Grant Writing Advice & Tips

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Priscilla Kennedy
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1 Grant Writing Advice & Tips Presented by THE RESEARCH ADMINISTRATION IMPROVEMENT NETWORK

2 Workshop Objectives Developing the Project Idea Finding Funding Proposal Guidelines Writing the Proposal Typical Proposal Components Preparing the Budget Submitting the Proposal

3 Developing the Project Idea The best way to have a good idea is to have lots of ideas. Linus Pauling

4 Idea Check Is this idea innovative? Have similar projects been proposed/funded (local, state, national, global)? How does this idea differ from others? Why is this idea important? Will others support this idea?

5 Finding Funding Search agency, government, and organizational websites for opportunities. Use an online search mechanism, i.e. COS. Contact (or be contacted by) funding agencies to learn of opportunities. Refer to:

6 COS Services COS Funding Opportunities - provides the world s largest listing of available grants, fellowships, prizes and more. COS Funding Alert - delivers new and updated information about funding in the user's area of interest via . COS Expertise - provides tools for collecting and managing your professional information, publicizing your work, and to find collaborators. COS Quick Form - generates formatted Curriculum Vitae (CV) and BioSketch information. COS Profile - provides professional homepages: Refer to:

7 Funding Check Who is this sponsor? What does this sponsor want? Does this idea match this sponsor s goals and objectives? Am I an eligible applicant? Am I allowed to contact the Program Officer for additional information?

8 Proposal Application Guidelines Get the program guidelines/application instructions. Read the guidelines carefully. Follow the instructions exactly, the guidelines may specify and detail the format and sections to be included in the proposal; they may provide evaluation criteria and the number of points of each criterion. Requests For Proposal (RFP) and Requests For Application (RFA) usually require business/cost and technical sections that are independent of each other. Failure to present a proposal in the required format can exclude it from being reviewed or cause it to be rejected.

9 Guidelines Check Do the guidelines clearly state the submission instructions and deadlines? Do the guidelines list the funding goals, priorities, performance, and personnel requirements? Do the guidelines identify required proposal sections/components, topics to be addressed? Do the guidelines specify the proposal layout, e.g., font, margins, spacing, page limits, etc. Do the guidelines specify the budget limit? Do the guidelines provide information on the review criteria, scoring, and timetable? Do the guidelines provide information on whom to contact for additional guidance?

10 Writing the Proposal There are three basic concepts that underlie all successful proposals: A good idea. A good design. A well-written and complete proposal. Having developed a good concept supported by a sound plan, the proposal should include the components listed and described in the program guidelines. Refer to:

11 Typical Proposal Components Project Summary/Abstract Introduction of the Institution Problem Statement/Needs Assessment Project Objectives Project Methods or Design Project Evaluation Future Funding Curriculum Vitae/Biographical Sketch/Resume Current and Pending Support Facilities and Resources Project Budget and Justification Proposal components may vary for each funding opportunity, refer to the sponsor guidelines.

12 Project Summary/Abstract The Hook first impressions mean a lot! The Project Summary or Abstract is often the most important part of your proposal. In some cases, it maybe the only part of the application that is reviewed prior to a funding decision. Develop it last, so that all of the key points outlined in the proposal are addressed. Keep it brief. Don t use jargon.

13 Things to include in the Project Summary A brief description of the problem or need that your proposal will address. A short description of the proposed solution, project objectives, methods, personnel, benefits to the community, etc. (address each of the required items listed in the sponsor s guidelines). An explanation of the proposed budget requirements and any plans for future/sustained funding. A brief statement of why USF is best suited to carry out this proposal.

14 Introduction of the Institution Gather information about the University and your College/Department; most proposals require a description of an institution s history (past and present operations). Describe the institution s goals, philosophy, track record with other grantors, and any success stories. Cite the institution s expertise, especially as it relates to the subject of your proposal. Be sure to gear your information to the goals of the sponsor to establish your institution s credibility. Refer to: General Information Blurb

15 Preparing the Budget Proposal budgets are cost estimates detailing the funds necessary to carry out the described project. A carefully prepared budget can often identify weak areas in the proposal narrative. Most agencies provide their own specific budget forms; however, the basic categories apply to all agencies. A proposal budget should consist of direct and indirect (F&A) costs. Accurate and detailed budgets strengthen the overall proposal and increase the likelihood of funding. Refer to: TRAIN Presentation, Preparing Project Budgets

Project Costs Projected costs for federal and federal flow-through projects must be prepared with great care and conform to the policies as prescribed in Circular OMB A-21 in conjunction with the

16 Project Costs Projected costs for federal and federal flow-through projects must be prepared with great care and conform to the policies as prescribed in Circular OMB A-21 in conjunction with the Cost Accounting Standards and applicable USF policies. OMB A-21 identifies allowable direct and indirect cost categories and establishes standards for consistency in the treatment of costs for institutional accounting, the A-21 regulations apply to grants, contracts, and other types of awards accepted by the university. To learn more about Cost Accounting Standards, refer to the online training module:

17 Direct Costs vs. Indirect Costs [Facilities & Administrative (F&A) Costs] The cost of a sponsored agreement comprises the allowable direct costs, plus the associated F&A costs. Direct Costs... those costs that can be identified specifically with and relate directly to a particular sponsored project Facilities & Administrative (F&A) Costs those that are incurred for common or joint objectives [of the university] and, therefore, cannot be identified specifically with a particular sponsored project..." Refer to: TRAIN Presentation, Understanding F&A

Writing Check Have I addressed ALL of the required sections/components, topics as detailed in the sponsor s guidelines? Have I organized my information as prescribed in the guidelines?

18 Writing Check Have I addressed ALL of the required sections/components, topics as detailed in the sponsor s guidelines? Have I organized my information as prescribed in the guidelines? Have I used the proper layout (font, margins, spacing) and kept within the page limits? Have I tailored my proposal to align with the sponsor s goals and objectives? Have I used brief, concise, easy to understand language, free of jargon? Have I used active rather than passive verbs, proper grammar and correct spelling? Have I kept within the budget limits and justified ALL costs? Have I adequately demonstrated why THIS proposal should be funded? Have others reviewed my proposal for errors and general readability?

19 Submitting the Proposal Package The PI must submit the proposal package to the Division of Sponsored Research (DSR) by the internal deadline date as listed in the Proposal Submission Guidelines: Internal deadlines have been established to prevent potential disqualification of submissions by allowing time for DSR to review each proposal package for the following: Ensure compliance requirements are identified for: Human/animal subject use. Research safety and hazardous materials management. Conflict of interest issues. Adequate facilities. Verify that the budget is reasonable for the research proposal and that costs are allowable. Ensure that the budgeted costs are consistent with institutional practices. Identify sponsor restrictions and cost sharing requirements. Check that the application is complete and the required format is used. Refer to:

20 The Internal Form Prior to submitting the proposal package to DSR, the Principal Investigator (PI) must ensure that the Internal Form, used for official approval to seek funding, is fully completed, that the appropriate supporting documentation (i.e., Conflict of Interest, proposal abstract, proposed project budget) is attached, and that all necessary approvals have been obtained. Must be completed and signed online Ensures key compliance issues are identified and reviewed by PI, department and college. Includes signatures from the PI, Department Chair, Dean/Director and the VP (if applicable). Investigator is responsible for obtaining these signatures. Must accompany all proposals submitted to DSR. Includes all competing renewals and supplemental proposals. Collects critical information to be entered into DSR database for monitoring and reporting. Refer to: TRAIN, Internal Form Instructions

21 About Grants.gov USF personnel do NOT need to register with Grants.gov to search for grant opportunities! Grants.gov usernames and passwords are only required for grant submissions. ONLY the Division of Sponsored Research (DSR) has the delegated the authority to provide the institutional signature on behalf of the University and submit grants. Depending on the agency or program, you may be required to convert the attachments to PDF. - Use the proper versions of Adobe (8.1.1 or newer). - Use file names without spaces or special characters (50 characters or less). - Be sure to follow any naming conventions as prescribed in the guidelines.

22 Submission Check Have I reviewed the submission instructions as outlined in the application guidelines? Have I confirmed the Funding Opportunity Number and CFDA Number? Have I completed and included ALL of the required forms and attachments? Have I used the proper version of Adobe (8.1.1 or newer)? Have I allowed appropriate time for corrections to be made, if necessary?

Good Luck! And remember if at first you don t succeed, try, try again! Many unsuccessful proposals are improved upon and funded the second time around.

23 Good Luck! And remember if at first you don t succeed, try, try again! Many unsuccessful proposals are improved upon and funded the second time around. Ask for the reviewers' comments, the comments provide insight to the proposal s weak areas. The revised proposal can be submitted for the next funding cycle.

24 Presented By THE RESEARCH ADMINISTRATION IMPROVEMENT NETWORK Checkout our information online: or send to:

REQUEST FOR PROPOSALS JAMES H. ZUMBERGE FACULTY RESEARCH & INNOVATION FUND ZUMBERGE INDIVIDUAL RESEARCH AWARD

REQUEST FOR PROPOSALS JAMES H. ZUMBERGE FACULTY RESEARCH & INNOVATION FUND ZUMBERGE INDIVIDUAL RESEARCH AWARD APPLICATION DEADLINE: 5 pm, Monday, January 8, 2018 PURPOSE The primary purpose of the Zumberge