Writing Successful Proposals

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WritingSuccessful Proposals

• Office of Information Communications
• Susan Gramling, MSLS
• GrantSource Librarian and
• Information Development Coordinator

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GrantSource Library

• 307 Bynum Hall
• Cameron Avenue
• [phone]
• Monday-Friday 800 - 500
• http//research.unc.edu/grantsource/

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Source Dr. Glenn H. Crumb, Presentation Grants
Puzzled About Finding Them?, Western Kentucky
University
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Grant Source Library

• Susan Gramling
• 919-962-7766
• susan_gramling_at_unc.edu

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Introduction

• Proposal writing is not the same as scholarly or
  scientific writing
• Proposal basics
• Write, revise, revise, revise
• Get feedback from colleagues

Resource for course Funding and Proposal
Writing for Social Science Faculty and Graduate
Student Research http//www.irss.unc.edu/irss/sh
ortcourses/wigginshandouts/granthandout.pdf
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Topics for today

• Planning
• Researching potential funders
• Proposal elements
• Budgeting
• Review process
• Preparing for the next time

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Plan Before You Write

• Identify a project
• Assess project fit with overall personal goals or
  organizational purpose
• Think the plan through to the end
• Assess your expertise, resources strengths to
  approach the project
• Involve collaborators in planning
• Know the competition

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Research Potential Funders

• Contact agency program staff to assess fit with
  their priorities
• Find out their review criteria and process
• What have they funded in the past?
• Read previous successful proposals

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http//research.unc.edu/grantsource/
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Grant Source Library Services and Resources

• Print and electronic sources on fellowships and
  grants
• Grants awarded databases
• Assistance and instruction in funding searches
• Guidelines for proposal writing
• Assistance in locating application forms
• Files on Federal agencies and private
  organizations that offer funding

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Proposal Elements

• Summary or abstract
• Problem statement/needs assessment
• Goals and objectives/specific aims
• Literature review
• Preliminary studies
• Methodology/procedure/research plan
• Qualifications/resources
• Evaluation
• Budget and budget justification

Online Guide http//www.learnerassociates.net/pro
posal/
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Summary or Abstract

• Summarize all important information from proposal
  
• Crucial first impression
• Write it last
• Write in laymans terms
• Anticipate concerns and address briefly
• Convey enthusiasm

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Problem or Need Statement

• Identify problem or need
• Indicate importance or significance
• Cite examples, statistics, etc.
• Relate to sponsors mission or goal
• Dont take for granted that the reader will know
  whats on your mind

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Project Goals and Objectives

• Desired outcomes
• Address need or problem statement
• Brief, focused, to-the-point
• No more than two to five objectives
• Each should flow logically to the next
• No one objective should make or break the others
  or the overall project

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Literature Review/Related Research

• Acknowledge work of others
• Be thorough, relevant current
• Use complete citation consistent format
• Demonstrate how up to date you are

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Preliminary Studies

• Discuss preliminary studies by Principal
  Investigator (PI) that are pertinent to
  application
• Establish experience competence of PI
• Cite complete references to manuscripts submitted
  or accepted for publication

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Methodology

• Describe activities to be undertaken why
• Flows naturally from problems objectives
• Describe staffing sequence of activities
• Provide evidence of planning (time task chart
  examples)
• Reasonable scope

HANDOUT Sample time and task charts
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Qualifications

• Demonstrate to the reader that you are capable of
  doing what you propose
• Describe project directors qualifications
  expertise
• Other available resources, including key
  personnel technical resources
• Describe organization, its purpose, goals
  programs project administration
• Offer statistics endorsements

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Evaluation

• How will you know if the project is successful?
• Define evaluation criteria
• Identify a plan
• Types of evaluation- Process- Product
• Show how evaluation will be used

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Budgeting

• Itemize account for costs
• Budget should flow from your project plan
• Justify budget items
• Dont overestimate resource needs
• Dont underestimate resource needs either

Handouts Sample Budget Format and Sample Social
Science Project Budgets
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SAMPLE LINE ITEM PROJECT BUDGET PERSONNEL Senior
Personnel 5,000 Graduate Students 10,000 Und
ergraduate Students 900 Fringe Benefits _at_
19 for faculty 1,199 7.7 for
undergrads Subtotal Personnel 17,099 PARTICIP
ANT COSTS 40 Participants . 8,000 EQUIPMENT
(Exceeding 5,000) Itemized List 1. Flat Panel
Display 30,000 OTHER DIRECT
COSTS Supplies 750 Publication Costs
500 Course Development Stipends
10,000 TOTAL DIRECT COSTS
66,349 INDIRECT COSTS _at_ 45.5 MTDC 19,629 AMOUNT
OF THIS REQUEST 85,978
Fringe benefit rates change. For current rates,
always consult the OSR web site at
http//research.unc.edu/osr/fringe_benefit_rates.h
tml
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SAMPLE PHASE PROJECT BUDGET PHASE ONE COURSE
DEVELOPMENT Personnel plus fringes 11,130 Cours
e Development Stipends 10,000 Interactive
Classroom 30,000 Total Direct Costs
51,130 Indirect Costs 11,410 Total Costs of
Phase One 62,540 PHASE TWO
CONFERENCE Personnel plus fringes
5,969 Conference Materials 1,250 Participant
Stipends 8,000 Total Direct Costs
15,219 Indirect Costs 8,219 Total Costs
of Phase Two 23,438 AMOUNT
OF THIS REQUEST 85,978
Fringe benefit rates change. For current rates,
always consult the OSR web site at
http//research.unc.edu/osr/fringe_benefit_rates.h
tml
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Budget Justification for Project Grant 1. The PI
will devote one month of effort to the
coordination of the course development module.
She will be assisted by one graduate student who
will oversee day to day administration and who
will coordinate the training workshop. Three
undergraduate students will prepare the
conference materials, and receive 7.50 an hour
for a total of 120 hours of work. The
University's negotiated fringe benefit rates for
non-federal agencies is 19 for faculty and 7.7
for undergraduate students during the summer.
There are no fringe benefits for the graduate
students. 2. We anticipate inviting 40 teachers
to attend the conference. Using federal per diem
rates, their travel, room and board for three
days will be 200.00 each. 3.The flat panel wall
display will be the key feature of the new
interactive classroom. This cost includes all
the software and installation fees. 4.The
conference materials will include notebooks and
handouts on the courses that were developed in
the first module, as well the publication costs
of course syllabi. The project will hold a
campus-wide competition for approximately five
2,000 course development grants. 5. The
University's negotiated indirect cost rate for on
campus projects is 45.5.
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Different Proposal Styles

• Range of social science studies -- exploratory
  qualitative methods philosophical and
  historical predictive equipment, instrument,
  and curriculum development methodological
  evaluation longitudinal survey experimental
  demonstration and action projects
• Goals and methods of study may shape the proposal
• Adapt standard format to fit your needs

Handout Comments on Proposals for Particular
Kinds of Studies
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University Clearance

• Proposal development forms
• http//research.unc.edu/osr/osr_prop_dev.html
• Frequently asked questions
• http//research.unc.edu/services/prop_faq.html
• Online internal processing form
• http//research.unc.edu/osr/ipf.html
• Office of Sponsored Research

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Office of Sponsored Researchhttp//research.unc.e
du/osr/

• Financial review and administrative guidance
  during proposal preparation and prior to
  submission
• Processes and signs proposals and awards for
  extramural funding
• Institutional oversight administration
• Contract and grant negotiation
• Training and development
• Administrative and financial management for
  regulatory compliance

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Human Subjects Researchhttp//research.unc.edu/se
rvices/human_sub.html

• Requires IRB approval
• Certification required
• Address all points in NIH instructions
• Computer based training course available
• Brochure Responsible Conduct of Research at
  http//research.unc.edu/gsr/responsible_conduct.pd
  f

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Writing Style

• Be clear, concise and direct
• Write in a positive manner
• Use the active voice, rather than passive
• Avoid jargon - someone outside your field should
  be able to read
• Use headings, bullets, formatting and white space
  to increase readability
• Proofread for grammar, spelling and typographical
  errors

Handout Tips for Writing Grant Proposals
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This means you

• Read carefully and follow scrupulously the
  guidelines provided by the sponsor
• This includes points to be addressed
• Also includes spacing, margins, font size,
  number of copies, page limitations
• If no guidelines, double-space, use generous
  margins and 12-point type

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Key Points to Remember

• Place your project in context of the other work
  in the field
• Discuss your expected results
• Anticipate problems in the project and propose
  alternative strategies

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The Review Process

• Process varies by sponsor
• Remember - reviewers may not have expertise in
  your field, may not share your interest and
  enthusiasm for the project, may be overworked and
  underpaid
• Key point Make your proposal easy for the
  reviewer to read

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Reviewers look for

• A doable project (resources, approach)
• A project worth doing
• Systematic, logical development of ideas
• An easily-read, accessible proposal

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Common Reasons for Rejection

• Mechanical Reasons
• - Submission deadline not met
• - Guidelines not followed exactly
• - Incomplete or unclear descriptions of one or
  more elements
• - Highly partisan positions on issues
• - Poor writing quality
• - Carelessness and inattention to detail

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Reasons for Rejection continued

• Methodological Reasons
• - Lack of originality
• - Methodology unsuited to purpose
• Personnel Reasons
• - Unfamiliarity with field
• - Unqualified to perform work
• Cost-Benefit Reasons
• - Not agency priority for this year
• - Unrealistic budget
• - Costs out of proportion to potential benefits

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Preparing for the next time

• If not funded, dont give up!
• Ask sponsor for reviewers written comments, if
  available
• Ask if it would be worth submitting another
  proposal in the future
• When revising, be responsive to reviewer comments

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Summary

• Project planning is key
• Project should fit overall goals or plan
• Choose potential funders with a good fit
• Write with reviewers in mind
• Budget should fit your project plan
• Dont despair if proposal is unfunded