opportunities with URLs (e.g., Word table opportunities with URLs (e.g., Word table with hotlinks)with hotlinks)


Deciding Whether a Funding Deciding Whether a Funding Opportunity is Right for YouOpportunity is Right for You

► What do they want to accomplish through this What do they want to accomplish through this program?program?

► How much money is allocated and how many How much money is allocated and how many awards are anticipated?awards are anticipated?

► Who is eligible to apply?Who is eligible to apply?► What are the budget guidelines or What are the budget guidelines or

restrictions?restrictions?► What, if any, partnerships are required?What, if any, partnerships are required?► What other types of programs have been What other types of programs have been

funded?funded?


Explicit Proposal Explicit Proposal RequirementsRequirements

►Note carefully formatting rules (page limits, Note carefully formatting rules (page limits, fonts, margins, etc.) – these may be in a fonts, margins, etc.) – these may be in a separate documentseparate document

► Look for suggested or required sectionsLook for suggested or required sections Make an outline that mirrors solicitationMake an outline that mirrors solicitation Include checklist of everything that must be Include checklist of everything that must be

addressed, divided by sections; stick to this addressed, divided by sections; stick to this checklist through early draftschecklist through early drafts

►Note supplementary documents neededNote supplementary documents needed Bios, Current and Pending Research Funding, Bios, Current and Pending Research Funding,

Letters of Support, Facilities and Equipment, etc.Letters of Support, Facilities and Equipment, etc.


Proposal Process Proposal Process PlanningPlanning

►What do you control?What do you control? Proposal narrativeProposal narrative CollaboratorsCollaborators BudgetBudget

►What do others What do others control?control? Routing & signaturesRouting & signatures Budget approvalsBudget approvals SubmissionSubmission Data requestsData requests Institutional supportInstitutional support


Preparing your proposalPreparing your proposal

►Allow lead timeAllow lead time To identify and fully assess what you needTo identify and fully assess what you need To review and evaluate funding opportunitiesTo review and evaluate funding opportunities To obtain background information on the To obtain background information on the

agencyagency To download application formsTo download application forms To become familiar with application To become familiar with application

instructionsinstructions To create a proposal checklistTo create a proposal checklist To select collaboratorsTo select collaborators



►Allow work timeAllow work time To talk with the program managerTo talk with the program manager To draft the applicationTo draft the application

►Cover sheet, applicant data, abstract, summary, Cover sheet, applicant data, abstract, summary, project design, significance, background, literature project design, significance, background, literature review, preliminary studies, project schedule, review, preliminary studies, project schedule, references, biographical sketch, facilities and references, biographical sketch, facilities and resources, grant support resources, grant support

To prepare the budget and budget To prepare the budget and budget justificationjustification

To request and obtain supplementary To request and obtain supplementary materialsmaterials



►Allow wrap-up timeAllow wrap-up time To have your colleagues review your To have your colleagues review your

applicationapplication To revise, edit, and proofread your To revise, edit, and proofread your

applicationapplication To route your proposal and budget for To route your proposal and budget for

institutional approvalsinstitutional approvals To submit your applicationTo submit your application


Reading the SolicitationReading the Solicitation

►Read, read, and re-read the Read, read, and re-read the solicitation!solicitation!

►The solicitation is The solicitation is notnot a list of a list of suggestions; it is a list of suggestions; it is a list of requirementsrequirements

►It is a window into the thinking of It is a window into the thinking of the funding agencythe funding agency


Things to Look for in the Things to Look for in the SolicitationSolicitation

►Proposal GuidelinesProposal Guidelines►Purpose of the programPurpose of the program►Program requirementsProgram requirements►Budget guidelinesBudget guidelines►Review criteriaReview criteria►Contact informationContact information


Proposal GuidelinesProposal Guidelines

►Formatting (page limit, margins, fonts)Formatting (page limit, margins, fonts)►Document orderDocument order►Project descriptionProject description►Scope of workScope of work►Performance goalsPerformance goals►Management planManagement plan►Budget guidelinesBudget guidelines►AttachmentsAttachments


Purpose of the ProgramPurpose of the Program

► Commonly discussed in “background” Commonly discussed in “background” sectionsection

►Make sure the goals of your proposed Make sure the goals of your proposed project mirror the program goalsproject mirror the program goals

► Look for words that are repeatedLook for words that are repeated e.g., “innovative” e.g., “innovative” You will want to use these words to describe your You will want to use these words to describe your

project (and back up those claims)project (and back up those claims)

► The outcomes of your proposed project The outcomes of your proposed project should support program objectivesshould support program objectives


Program RequirementsProgram Requirements

►Read carefully and make a checklistRead carefully and make a checklist►Plan to explain how you will meet each Plan to explain how you will meet each

program requirementprogram requirement►Start work on setting up Start work on setting up

collaborations, partnerships if needed collaborations, partnerships if needed Supporting letters may be needed for your Supporting letters may be needed for your

proposalproposal►To be competitive, you must meet To be competitive, you must meet allall

program requirementsprogram requirements


Talking to the Program Talking to the Program OfficerOfficer

►Do your homeworkDo your homework Read solicitation carefullyRead solicitation carefully Read background documentsRead background documents Investigate previously funded projectsInvestigate previously funded projects

► Prepare a concise description of your project Prepare a concise description of your project Goals, objectives, outcomesGoals, objectives, outcomes One short paragraphOne short paragraph

► Try e-mail and phoneTry e-mail and phone If possible, use e-mail to set up phone If possible, use e-mail to set up phone

conversationconversation Ask open-ended questions and listen carefullyAsk open-ended questions and listen carefully


Never be timid about contacting a Never be timid about contacting a program officer for clarificationprogram officer for clarification

►Timidity is never Timidity is never rewarded in the rewarded in the competitive grant competitive grant process.process.


Introductory writing tipsIntroductory writing tips

►Summary and introduction are key Summary and introduction are key elementselements May be the only section a reviewer will readMay be the only section a reviewer will read Should clearly define your core ideasShould clearly define your core ideas

►Reviewers will assume errors in language Reviewers will assume errors in language and usage will translate into errors in and usage will translate into errors in your programyour program

►Don’t be overly ambitious in what you Don’t be overly ambitious in what you propose, but convey credibility and propose, but convey credibility and capacity to performcapacity to perform


Review CriteriaReview Criteria

►Most important part of solicitation!Most important part of solicitation!►Plan early how to address each review Plan early how to address each review

criterioncriterion►Structure your proposal outline to Structure your proposal outline to

reflect review criteriareflect review criteria► If you are weak in an area, include a If you are weak in an area, include a

plan about how to address this areaplan about how to address this area


Connect to Review CriteriaConnect to Review Criteria

►Throughout the proposal narrative, Throughout the proposal narrative, point out explicitly how program point out explicitly how program components address review criteriacomponents address review criteria

►Address each criterion separatelyAddress each criterion separately►Make this easy to findMake this easy to find►Make this conciseMake this concise


Make your proposal easy to Make your proposal easy to readread

►Reviewers often have numerous Reviewers often have numerous proposals to readproposals to read

►Use white space, underlining, bold, Use white space, underlining, bold, bullets, figures, flowcharts to make bullets, figures, flowcharts to make main points easy to findmain points easy to find

►Put main idea of sections and Put main idea of sections and paragraphs up frontparagraphs up front


You must intrigue the You must intrigue the reviewers!reviewers!


Collaborations/PartnershipsCollaborations/Partnerships

► Identify partners before you start writingIdentify partners before you start writing► Be clear about roles of collaborators and Be clear about roles of collaborators and

partnerspartners► Establish split of resourcesEstablish split of resources

For TAMU collaborators, agree on budget splitFor TAMU collaborators, agree on budget split► Be sure collaborators and partners get Be sure collaborators and partners get

something out of participating in the projectsomething out of participating in the project► If you need a letter of collaboration, offer to If you need a letter of collaboration, offer to

write a draft for your collaborator to editwrite a draft for your collaborator to edit Include specifics on what they will do and support Include specifics on what they will do and support

they will providethey will provide Explain who the collaborator is and their motivationExplain who the collaborator is and their motivation


Examples of Common Proposal Examples of Common Proposal SectionsSections

► Project SummaryProject Summary► Project Description/Proposal NarrativeProject Description/Proposal Narrative

Goals/Objectives/Specific AimsGoals/Objectives/Specific Aims IntroductionIntroduction Background and SignificanceBackground and Significance Approach/MethodologyApproach/Methodology Research PlanResearch Plan Preliminary DataPreliminary Data

► Literature CitedLiterature Cited► Budget and Budget JustificationBudget and Budget Justification► Biosketches and other Supplementary Biosketches and other Supplementary

DocumentsDocuments


Project Summary/Executive Project Summary/Executive SummarySummary

► Provides a framework for the reviewerProvides a framework for the reviewer Understand how the executive summary Understand how the executive summary

is used in the review processis used in the review process►Remember that reviewers must generally evaluate Remember that reviewers must generally evaluate

numerous applicationsnumerous applications►Remember that reviewers must generally conduct Remember that reviewers must generally conduct

their evaluations fairly quicklytheir evaluations fairly quickly►Strive to make a good first impressionStrive to make a good first impression

► Remainder of proposal will flesh out this Remainder of proposal will flesh out this frameworkframework

► Opportunity to make important points up frontOpportunity to make important points up front► Communicate your excitement!Communicate your excitement!


Project Description/Proposal Project Description/Proposal NarrativeNarrative

►Goals/Specific Aims:Goals/Specific Aims: State specific, measurable goals of State specific, measurable goals of

your projectyour project Tie to program/agency mission and Tie to program/agency mission and

goalsgoals If hypothesis-based research, state If hypothesis-based research, state

your hypothesisyour hypothesis Discuss expected outcomesDiscuss expected outcomes


Approach/MethodologyApproach/Methodology

► Be very clear about how you will accomplish Be very clear about how you will accomplish your stated goals and objectivesyour stated goals and objectives

► Include detailsInclude details What, specifically, will you do when you get the What, specifically, will you do when you get the

money?money? Schedules and milestones are often helpfulSchedules and milestones are often helpful

► Address any potential dead ends, roadblocks, Address any potential dead ends, roadblocks, show-stoppers and how you will deal with themshow-stoppers and how you will deal with them

► Avoid ambiguous terminology – be very Avoid ambiguous terminology – be very specific!specific!


Focus on your program Focus on your program interestsinterests


Preparing your budgetPreparing your budget► Adhere to agency and program requirementsAdhere to agency and program requirements

Include only allowable costsInclude only allowable costs► Request what you need to complete the projectRequest what you need to complete the project

Make sure the budget reflects the project’s Make sure the budget reflects the project’s objectives, scope, and durationobjectives, scope, and duration

► Base budget on real costsBase budget on real costs Remember that reviewers know what things costRemember that reviewers know what things cost Factor in direct costsFactor in direct costs

► Personnel, travel, equipment, materials and supplies, etc.Personnel, travel, equipment, materials and supplies, etc. Factor in indirect costsFactor in indirect costs

► On-campus rate = 46.5% of MTDCOn-campus rate = 46.5% of MTDC► Off-campus rate = 26.0% of MTDCOff-campus rate = 26.0% of MTDC

Factor in cost escalations for multi-year projectsFactor in cost escalations for multi-year projects


Connect narrative text to Connect narrative text to budgetbudget

►Budget categories are defined by the Budget categories are defined by the funding agencyfunding agency

►Be sure activities discussed in narrative Be sure activities discussed in narrative are reflected in budgetare reflected in budget

►Connect narrative text to the budget to Connect narrative text to the budget to ensure appropriate balance and ensure appropriate balance and proportionproportion

► If a budget justification section is If a budget justification section is requested, use it to complement and requested, use it to complement and deepen the narrative detaildeepen the narrative detail


Preparing a budget justificationPreparing a budget justification

►Use this section to continue to Use this section to continue to persuade reviewers that you are a persuade reviewers that you are a thoughtful and careful investigatorthoughtful and careful investigator

►Provide a clear explanation of why Provide a clear explanation of why each budget request is neededeach budget request is needed

►Verify accuracy in both the budget and Verify accuracy in both the budget and the budget justificationthe budget justification


Project assessment and Project assessment and evaluationevaluation

► How will you know if you were successful?How will you know if you were successful?►Describe what will be measured in order to Describe what will be measured in order to

assess how well project met each of its assess how well project met each of its objectives objectives Who will conduct assessment? Who will conduct assessment? Discuss logisticsDiscuss logistics

► Formative assessment: conducted throughout Formative assessment: conducted throughout project and results fed back to improve projectproject and results fed back to improve project

► Summative assessment: final assessment at Summative assessment: final assessment at end of projectend of project


RevisionsRevisions

Revise, revise, revise!Revise, revise, revise! Ask colleagues to review your executive summaryAsk colleagues to review your executive summary

►Request feedback on scientific/technical issuesRequest feedback on scientific/technical issues►Request feedback on grantsmanshipRequest feedback on grantsmanship

Incorporate appropriate revisionsIncorporate appropriate revisions Proofread the final draft carefullyProofread the final draft carefully E-mail your summary to the program manager E-mail your summary to the program manager

well well beforebefore you begin working on the rest of your you begin working on the rest of your proposalproposal►To confirm that you are targeting the right programTo confirm that you are targeting the right program►To obtain suggestions on how to improve proposed To obtain suggestions on how to improve proposed

project and proposalproject and proposal


Interpreting ReviewsInterpreting Reviews

► If you are funded…If you are funded… Whoop!! Go outWhoop!! Go out and play!and play!

► If not….If not…. If you have review comments, read through them If you have review comments, read through them

carefullycarefully Call the program officer for more feedbackCall the program officer for more feedback Decide whether you should resubmitDecide whether you should resubmit


Interpreting Reviews – Planning to Interpreting Reviews – Planning to ResubmitResubmit

►Were certain issues mentioned consistently?Were certain issues mentioned consistently? Plan how to address those issuesPlan how to address those issues

►Did the reviewers misunderstand your proposal?Did the reviewers misunderstand your proposal? Plan how to make your text more clearPlan how to make your text more clear

►Was no clear issue mentioned?Was no clear issue mentioned? May not have sold your idea well enoughMay not have sold your idea well enough May not be an area they wish to fund nowMay not be an area they wish to fund now May not fit into their programMay not fit into their program

►Many funded proposals were funded after Many funded proposals were funded after multiple submissions; intelligent perseverance is multiple submissions; intelligent perseverance is the key! the key!


Don’t give up… be Don’t give up… be persistent!persistent!


SummarySummary► Start early:Start early: It takes time to find a funding It takes time to find a funding

opportunity and to craft a competitive proposal.opportunity and to craft a competitive proposal.►Use all resources at your disposal:Use all resources at your disposal: Talk with Talk with

colleagues, mentors, program officers.colleagues, mentors, program officers.►Know what’s being funded in your fieldKnow what’s being funded in your field: Do : Do

your homework.your homework.► Follow guidelines and directions:Follow guidelines and directions: Stick to Stick to

the program and write clearly and concisely.the program and write clearly and concisely.► Persevere:Persevere: If at first you don’t succeed, try If at first you don’t succeed, try

again.again.


Questions??Questions??

Robyn L. PearsonRobyn L. Pearson

Office of Proposal DevelopmentOffice of Proposal Development

[email protected]@tamu.edu

979-847-9363979-847-9363

library seminar power point presentation

Education

funding support

list of funding agencies

pending research funding

internet funding agency

proposal checklist

vision funding mechanisms

budget restrictions

explicit proposal requirements