GRANT WRITERS SEMINARS AND WORKSHOPS

In association with the

F.A.S.E.B.
&

UNIVERSITY OF HAWAII at Manoa presents

WRITING WINNING GRANTS

by

Stephen W. Russell, Ph.D.

&

Anthony M. Coelho, Jr., Ph.D.

The Facts of Life for Researchers

There are more applications for grant support than ever before. Resources are either constant or diminishing. Approximately one application in seven is funded; approximately six-of seven applications fail. It is, therefore, essential that individuals planning in this careers understand the grant writing process.

Any Well-trained Person Can Become Funded

YOUR KEYS TO SUCCESS

Your Idea!
Your Commitment! Your Grant-Writing Skills!

YOUR IDEA IS KEY!

HOW TO DEVELOP AN IRRESISTIBLE, FUNDABLE IDEA?

What Makes an Idea Irresitible?

Paradigm Shifters Paradigm Pioneers Settlers

The Important of Being First!

You Need to Make Yourself First in Whatever Category You Choose!

KEY Elements in Developing a Good Idea

Be Knowledgeable
Extensively read existing literature.

Be Thoughtful
Devote time to just thinking.

Be Open
Share ideas with your colleagues.

Be Creative
Look for parallels with other fields.

Critical Assessment of Your Ideas

Assess Yourself

Assess the Competition

Assess Funding Potential

Assess Yourself

Critically assess whether you have the necessary expertise, resources, personnel, time, preliminary studies, data, or other evidence of productivity in order to be truly competitive. It could be that the worst thing that could happen to you is that you would receive a grant award before you are truly ready.

Assess the Competition

Thoroughly search the literature

Use reference databases extensively

(e.g., Pubmed, Science Citation Index, Medline, Highwire, etc.)

Search databases of funded grants

Search the Biomedical Literature

http://highwire.stanford.edu A free Highwire Email-alerting Service

Frequent notification of published articles that match your interest No limit to number of alerts you can register Match interests by either author or subject Provides hyperlink to the article/abstract Access to the article is often free

Search the Biomedical Literature

PubCrawler http://www.pubcrawler.ie

Medline and Genbank searches Provides information daily Either email or web-based format

It goes to the library. You go to the pub!

Assess the Competition

Search databases of existing grants:

CRISP (Computer Retrieval of Information on Scientific Projects)

http://crisp.cit.nih.gov/

CRIS (Current Research Information System)

http://cristel.nal.usda.gov:8080

NSF Awards
http:www.nsf.gov/verit/srchawad.htm

Community of Science
http://fundedresearch.cos.com

NASA Task Book

http://peer1.nasaprs.com/peer review/taskbook/

Assess Potential for Funding

Find the Agency and Funding Mechanism That Fits Your Idea

Assess Potential for Funding

Since all funding agencies have a mission, it is important to:

Understand that funding your proposal must help the funding agency achieve its goals. Know what an agency can/will fund. Become aware of all agency program announcements regarding research opportunities. Contact the program officer first and listen carefully

Know How Applications Are Made to NIH

Investigator-initiated application

Most common kind No fund set aside Regular receipt dates; regular study section Program can fund out of priority order Funds are set aside One date for receipt; special study section Your project must fit the need closely to be competitive

Response to Program Announcement (PA)

Response to Request for Applications (RFA)

NIH Small Research Grants (R03)

Does not disqualify applicant as a new investigator

Not all NIH Institutes support R03 Check with institute program officers
Less emphasis is placed upon preliminary data Therefore, a useful mechanism of developing preliminary data for later R01 application

Exploratory/Developmental Grants (R21)

Encourage development of new research activities in categorical program areas.

Used by Institutes to innovate in specific programmatic areas (PA/RFA)

Often high risk/high return research

Often limited/no need for preliminary data

Limited time and budget Encourage subsequent R01 support

NIH Program Officers Are of Great Value to You

Planning Phase:

Help you to choose funding vehicle and to understand priorities

Writing Phase:

Can help establish appropriate scope Sometimes will provide feedback on aims

Submission:

Assistance with the cover letter Important feedback on proposals review and on future submission

Review Phase:

Funding Phase:

Advocate within the program

NIH Process

Identifying Potential Funding Opportunities

Proactively Search for Funding Opportunities

It is critical to identify funding opportunities at the earliest possible time Periodically contact Program Officer Take full advantage of your Institutional resources Also plan to personally invest search time weekly Use a planned search strategy Take full advantage of the internet

Use Email Alert Services

Community of Science
http://www.cos.com/services/fundings.html

NSFs Custom News Service

http://www.nsf.gov/home/cns/index.cfm

Grantsnet
http://www.grantsnet.com

Grants.gov
http://www.grants.gov/ReceiveGrantOppotunitieyNotification

Federal Research Budgets for the BIG SIX for 2005

Funding Agency
NIH NASA DOD DOE NSF USDA NEH

2005 Budget
~$28.6 billion ~$16.1 billion ~$70.3 billion ~$3.3 billion ~$5.5 billion ~$2.4 billion ~$0.1 billion

% Change 2004
+ 2.0% + 4.5% + 7.1% + 4.3% - 1.9% + 7.8% 0%

YOUR SECOND KEY IS COMMITMENT!

To Research To the Grant-Writing Process

Do You Really Want to Compete?

Identify and stay focused on your long term goal; avoid diversification Conscientiously get to know your field; the literature, the leaders, the funding sources Network: success rarely develop out of shyness Always be mentally prepared for rejection

An Essential Need of a Committed Grant Writer

CREATE TIME

Time to look for funding opportunities Time to understand what is required to be competitive Time to write a competitive proposal Time to get critical review from your colleagues

Maximize Lead Time Takes Commitment

Proactively Search for Funding Opportunities
The window of opportunity for many grant applications is often open for only a limited time. It is, therefore, critical to identify funding opportunities at the earliest possible time.

Maximize Lead Time Takes Commitment

Lead Time is Important!
NIH Request for Application (RFA)
OVERWEIGHT AND OBESITY IN THE WORKPLACE
Release date: October 7, 2003 RFA: HL-04-006 Letter of Intent Deadline: February 15, 2004* Application Receipt Deadline: March 12, 2004**

* Average is 3-4 months

** Average is 4-8 months

Maximize Lead Time Takes Commitment

Finding NIH RFAs
http://grants1.nih.gov/grants/guide/rfa-files/index.html

This index is updated every Friday afternoon.

Create Quality Time Takes Commitment

Clear your schedule to the greatest extent possible Eliminate non-essential activities Minimize disruptive influences, e.g., schedule phone, email, and office hours Write time on your dayplanner to work on funding opportunities Learn to say NO!

Create Quality Time Takes Commitment

Time to get in-house review of your proposal:
It is essential that you get critical review from your knowledgeable colleagues.

YOUR THIRD KEY IS GRANTSMANSHIP SKILLS!

Successful Grantsmanship requires that you pay attention to:

Mechanics - knowing how to fill out the form correctly Concept understanding the purpose of grant applications Psychology appreciating that grant applications are read by people Writing adopting the tricks of the trade used by professional grant writers Logic presenting your ideas in a clear and maximally understandable way Time understanding that writing a quality application always takes time

YOUR THIRD KEY IS GRANTSMANSHIP SKILLS!

Know where/how to for funding opportunities Maximally convey enthusiasm for your novel idea Write with maximal clarity & compelling logic Ensure compatibility with mission of funding agency Inform the funding agency what to expect for their investment in you. Make your application reviewer friendly Avoid avoidable mistakes

Elements of Grant Success

Good Ideas Good Timing
Good Presentations

Good Reviewers Good Luck

Good Grantsmanship

Good Grantsmanship

Knowing & understanding

What to do How to do it When to do it What to do when things dont go as planned Passion & Commitment Commitment

Being willing to do what is needed

Doing it doing what is needed

Understanding Peer Review Process

Most Common Reasons for Application Failure

Lack of a good, original idea Lack of sufficient commitment Problem to be studied lacks significances Lack of an understandable rationale Insufficient demonstration of knowledge base Lack of essential experience/expertise/ resources Diffuse, superficial or unfocused approach Interdependence of aims upon outcomes Unrealistic amount of work proposed Uncertain outcomes and future directions

1. 2. 3. 4.

5.
6. 7. 8.

You Do Not Want a Reviewer to Make This Comment About Your Application
This application is characterized by ideas that are both original and scientifically important. Unfortunately, the ideas that are scientifically important are not original and the ideas that are original are not scientifically important.

You Do Not Want a Reviewer to Make This Comment About Your Application
In addition to proposing a research design that is a fishing expedition, the applicant also proposes to use every type of bait and piece of tackle ever known to mankind.

GRANT WRITERS SEMINARS AND WORKSHOPS

THE FUNDAMENTALS OF GRANT WRITING

The Realities of Pursuing Grant Support

Enthusiasm cannot be directly communicated to the grant agency. Ideas must first be transferred, therefore, to a written application. The application must then be screened and evaluated by a review panel. There are more good ideas than there are resources to support them.

Pathway to Grant Support

The Idea The Review Group

The Applicantion The Applicant

Characteristics of a Successful Grant-Writer

Make a good first impression Is well-prepared

Is credible
Deliver a clear message Provides supporting documentation Has appropriate endorsements Has something special to offer

Is persistent

Successful Grant-Writers Rule # 1

DO NOT write the application for yourself unless you are going to fund it yourself. You MUST convince the entire review committee and the funding agency.

Successful Grant-Writers Rule # 2

STUDY SECTION DO NOT FUND !

INSTITUTE FUNDS !

Successful Grant-Writers Rule # 3

You must satisfy the needs of reviewers and the needs of the funding agency.

Who Are Your Reviewers?

They are:

Accomplished Dedicated Knowledgeable Conscientious Fair

Who Are Your Reviewers -Really?

They are actually:

Overly committed and over worked Underpaid for their efforts Tired Inherently skeptical Overly critical Looking for the easiest way to get the job done well

KEY POINT
The primary key to achieving success in any grant application is to engender enthusiasm in the reviewer who then becomes an advocate for the applications proposal.

What Do Reviewers Look for First?

Whats the title? Is it interesting? Who is the applicant? Is the application complete? Have the directions been followed? Are there volumes of appendices? Is the application reviewer-friendly?

Is Your Application Reviewer-Friendly?

KEY POINT
While the guidelines specified above establish the minimum type size requirements, PIs are advised that readability is of paramount importance and should take precedence in selection of an appropriate font for use in the proposal.
NSF Instructions to Applicants, 2003

What Do Reviewers Look for Second?

The key criteria that every grant application must address:
Significance Approach Applicant Innovation Environment/Resources

Does Your Application Measure Up?

SIGNIFICANCE

Does this study address an important problem? If the aims of the application are achieved, will the field be advanced? How will the project contribute to the overall mission of the funding agency?

Does Your Application Measure Up?

APPROACH/WORKPLAN

Are the conceptual framework, design, methods, and analyses adequately developed, well-integrated, and appropriate? Is the completion schedule reasonable? Does the applicant acknowledge potential problem areas and consider alternative tactics?

Does Your Application Measure Up?

APPLICANT

Is the applicant appropriately trained and well-suited to carry out the work? Is the work proposed appropriate to the experience level of the applicant and other members of the team? Is the role of consultants or collaborators adequately justified?

Does Your Application Measure Up?

ENVIRONMENT

Does the environment in which the work will be done contribute to the probability of success? Do the proposed activities take advantage of unique features of the environment? What is the contribution of the sponsoring institution to the proposed work?

Does Your Application Measure Up?

INNOVATION

Does the project employ novel concepts, approached, or methods? Are the aims original and innovative? Does the project challenge existing paradigms or develop new methodologies or techniques?

What Do Reviewers Look for Last?

What singles out this grant application from all others under consideration? WHY IS THIS GRANT SPECIAL AND, THEREFORE, DESERVING SUPPORT?

GRANT WRITERS SEMINARS AND WORKSHOPS

TIP ON HOW TO WRITE FOR YOUR REVIEWERS

KEY POINTS

For clarity of presentation, use simple declarative sentences. Avoid complicated words, unusual abbreviations, and tortuous syntax. Avoid discontinuities in reading that interrupt concentration. Avoid weak words that convey doubt.

Abbreviations & Acronyms

Keep the use of abbreviation and acronyms to a minimum. Overuse of these abbreviated word forms is confusing and disruptive. Use only internationally-accepted abbreviations/acronyms. Try to avoid use of applicant-invented abbreviations/acronyms.

Weak Words
Avoid weak words that may introduce doubt in the mind of the reviewers about your ability to do the work.

Example: We will try to establish...

vs.

We expect to establish...

Weak Words
Avoid weak words that may introduce doubt in the mind of the reviewers about your ability to do the work.

Example: If we can demonstrate that...

vs.

We expect to demonstrate that...

Weak Words
Avoid weak words that may introduce doubt in the mind of the reviewers about your ability to do the work.

Example: We believe that...

vs.

We expect that...

KEY POINTS - Continued

Put the most important material up front; structure your presentation pyramidally. Use eye-catching headlines to convey your main points. Summarize the main points in an opening paragraph. Use new paragraphs to emphasize concepts and specific points and leave spaces between paragraphs.

Conceptual Structure of the Ideal Grant Application

Idea Supporting Ideas, Concepts

Details of the Plan

Appendices

Use Informative Subheadings

Example:
Western Blot Analysis of VCAM Expression in Tumor Cells Following Transfection NOT Western Blot

Example:
Statistical Analysis of the Effectiveness of the Counseling Intervention NOT Data Analysis

Get Your Message Up Front

Justice John Paul Stevens of the Supreme Court refused to delay an Illinois Supreme Court ruling giving custody of a baby boy to the biological father who has never seen him.

Write As Though For a Newspaper

REMEBER THAT PARAGRAPHS ARE:

Arbitrary units designed to group information related to an idea or concept. Somewhat subjective as to what constitutes the functional unit. Basically under the control of the writer. Therefore, try to avoid excessively long or excessively short paragraphs or sections. Three to four per page is ideal.