Preparing a Competitive Grant Proposal

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Preparing a Competitive Grant Proposal

• MALRC Seminar Series 3
• Robyn Pearson
• Office of Proposal Development
• June 11, 2008

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• There is no substitute for a good idea. Give
  your idea the benefit of a clear presentation
  with an overview in the introduction, details in
  the body, and a summary in the conclusion.
• NSF
  Guidelines for Writing Grant Proposals
• 
  http//www.nsf.gov/sbe/bcs/li
  ng/guidelines.jsp

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Preparing to write

• Do your homework know the agency and the
  program
• Contact the program officer with any questions or
  concerns
• Be sure youre up-to-date on current publications
  for the literature review

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Preparing to write

• Gather any preliminary data that will support
  your proposal
• Develop collaborations early define roles and
  responsibilities
• Contact your proposal administrator early
  (Research Foundation, TAMU Research Services,
  TEES, etc.)

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Writing Strategies

• Make an outline from the RFP cut and paste to
  ensure that sections are ordered correctly and
  that youre writing text reviewers are expecting
  to see within each section
• Set up a schedule to complete tasks and write
  sections of the proposal
• Ask colleagues to review your outline, and later,
  your proposal draft

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Writing Strategies

• Dont be overly ambitious in your proposal
  convey your credibility and capacity to perform
• Make your proposal easy to read use figures and
  tables, bold or italic fonts, and bullets for
  lists
• Include white space when possible
• Assume that your reviewer is reading in bed,
  falling asleep which is very likely true
  (Department of Education).

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Writing Strategies

• The Summary and Introduction are the most
  critical parts of your proposal
• Write so that a good scientist, but not
  necessarily an expert, in your discipline will be
  able to understand your proposal
• Writing a proposal is very different from writing
  a journal article proposals must be
  user-friendly and offer a compelling, strategic
  narrative that is memorable to reviewers

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Writing Strategies

• Avoid unnecessary text (e.g., acronyms only used
  a few times, or complex phrasing where concise,
  straightforward wording is more easily
  understood)
• You may need to repeat information to give it
  greater emphasis or to answer RFP section
  requirements, but dont do a straight
  cut-and-paste revise and refresh your wording
  while keeping the original meaning and intent
• And the Number 1 strategy.

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You must intrigue the reviewers!
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Convince reviewers

• Convince reviewers that your research is
• Important and supports the agencys mission and
  program goals
• Is innovative and has a good chance of success
• And that you are the person who should conduct
  the proposed research
• You are knowledgeable and well qualified
• You have the needed support and resources

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Typical Proposal Sections

• Project Summary
• Project Description / Research Narrative
• Introduction / Overview
• Goals / Objectives / Outcomes
• Background and Significance
• Literature Review
• Preliminary Research / Data
• Methods / Management / Personnel
• Evaluation
• References
• Budget Budget Narrative
• Biosketches Supplementary Documents

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Project Summary

• A well-written Summary is critical to your
  funding success!
• Must grab the reviewers attention and
  communicate the researchers excitement
• Establishes a roadmap for the rest of the
  proposal
• Should link to program goals and agency mission
• Should explain that the PI / Research Team are
  well qualified and equipped to conduct the
  proposed research
• Include all information required by the funder
  e.g., NSF requires Broader Impacts and
  Intellectual Merit in Summary

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Project Description / Research Narrative

• Introduction or Overview or Specific Aims
• Often begins with broad statement of the research
  problem or question (a/k/a the needs statement)
• State your goal in relation to program goals and
  funder mission
• May identify significant gaps in current research
• State specific measurable objectives (these may
  take form of hypotheses)
• Include expected outcomes

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About Goals/Objectives/Activities/Outcomes

• These terms are often misused or used
  interchangeably each agency has its own jargon
  (NIH, specific aims NSF, objectives)
• Goal broad statement of what you want to
  achieve with the program may include statement
  of baseline data
• Objective a measurable statement of what you
  will do to move toward your goal how many or
  how much
• Activity specific tasks or strategies to
  achieve an objective
• Outcome measurable statement of the proposed
  programs success in reaching stated goal

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Hypothetical Example

• Needs Statement Along Texas/Mexico border, 50
  percent of at-risk students in grades PK-5 are
  not promoted to the next grade level (must relate
  to agency mission and program)
• Goal Our project will increase current
  retention rates among at-risk PK-5 students in 3
  border counties
• Objective We will conduct 5 tutoring sessions
  for students and parents each semester
• Activity 1 Teachers will plan curricula with
  student and parent activities in relation to
  current science museum exhibits
• Activity 2 Teachers, students, and parents will
  go on field trips to the museum to engage in
  hands-on learning activities
• Outcome After the first year of tutoring, 85
  percent of at-risk students will advance to the
  next grade level
• Note When clearly defined, your Goals,
  Objectives, Activities, and Outcomes form the
  basis for your evaluation plan

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Background and Significance

• Background summarize current, relevant
  background information about the particular
  problem or issue
• Not an exhaustive summary of all research in the
  field, but a presentation of key elements
  relevant to your proposal
• Significance the importance of the proposed
  project in filling a gap in knowledge or practice
  that is critical to advance the field or
  discipline
• Background should provide a context for the
  proposed research, and the significance should
  flow directly from the background, following a
  general to specific trajectory

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Background and Significance

• Hypothetical Example from previous slide
• Background Demographic data for Texas ?
  demographics along border ? demographics in
  3-county study area Overall statewide PK-5
  student retention ? overall retention among
  at-risk PK-5 students ? PK-5 retention in
  3-county study area
• Significance (hypothetical examples) statistics
  about how learning patterns and future school
  successes are influenced by PK-5 education ? how
  parental involvement improves student retention ?
  how hands-on activities increase student
  achievement and learning
• In conclusion, show how your research will build
  upon previous studies and potentially serve as a
  model for similar educational programs statewide

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Literature Review

• Shows how you think your proposed work will fit
  into what has already been done
• Demonstrates that you have a solid, comprehensive
  grasp of historical and current research within
  your topic area
• Cite relevant publications, especially seminal,
  well-known publications that represent
  significant contributions to the field
• If a partnership is involved in the proposed
  project, include any co-authored publications in
  the literature review

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Preliminary Research or Data

• Discuss your previously conducted research and
  use of methods that are relevant to the proposed
  project
• Demonstrate your experience and competence to be
  successful and establish your proficiency in the
  proposed methods and techniques
• Highlight previous collaborations between current
  partners on the proposed project, proving your
  capacity for teamwork and success

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Preliminary Research or Data

• Amount of preliminary data expected in a proposal
  varies by funding agency and discipline and may
  not be explicitly stated
• Talk with program manager or previous reviewers
• Ask researchers who were previously funded
• Read as many successful proposals as possible

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Methods / Management / Personnel

• Content will vary depending on the type of
  program, discipline, or funding source (federal,
  private, etc.)
• Be explicit with your methods what you intend
  to do is the heart of your proposal
• Include discussion of challenges and how you plan
  to address them
• Show how the data you collect will be used to
  address your objectives

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Methods / Management / Personnel

• Define each team members specific role and
  responsibilities, and describe their expertise
  and qualifications to successfully complete the
  project
• Develop a reasonable time schedule to accomplish
  program activities
• If your management plan involves outside
  community groups or a faculty advisory board,
  include letters to show support or agreement, but
  only if allowed in RFP

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Evaluation

• Consider using a table or Logic Model that ties
  evaluation criteria to specific objectives and
  outcomes in relation to your time schedule (see
  Kellogg Foundations Logic Model Development
  Guide at http//www.wkkf.org/Pubs/Tools/Evaluatio
  n/Pub3669.pdf)
• Evaluations are easier to construct when you
  understand the basic lingo
• Baseline the measure you start with
• Outputs tangible products of defined activities
• Impacts societal changes over time

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Types of Evaluation

• Formative process evaluation or evaluation
  during project implementation
• Summative outcome evaluation or evaluation at
  the conclusion of a project
• Qualitative soft data, based on experience
  and thought (opinion survey)
• Quantitative hard data, based on numerical
  data analysis

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Continuing hypothetical example

• Baseline 50 of at-risk PK-5 students in
  3-county study area advance to next grade level
• Output Development of 5 new curricula including
  activities involving parents and influenced by
  science museum programs
• Formative Evaluation How many parents are
  attending tutoring sessions? Are parents and
  students benefiting from the shared experiences?
  What are teachers perceptions of the sessions?
• Summative Evaluation Has student learning
  improved? Did parents and students find the
  tutoring sessions and field trips helpful? How
  many students advanced to next grade level? Was
  the measurable objective attained did grade
  advancement increase from 50 to 85 of students?

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Continuing hypothetical example

• Opportunities for both quantitative and
  qualitative methodologies in both formative and
  summative evaluations
• Impact Student learning outcomes have increased
  in all grade levels, even among those not
  at-risk parents are more involved with their
  childrens education and school activities
• Concluding Impact this project can serve as a
  model for similar educational programs across the
  state and nation

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Evaluation Costs

• General Rule of Thumb 10 of yearly budget
  should be set aside for evaluation however, this
  is negotiable based on the extent of the project
• Some RFPs establish a budget, others do not
• Some RFPs specify use of an outside evaluator,
  others do not
• OPDs Evaluation and Assessment resources
• http//opd.tamu.edu/proposal-resources/online-proj
  ect-evaluation-assessment-resources-for-principal-
  investigators

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References

• Be thorough in your review of current literature
  and publications that are seminal to your
  discipline omission of crucial relevant works
  can hurt your credibility
• Don't cite work you haven't read it's better to
  omit a work than to cite it incorrectly and
  reveal your ignorance of its contents
• List all authors names and follow the same
  formatting throughout the References Cited
  section
• Always double-check your citations against your
  References Cited section this is no place for
  sloppy grantsmanship

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Budget Budget Narrative

• Determine how much is actually needed reviewers
  are typically experienced researchers and know
  what things cost
• Ask for help from campus proposal administrators
  Research Foundation, TEES, etc.
• Understand budget terminology
• Direct costs (salary, equipment, travel, etc.)
• Indirect costs (facilities and administration
  costs, FA)
• Typical budget categories include Personnel,
  Equipment, Materials, and Travel

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Budget Budget Narrative

• Note that the TAMU System has different IDC rates
  for on-campus research (46.5) vs. off-campus
  research (26)
• The Budget Narrative or Justification allows you
  to demonstrate your ability to structure and
  manage a project and make best use of the
  sponsors funding
• If a budget justification is requested, use it to
  complement and expand upon details in the
  proposal narrative

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Biosketches Supplementary Documents

• Biosketches
• Specific biosketch components vary from agency to
  agency
• Pay attention to page limits sectional
  requirement (e.g., 10 publications total for NSF,
  dont list 11!)
• Completed, Ongoing, and Pending Support
• Facilities and Equipment
• Letters of Support make sure theyre allowed by
  agency, and ask for them early
• Appendices RFP may limit length or types of
  materials that are accepted

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The results are in

• You are funded Whoop!!
• You are not funded Bummer
• Put everything aside for a few days then take a
  close look at reviewer comments and try to be as
  objective as possible.
• View these comments as your opportunity to learn
  how to be more competitive the next time.
• Based on comments, decide whether your proposal
  should be resubmitted or if you should develop a
  new research plan.

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Remaining OPD Seminars

• Writing a Project Summary (June 18) by Phyllis
  McBride
• Preparing a Budget and Routing a Proposal (June
  25) by Phyllis McBride
• VPR/OPD Luncheon (June 26)
• Panel of experts will informally discuss their
  experiences with partnerships and collaborations
  in research funding
• Room 310, JK Williams Administration Building
• Catered by On the Border