MSc Health Sciences Education Grant Writing Workshop

1. MSc Health Sciences Education Grant Writing Workshop June 10, 2014 Presented by Health Research Services Lisa Hodge, hodgel@mcmaster.ca, x26367 Serena Jennings, sjenn@mcmaster.ca, x22057

2. McMaster Research Services Resources Introduction to Research Services at McMaster • Health Research Services (HRS) – Faculty of Health Sciences: • Wendy Hollinshead, Assistant Director, Grants • Serena Jennings, Senior Grants Advisor • Michelle Dowling, Senior Grants Advisor • Lisa Hodge, Senior Grants Advisor – CIHR • Research Office for Administration, Development & Support (ROADS): • Sherisse Webb, Assistant Director – Development • Pam McIntyre, Senior Advisor – SSHRC contact • Grace Kim, Senior Grants Advisor – NSERC contact • Cynthia Belaskie, Senior Grants Advisor – CIHR contact • McMaster Industry Liaison Office (MILO): • Gay Yuyitung, Business Development Manager • Industry-sponsored research contracts & commercialization

3. Grant Writing & Grant Proposal Submissions “Grantsmanship” is not just about the writing Good grant writing takes time, planning, and direction Advice seeking is smart grant planning Presented by Lisa Hodge, HRS

4. Most researchers are great at science and not so great at sales – Great grant writers sell research ideas so that great scientists can discover great things!

5. 1. PLANNING: Funding Sources – the right fit/the right choices Strategies for grant submission planning Managing timelines Finding/sourcing help – seeking expertise 2. WRITING: Follow instructions “Arts and crafts” of putting it together 3. SUBMITTING: Eligibility Sponsor process Institutional process THREE STEP PROCESS OF GRANT SUBMISSIONS

6. Ideas/Inspiration/Collaboration: Know/Define Program of Research (research area/interest) Colleagues (Network of Support and Collaborators) Sources of Funding – the Right Fit Independent research – making your own way Implementation: Develop Strategy for Funding submission(s) Manage Timelines Seek Advice and Administrative Help 1. PLANNING:

7. “Doing research is fun; writing about the research is not. Despite this, we must write journal articles because science communicates through its journals.” Paul Silvia

8. 2. WRITING: THE BASICS: • Follow instructions • Less is more – short and small (4 rules) • Big words can cause big problems • White space counts • The “write” order Researchers are not automatically good writers, and research cannot be accomplished without good grant writing.

9. FOLLOW THE INSTRUCTIONS: Print a copy of CURRENT competition instructions Basic: • Participant requirements • Eligible research areas • Format Strategic: • Review criteria can guide your section titles

10. LESS IS MORE: 4 LITTLE RULES • OMIT NEEDLESS WORDS • USE GOOD, SMALL WORDS • CORRECT USE OF ABBREVIATIONS • ONE WORD CAN BE ENOUGH

11. 1. OMIT NEEDLESS WORDS: • Delete very, quite, basically, actually, virtually, extremely, remarkably, completely, at all, and so forth. • Basically, these quite useless words add virtually nothing at all; like weeds, they'll infact actually smother your sentences completely.

12. 1a. OMIT NEEDLESS WORDS: • Delete very, quite, basically, actually, virtually, extremely, remarkably, completely, at all, and so forth. • Basically, these quite useless words add virtually nothing at all; like weeds, they'll in fact actually smother your sentences completely.

13. 1b. OMIT NEEDLESS WORDS: • Delete very, quite, basically, actually, virtually, extremely, remarkably, completely, at all, and so forth. • These words add nothing; like weeds, they'll smother your sentences.

14. 2. USE GOOD, SMALL WORDS: Of 110 Stanford undergraduates polled, most admitted to making their writing more complex to appear smarter. ‘Have you ever changed the words in an academic essay to make the essay sound more valid or intelligent by using complicated language?’ 86.4% said yes. Nearly two-thirds answered yes to: ‘When you write an essay, do you turn to the thesaurus to choose words that are more complex to give the impression that the content is more valid or intelligent?’ Oppenheimer Appl. Cognit. Psychol. 20: 139–156 (2006)

15. 2a. USE GOOD, SMALL WORDS: Original phrase: The medical community indicates that a program of downsizing average total daily caloric intake is maximally efficacious in the field of proactive weight-reduction methodologies. Revised phrase: Doctors say that the best way to lose weight is to eat less.

16. 3. ABBREVIATIONS • Less is more (use fewer abbreviations) • Jargon is confusing; abbreviated jargon is maddening • Get it right – use correct abbreviations

17. 3a. USE FEWER ABBREVIATIONS • COMPLICATED FORMULAS AND MULTIPLE ABBREVIATIONS CAN LOSE THE READER • SCIENTIFIC JARGON CAN MAKE ABBREVIATIONS IMPOSSIBLE TO FOLLOW When the flow of the submission is impaired by the use of jargon or overuse of abbreviations, then the savings in space is lost in translation.

18. 3b. USE CORRECT ABBREVIATIONS Time: s, min, h Centrifugal force: x g (not RPM) Units: kDa, μM, μm

19. 4. ONE WORD CAN BE ENOUGH Formulaic Phrases (use 1 word or skip) • for the purpose of (to) • due to the fact that (because) • at this point in time (now) • in the near future (soon) • with regard to (about) • in view of the fact that (because)

20. BIG WORDS ARE BIG PROBLEMS Don’t try to use big words in place of small simple words---less is more “Many individuals display inaccurate self- assessments of their deficient writing skill levels….” ("Few people realize how badly they write”) Paul Silvia Don’t be one of them

21. WHITE SPACE COUNTS Page limitations can leave a grant writer feeling the need to compress font and reduce headers to maximize writing space • Condensed font is obvious to reviewers • White space makes reading easier and more enjoyable for reviewers • Overuse of underlining or bolding is as bad as no white space

22. THE “WRITE” ORDER • Develop outline (lots of messages to self) • Develop provisional title • Results • References – literature review • Materials, Subjects, and Methods • Introduction • Discussion • Summary • Abstract • Title, keywords and footnotes

23. 3. SUBMITTING: What you must know before submitting: • Eligibility rules and restrictions (sponsor specific). • Institutional Process (facilitates review and approval) • Sponsor Process • Contact the Senior Grant Advisor in your faculty research office for more information.

24. ELIGIBILITY • Before you start an application, always check the eligibility for restrictions or exceptions that determine who can apply for funding • Sponsors have different definitions for different types of applicants and participants • Guidelines can be more or less restrictive and can be related to other sources of funding already held • There are sponsor specific limits to how many applications can be under review at once

25. INSTITUTIONAL “PROCESS” • All proposals for research funding from applicants and co-applicants must obtain institutional approval on behalf of McMaster University prior to submission. • A copy of the proposal (including budget), a completed “checklist” approval form and ethics certifications (if applicable) must be submitted to the appropriate research office to obtain institutional approval/sign off. • Contact the Senior Grant Advisor in your faculty research office for more information about review deadlines and approval processes.

26. SPONSOR “PROCESS” & SPECIFICS Every sponsor is different: Guidelines for submitting Platform for online submission (and review) Timelines and deadlines (LOI and other ‘lingo’)

27. Where to look to Find Funding? • Subscribe to funding bulletins • HRS: hsresadm@mcmaster.ca • ROADS: contact Research Information Specialist, Susan Gordon (gordosc@mcmaster.ca) • Search the COSPivot database: http://pivot.cos.com/ • Search the major funding agencies websites • Contact an expert • for ROADS, contact Research Information Specialist, Susan Gordon gordosc@mcmaster.ca) • For HRS, contact Muriel Gervaisgervaism@mcmaster.ca

28. Tri-Agency: CIHR, NSERC and SSHRC Choosing the correct funding vehicle is the starting point for writing a grant submission Write to the sponsor criteria and mandate Canadian Institutes of Health Research (CIHR): major federal funding agency for health research to excel, according to internationally accepted standards of scientific excellence, in the creation of new knowledge and its translation into improved health for Canadians, more effective health services and products and a strengthened Canadian health care system. Natural Sciences and Engineering Research Council of Canada (NSERC): supports both basic university research through discovery grants and project research through partnerships among post-secondary institutions, governments and the private sector, as well as the advanced training of highly qualified people. Social Sciences and Humanities Research Council of Canada (SSHRC): supports university-based research, research training and knowledge mobilization activities in the social sciences and humanities.

29. CIHR Open Operating Grants CIHR 2015 • Transitional Operating Grant Competition • Project competitions occur twice a year in March and September • Next competition: Registration due Feb 2 Application due March 2, 2015 • Next Information Session: January 2015 – info to be posted in funding opportunities bulletin and HRS website. • http://fhs.mcmaster.ca/healthresearch/research_fundingsource_cihr.html

30. Tips: Provide a draft for review to the research office by (or before) the INTERNAL deadline (usually 2 wks before FINAL) Success rates appear to be related to “peer review” Spell check is not always correct – layman’s review for grammar and spelling Common CV can be a “time-sucker” Resubmissions should not take less effort or time than a new submission Offer peer reviewer comments to research office to assist with resubmission revisions

31. REVIEW - again and again • Read the instructions (before, during, after) • Don’t underestimate time required to complete • Manage timelines of sponsor and research office • Review previous successful applications (contact your Advisor for help in obtaining these) • Peer review - ask a non-related colleague to review for content/accuracy/grammar • Use plain/lay language when instructed • Translation and training HQP should be included • Emphasize outcomes and value to Canadians

32. Budget Suggestions • Make sure your Budget is realistic • Consider using at table for lots of data • Link budget items to aims/objectives in the proposal (salaries are approximate; use Departmental rates)

33. Grant Proposal Submissions Questions on Grant Writing Stretch / Washroom Break Grant Proposal Submissions Presented by Serena Jennings, HRS

34. McMaster Research Services Resources Introduction to Research Services at McMaster • Health Research Services (HRS) – Faculty of Health Sciences: • Wendy Hollinshead, Assistant Director, Grants • Serena Jennings, Senior Grants Advisor • Michelle Dowling, Senior Grants Advisor • Lisa Hodge, Senior Grants Advisor – CIHR • Research Office for Administration, Development & Support (ROADS): • Sherisse Webb, Assistant Director – Development • Pam McIntyre, Senior Advisor – SSHRC contact • Grace Kim, Senior Grants Advisor – NSERC contact • Cynthia Belaskie, Senior Grants Advisor – CIHR contact • McMaster Industry Liaison Office (MILO): • Gay Yuyitung, Business Development Manager • Industry-sponsored research contracts & commercialization

35. Health Sciences Finance (FHS): http://www.fhs.mcmaster.ca/finance/ - Research accounts for the Faculty of Health Sciences McMaster Research Finance (non-FHS) http://resfin.mcmaster.ca/ - Research accounts for all Faculties except Health Sciences Separate processes for ethics certifications -human, animal, biohazard, health physics Research Offices at McMaster

36. Application/Pre-award identification of funding opportunities provision of information sessions assistance with budget development review and editing of grant submissions review for compliance with agency and institutional guidelines Funded/Post-award budget revisions and amendments (specific opportunities) assists in managing McMaster's allocation for identified programs ensures that researchers and the University are protected through funding agreements and compliance with agency and institutional policy prepares and submits financial reports, invoices, requests for payments and reimbursements What we do for you…

37. General Application Process • All proposals for research funding from applicants and co-applicants must obtain institutional approval on behalf of McMaster University prior to submission. • A copy of the proposal (including budget), a completed application approval form and ethics certification (if applicable) must be submitted to the appropriate research office to obtain institutional approval. • Contact the advisor in your research office for more information.

38. Successful grant proposals… incorporate input from many people are the result of teamwork are thoughtful, insightful and polished are easy to read, and concise are well formatted

39. Who are you? Know your role….. Is this application for your student thesis? Therefore you should be working with your thesis supervisor and applying under their professional title. Is this your own independent investigation? Can apply under your professional faculty position. Are you working with patients in a hospital or care setting?

40. Getting to the right person… in HRS Ask yourself these questions: 1) What Faculty am I in? Faculty of Health Sciences – will seek assistance from Health Research Services Non-FHS (Mac Campus) – will seek assistance from ROADS 2) Is this a research contract or industry sponsored agreement? All faculties will seek assistance from MILO for industry sponsored contracts 3) Is this an application proposal or award? -Proposal or award notification – seek assistance from ROADS or HRS. 4) Do I have an account # already and my question is finance related - Seek assistance from your respective institutional finance person

41. You are the integrator…. Responsible for Scientific content and discoveries Financial budget and expenditure responsibilities Ethics project management trainees / supervisors Plus all of your other responsibilities – teaching / administrative /clinical As the main applicant, it is up to you to manage both the application and the administrative requirements.

42. Cooperative administration.... Project Team – Trainee, Supervisor, Research Assistants / Coordinators / Admin assistants Local Co-Investigators (same institution as you) -their departmental and institutional processes External Co-Investigators (outside your institution) their departmental and institutional processes Academic Department Offices, Processes & Approvals Institutional Department Offices, Processes & Approvals

43. Communicate the details of your funding opportunity For e-mail inquiries: -Always state who the PI is on the project. This is the person who will hold the research account. -Send us the specific link to the funding opportunity. -Reference the project title. -Indicate what you need (institutional approval, account request) Communicate your proposal plan with your research team, your admin team, your department and your institutional office

44. Communicate with your application team Your assistants – can’t read your mind your co-investigators at the same institution Your co-investigator at other institutions – remember that they will have institutional review and approval processes that take time Your departmental level Your grants advisor at your institutional office

45. Communicate and initiate the review and approval process Complete and sign an HRS Checklist Investigator Information, Sponsor Information, Project Information, Certifications/Approvals, Facilities And Resources, Conflict Of Interest, Account Holders’ Accountabilities Form, Signatures, Special Instructions. http://fhs.mcmaster.ca/healthresearch/administration_forms.html Submit a copy of your proposal, budget and justification Include any appropriate ethics (Biohazard is required at time of application).

46. Institutional review and approval HRS receives your application package and will review the documents for institutional and sponsor compliance and guidelines If there are any major issues such as eligibility or matching funding requirements etc. these will need to be revised prior to obtaining approval HRS will obtain your institutional signature and return the signature page to you. Complete any further revisions and SUBMIT!

47. Communicate your funding decision sets up the process for a research account indicates to terminate the application process Submit your Notice of Award / Funding Decision to your department and your institutional research office For resubmissions of a previous grant proposal You will need to complete a new HRS checklist and go through the same processes for departmental and institutional review and approval as a new application. If you wish to share your reviewers comments, that is helpful for the review of your resubmission

48. Be aware of the research policies that apply to your application / award Overhead policy –must apply if sponsor allows it Research account policy – know your responsibilities Financial Conflict of Interest policies – Declare! Ethics policies – investigate, comply and obtain your approval(s)! HRS Links for Policies & Regulations http://fhs.mcmaster.ca/healthresearch/research_policies_guide.html University Policies, Procedures & Guidelines, A-Z Index, Research http://www.mcmaster.ca/policy/A_Z_index.html#R

49. Slowing down the process…common pitfalls Incomplete HRS checklists – fill them out completely HRS checklists that are not signed Incomplete accompanying documentation No budgets or budget justifications Submissions after internal or general deadlines Ethics certifications that do not reference the current proposal Make the amendments required for the current proposal and sponsor prior to submission to HRS Last-minute emergencies Unnecessary communication or duplication of documentation

50. Getting what you want FAST… Communicate about the funding opportunity, the details and your application. Find out about internal deadlines. Communicate any extenuating circumstances around your application to your department and senior grants advisor eg eligibility, budgets, special requirements Provide documentation that is complete and approved with signatures Meet the internal deadlines -submit to your department 3 weeks before and HRS 2 weeks before the sponsor deadline.