PREP Course #25: Private Grant Seeking for Research Presented by: Benjamin Maltz and Diane Marbury

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1 PREP Course #25: Private Grant Seeking for Research Presented by: Benjamin Maltz and Diane Marbury 1

2 CME Disclosure Statement Northwell Health adheres to the ACCME s new Standards for Commercial Support. Any individuals in a position to control the content of a CME activity, including faculty, planners, and managers, are required to disclose all financial relationships with commercial interests. All identified potential conflicts of interest are thoroughly vetted by Northwell Health for fair balance and scientific objectivity and to ensure appropriateness of patient care recommendations. Presenters Diane M. Marbury, CRA and Benjamin A. Maltz have nothing to disclose. 2

3 Course Objectives At the conclusion of this course, attendees should be able to: 1. Understand the roles of the Northwell Health Foundation and the Grants Management Office and the resources they provide; 2. Differentiate between public and private grant seeking approaches; 3. Analyze and assess the fit of private funding opportunities; 4. Prepare effectively in advance of proposal submissions to maximize chances of success; 5. Identify the key elements of funding proposals and budgets for private sector sponsors; 6. Navigate Northwell Health s policies and procedures for proposal submission and award execution; and 7. Practice effective stewardship to build strong donor relationships and lay the groundwork for continued funding. 3

4 Northwell Health Foundation 4

5 Northwell Health Foundation Fundraising Arm of Northwell Health Fundraising Teams: Principal Gifts ($1 million+) Major Gifts ($50,000 - $999,999) Foundation & Corporate Giving (grants) Constituency Programs (lower-level donors) - Special Events - Annual Giving - Direct Mail Gift Planning (Bequests) Support Teams: Finance/Operations Strategic Communications Campaign Planning Team 5

6 Northwell Health Foundation Foundation & Corporate Giving Team Benjamin Maltz Senior Director Foundation and Corporate Giving Northwell Health Foundation Paula M. Smith, PhD Senior Associate Director Foundation and Corporate Giving Northwell Health Foundation Anne McLean, MA Associate Director Foundation and Corporate Giving Northwell Health Foundation Dawn Cecelia Libman Development Assistant Foundation and Corporate Giving Northwell Health Foundation

7 Foundation & Corporate Giving Team Serves as Northwell Health s liaison with foundations and corporations around philanthropy Helps write and edit grant proposals and reports Identifies funding opportunities Works with PIs to develop proposals that are maximally competitive Provides fundraising strategy and direction Cultivates grantors to build strong relationships Leverages relationships to advance funding opportunities Organizes donor meetings and conducts site visits Acknowledges donations on behalf of leadership and provides tax documentation Handles ribbon cuttings, donor plaques, signage, special recognition, and other donor stewardship activities. 7

8 Grants Management Office 8

9 The Grants Management Office Mission To provide complete pre and post award services for externally funded projects and programs at Northwell Health and to promote access to extramural funding for research projects and programs and provide administrative and financial oversight for these efforts. 9

10 The Grants Management Office Pre Award Services Provide funding Information COS Pivot database, broadcast of funding announcements Review, negotiate, approve and provide administrative oversight for all proposals and awards Provide guidance with preparation of new, competing, and resubmission grant applications and progress reports Provide assistance with the development of grant and contract proposal budgets Negotiation of Sponsored Research Agreements Review of new awards and initiate account set-up. Provide training and information on policy updates, procedures and regulations on the development, submission, and acquisition of funding. Participate in Northwell Health offered training initiatives including Public Research Education Program (PREP), Navigating Clinical Research, Sponsored Program Fundamentals Facilitate programmatic account closeout 10

11 Contact Us Pre Award Team Tiffany Chapman, MPA, CCRP Assistant Director, Pre Award Dianne Bachan Program Specialist (516) Rashmi Gupta, PhD Program Specialist (516) Anita Haridat, PhD Grant Writer (516) Diane M. Marbury, CRA Director, Pre Award (516) Barbara Ventura Senior Secretary (516) Anju Nayyar, MBA, MS Program Specialist (516) Andrea Rotun-Sparacio Sr. Program Specialist (516) Joan Sabatino Administrative Program Coordinator (516) Kim Timberlake Program Specialist (516)

12 The Grants Management Office Post Award Services Budget modification, preparation and submission to all sponsors for approval. All invoicing/vouchering and fiscal reporting to sponsors. Account reconciliation for overdrafts Compliance review on all purchases and labor expenses posted to the project ID. Account setup through the central financial office and supply chain. Check deposits and revenue allocation. Time and Effort Certification process and monitoring. A-133 annual audit contributors. PMS reporting done quarterly. 12

13 Public Vs. Private Sector Funding 13

14 Types of Funders Public Federal, State, City, County Private Foundations Private Foundations Public Charities Family Foundations Corporate Foundations Corporations Agencies and Associations Single-Disease Organizations Professional Societies 14

15 Public/Government Funding Advantages Funding guidelines and application processes are well-defined Have the most money; more likely to make large awards More likely to pay all project costs and cover indirect costs Possibility of renewal often known up front Disadvantages Are much more bureaucratic with extensive regulatory requirements Proposals typically require more labor and detail Reviewers tend to favor established applicants More reluctant to fund early-stage research and high-risk approaches Changing political trends affect funding availability and stability 15

16 Private Funding Advantages More willing to take risks, provide start-up funds, and support innovation Full-length, complex proposals not always necessary Typically less bureaucratic with fewer administrative requirements Can generally be much more informal and willing to help with the proposal process Disadvantages Average grant size usually much smaller Funding priorities often change, continuing support can be difficult to predict Less likely to cover all expenses; most do not cover indirect costs May not be clear about reasons for rejection, making it hard to improve requests for resubmission 16

17 Finding the Right Opportunity 17

18 Getting Started Process often starts with a Request for Proposals (RFP): - Some funders consider proposals at designated times in the year; some on a rolling basis - Others are by invitation only 18

19 Where to Find RFPs Contact our team Confer with colleagues Community of Science Feinstein and Foundation have subscription pivot.cos/funding Trialect free to subscribe trialect.com Philanthropy News Digest RFP Bulletin free to subscribe for weekly s with RFAs philanthropynewsdigest.org Foundation Directory Online search for opportunities by key terms, Northwell Health Foundation has limited subscription 19

20 Making the Decision to Apply Questions you should ask Does our organization meet the eligibility requirements? Do the Principal Investigator(s) or Project Director(s) meet the eligibility requirements? Will the project advance the mission of the funder? Does your project fit the funding opportunity? How closely? Does senior leadership and administration approve the project? Does the funding available justify the work required to write the proposal, report on the project, and the effort involved in running it? 20

21 Making the Decision to Apply Questions you should ask Is the deadline realistic? How many grants are being made? Are there expenses beyond what the funding will cover? Will the project be sustainable once grant funding is expended? Is this a limited submission opportunity? Is there an existing relationship with the funder that can be leveraged? 21

22 Planning Your Submission 22

23 Plan Out the Work Between Now and the Deadline Notify the Grants Management Office and Northwell Health Foundation of intent to apply Review all guidelines and requirements (especially due date and method of submission) Identify proposal elements that will require help; request assistance on day one Obtain letters of support and collaboration agreements, and approvals early in the process Never underestimate how much time is involved o Block your calendar and leave time for both writing and revising o Expect technical difficulties with electronic submissions and leave extra time to address them (funders are not sympathetic to website crashes) o Proposals must be submitted to the Grants Management Office (a minimum of) three business days ahead of the deadline 23

24 Follow the Rules! Each funder has their own rules, processes, and restrictions Guidelines and requirements are usually outlined in the organization s website or RFP documents The rules for responding can be strict: - Make sure you read the entire application, along with any accompanying material To stand a chance, you must follow the rules 24

25 Valuable System Resources Northwell Health Foundation Strategic Planning Department Human Resources Grants Management Office Krasnoff Quality Management Institute Division of Biostatistics Office of Procurement 25

26 To fail to plan is to plan to fail so plan ahead!!

27 Organizing and Writing Proposals 27

28 Common Elements of Proposals (Lay Audience) 1. Executive Summary 2. Needs Assessment 3. Project Description a. Goal and Objectives b. Methods and Staffing c. Evaluation d. Sustainability 4. Budget 5. Organizational Capacity 28

29 Common Elements of Proposals (Scientific Audience) 1. Problem: What issue or question does the research address? 2. Impact: Why is the issue or question relevant? 3. Background: What is the history to date? 4. Hypothesis: What do you expect to discover? 5. Specific Aims: What work will be accomplished? 6. Methods: What plans and techniques will you use? 7. Long-Term Goals: What are the intended outcomes? 8. Significance: What is the potential value of this work? 29

30 30

31 Writing Tips Choose your words wisely Are reviewers scientific or lay? Explain science Emphasize innovation, impact, potential new therapies or developments Avoid jargon Use correct spelling, grammar, punctuation Be concise Use proper tone: be confident (determine, identify) but not too modest nor too arrogant 31

32 Writing Tips Choose your words wisely Check spelling, grammar, and punctuation! Watch for typos and incomplete sentences Be concise Use proper tone - Confident (determine, identify vs. test) - Neither too modest nor too arrogant Beware of internal inconsistencies between the narrative and budget Presentation matters! 32

33 Writing Tips Choose your words wisely Agreement - tense past, present future - active vs. passive - person 1 st vs. 3 rd Do not use contractions Spell out first time: interleukin 6 (IL-6) but don t use too many abbreviations Spell out numbers one through nine Italicize scientific names (Mus musculus) 33

34 The Budget Personnel Salary Fringe Non-Personnel Supplies/Materials Equipment Travel Consultants Sub-Contractors Construction In-Kind/Cost Share Indirect Costs Facilities & Administration 34

35 Budget Tips Should be directly related to the scope of work and activities that you are proposing Must accurately reflect salaries, fringe benefit rates, nonpersonnel costs, and overhead rates Work with GMO and Northwell Health Foundation to prepare 35

36 Common Attachments 1. Cover letter 2. Letters of support or commitment 3. Description of research environment 4. Signed W-9 form 5. Tax certification (501c3) letter 6. Organizational budget 7. Audited financials 8. Annual report 9. Biosketches/Resumes of key staff 10. Relevant articles and publications 36

37 You ve Been Funded: Now What? 37

38 Roles and Effective Stewardship Grants Management Office Award notification Communicate with sponsors Set up Project ID/Fund # Draft contracts Fiscal oversight and budget modifications Invoicing Time & effort forms Financial report approval and release Grant close-outs 38

39 Roles and Effective Stewardship Northwell Health Foundation Provide updates to sponsors Assist with progress reports Aid in maintaining positive donor relations Draft acknowledgment letters and provide tax receipts Facilitate recognition and publicity where appropriate Maintain donor file (proposals, grant agreements, and progress and financial reports) Steward donors to promote future funding 39

40 Roles and Effective Stewardship Principal Investigators and Program Managers Implement program/project on time and in accordance with grant contract Communicate with GMO and Foundation regarding: - Budget issues/modification requests - Delays and no-cost extension requests - Personnel change requests Monitor program financial activity Prepare progress reports and other documentation (vet with GMO and Foundation prior to submission) 40

41 Thank You 41