shared instrumentation grant workshop

Shared Instrumentation Shared Instrumentation Grant WorkshopGrant WorkshopNorthwestern University

Office for Research

Speakers:Speakers:

Phil Hockberger, Phil Hockberger, Director of Core Facilities, Director of Core Facilities, OROR

Teng-Leong Chew, Teng-Leong Chew, Director of Imaging Director of Imaging Resources, Resources, OROR

Bill Hendrickson, Bill Hendrickson, Director of Research Director of Research Resources, Resources, UICUIC

NIH Instrument Grant NIH Instrument Grant ProposalsProposals

NU policies and proceduresNU policies and procedures

Voucher ProgramVoucher Program

Institutional Letters of SupportInstitutional Letters of Support

Internal proposal processInternal proposal process

NIH changes due to NCRR dissolutionNIH changes due to NCRR dissolution

NU policies and NU policies and proceduresprocedures

• Priority given to instruments placed in Priority given to instruments placed in NU core facilitiesNU core facilities

• Proposals from groups of PIs is possible Proposals from groups of PIs is possible but must be clearly justified through ORbut must be clearly justified through OR

• All proposals must be approved by ORAll proposals must be approved by OR


• Started in Jan. 2010Started in Jan. 2010• Sponsored by ORSponsored by OR• Proposal must be funded by NIHProposal must be funded by NIH• Provides $10K to core facility for PI use Provides $10K to core facility for PI use

of that instrument - not Co-I(s)of that instrument - not Co-I(s)

Institutional Letter of Institutional Letter of SupportSupport• Required of all proposals (section F)Required of all proposals (section F)• Describes infrastructure available or planned Describes infrastructure available or planned

for the instrument (space, technical support)for the instrument (space, technical support)• No cost sharing required but can solicit support No cost sharing required but can solicit support

from departments, schools and institutes (e.g. from departments, schools and institutes (e.g. for service contracts or space renovation)for service contracts or space renovation)

• Letter template available on OR websiteLetter template available on OR website

Internal Proposal Internal Proposal ProcessProcess

• Internal intent notification of ORD – Jan. 6 Internal intent notification of ORD – Jan. 6 (ad hoc thereafter; duplication reconciled by (ad hoc thereafter; duplication reconciled by OR)OR)

• Internal confirmation – Jan. 25 (ad hoc Internal confirmation – Jan. 25 (ad hoc thereafter; no duplication thereafter)thereafter; no duplication thereafter)

• NIH deadline – March 21NIH deadline – March 21


NU policies and proceduresNU policies and procedures


Institutional Letters of SupportInstitutional Letters of Support

Internal proposal processInternal proposal process

NIH changes due to NCRR dissolutionNIH changes due to NCRR dissolution

NIH Changes due to NIH Changes due to NCRR DissolutionNCRR Dissolution• All instrumentation grant programs (SIG, HEI) All instrumentation grant programs (SIG, HEI)

will be handled through NIH Office of the will be handled through NIH Office of the DirectorDirector

• James Anderson will manage programs – he is James Anderson will manage programs – he is the former director of core facilities at UNCthe former director of core facilities at UNC

• He reports to Larry Tamack, DeputyDirector of He reports to Larry Tamack, DeputyDirector of NIH – he is former director of proteomics at Univ. NIH – he is former director of proteomics at Univ. of Rochesterof Rochester

Goal:Goal:Get a final IMPACT SCORE of less than 20

No percentile given for SIGs

SIG score card for the reviewersSIG score card for the reviewers

The 5 categories in your grant The 5 categories in your grant that determine the final that determine the final Impact Score

Justification of NeedsJustification of Needs

Technical ExpertiseTechnical Expertise

Research ProjectsResearch Projects

AdministrationAdministration

Institutional CommitmentInstitutional Commitment

Justification of Needs

Technical Expertise

Research Projects

Administration

Institutional Commitment


Justification of NeedsJustification of Needs

What is the requested instrument?What is the requested instrument?

Why is this instrument needed?Why is this instrument needed?

Any similar equipment available at the Any similar equipment available at the institution?institution?

How many NIH-funded grants (or PIs) will be How many NIH-funded grants (or PIs) will be affected?affected?

Justification of Needs: TipsJustification of Needs: TipsDescribe the capability of the instrument - highlights its Describe the capability of the instrument - highlights its importance; e.g.:importance; e.g.:

replacing a heavily used, aging instrumentreplacing a heavily used, aging instrumentenhanced capabilitiesenhanced capabilitieslack of instrumentation at the institutionlack of instrumentation at the institution

Do not say “we need this because others have it”Do not say “we need this because others have it”

Do not shy away from addressing the availability of Do not shy away from addressing the availability of similar instruments at the institution. Do not similar instruments at the institution. Do not underestimate the reviewersunderestimate the reviewers’’ ability to investigate ability to investigate

Justify the configuration of the instrumentsJustify the configuration of the instrumentsWhy this particular model?Why this particular model?Do you need every module in the proposed Do you need every module in the proposed

instrument?instrument?

Use a table to highlight which PIs will use which Use a table to highlight which PIs will use which functionality of the systemfunctionality of the system


Technical Expertise

Research Projects

Administration



Technical ExpertiseTechnical Expertise

Will the instrument be properly operated?Will the instrument be properly operated?

Will the appropriate level of technical support Will the appropriate level of technical support and training be provided to the users?and training be provided to the users?

Technical Expertise: TipsTechnical Expertise: Tips

The biggest error: Choosing the wrong instrumentThe biggest error: Choosing the wrong instrument

Second biggest error: Complaining that previously Second biggest error: Complaining that previously bought instrument does not deliverbought instrument does not deliver

Third biggest mistake: Sending to all the major users a Third biggest mistake: Sending to all the major users a template to discuss their experiments (and with wrong template to discuss their experiments (and with wrong information)information)

Highlight the technical expertise of the team: from Highlight the technical expertise of the team: from core personnel to major userscore personnel to major users

Do you need to hire a new technical person?Do you need to hire a new technical person?


Technical Expertise

Research Projects

Administration



Research ProjectsResearch Projects

The mission of SIGs: to fund instruments that The mission of SIGs: to fund instruments that will will enhanceenhance the currently NIH funded project. the currently NIH funded project.

Therefore: must show how Therefore: must show how current projects current projects will will be enhancedbe enhanced

Must sync your message in “Research Projects” Must sync your message in “Research Projects” with that in “Justification of Needs”with that in “Justification of Needs”

Watch out for research projects that may cause Watch out for research projects that may cause you points in “Technical Expertise”you points in “Technical Expertise”

Research Projects: TipsResearch Projects: Tips

Start early. You are relying on a lot of very busy peopleStart early. You are relying on a lot of very busy people

Provide preliminary data. Do whatever it takes! If the Provide preliminary data. Do whatever it takes! If the manufacturer cannot demo the instrument on site, go manufacturer cannot demo the instrument on site, go to their site or ship your samplesto their site or ship your samples

List all NIH grant numbers for each PI that will benefit List all NIH grant numbers for each PI that will benefit from the instrument. Discuss the impact by referring from the instrument. Discuss the impact by referring to the grant specific aims, not in vague general termsto the grant specific aims, not in vague general terms

Cautionary note: do not say the grant is hampered Cautionary note: do not say the grant is hampered without the instrument (unless you are requesting to without the instrument (unless you are requesting to replace old instrument). The PIs should not have been replace old instrument). The PIs should not have been funded if they cannot perform their experiment funded if they cannot perform their experiment because of a non-existent instrumentbecause of a non-existent instrument

Be prepared to do significant editingBe prepared to do significant editing


Technical Expertise

Research Projects

Administration



AdministrationAdministration

Will the scope be properly managed?Will the scope be properly managed?

Who will do the training?Who will do the training?

Will the team continue to operate the scope Will the team continue to operate the scope after the initial years while under warranty?after the initial years while under warranty?

Is there an outreach program to increase Is there an outreach program to increase usage?usage?

Is there a committee to manage user conflict?Is there a committee to manage user conflict?

Is safety issues addressed?Is safety issues addressed?

Administration: TipsAdministration: Tips

Calculate capacity usage. Make sure major users will Calculate capacity usage. Make sure major users will use at least 75% of the capacityuse at least 75% of the capacity

Calculate anticipated hourly rate – is this close to the Calculate anticipated hourly rate – is this close to the national average?national average?

Discuss how instrument time will be divided between Discuss how instrument time will be divided between major/other usersmajor/other users

Present a projected budget, showing that you will be Present a projected budget, showing that you will be able to handle the operation of the instrument able to handle the operation of the instrument financiallyfinancially

Have a steering committeeHave a steering committee

Discuss your reservation/billing mechanismsDiscuss your reservation/billing mechanisms

Discuss how you handle safety issues (include letters)Discuss how you handle safety issues (include letters)


Technical Expertise

Research Projects

Administration



Institutional Institutional CommitmentCommitment

Is the institution committed to ensure the Is the institution committed to ensure the successful operation of the instrument?successful operation of the instrument?

Is there a historical trend of institutional Is there a historical trend of institutional support to the team/unit?support to the team/unit?

Has the institution committed Has the institution committed space/renovation cost if needed?space/renovation cost if needed?

Will the institution step in to support the Will the institution step in to support the service contract if the recharge revenues falls service contract if the recharge revenues falls short of expectation? short of expectation?

Institutional Commitment: TipsInstitutional Commitment: Tips

List historical support from the institution (every source) to List historical support from the institution (every source) to your unit (extremely important!)your unit (extremely important!)

List institutional support specific to this particular grantList institutional support specific to this particular grant-- extra personnelextra personnel-- space/renovationspace/renovation

Highlight the types of support the institution has given youHighlight the types of support the institution has given you-- Instrumentation upgrade/purchase?Instrumentation upgrade/purchase?-- Operational cost support?Operational cost support?-- Planned or occasional support?Planned or occasional support?

Make sure you get institutional support letter. Work with Make sure you get institutional support letter. Work with the NU internal system – start early. This is a bottom-up the NU internal system – start early. This is a bottom-up approachapproach

Department > School/Center > UniversityDepartment > School/Center > University

shared instrumentation grant workshop

Documents

instrument space

requested instrument

proposed instrument

director of core facilities

director of proteomics

ncrr dissolutionnih

director of research

director of imaging