How to write a good HBCU Proposal

1. How to write a good HBCU Proposal George Seweryniak DOE Program Manager seweryni@ascr.doe.gov (301) 903-0071

2. What is DOE looking for • Proposals that develop and expand research and educational relationships with historically black colleges and universities (HBCU) and other minority educational institutions • Partnerships with DOE laboratories • Discovery, development, and deployment of the computational and networking tools that enable researchers in the scientific disciplines to analyze, model, simulate, and predict complex phenomena important to the Department of Energy • Research into areas of Applied Mathematics, Computer Science, and Integrated Network Environments

3. The Basics • You need to have a good idea or problem to be attacked ! • Look at the DOE mission and other Federal Agency HBCU programs • Submit proposal outline to DOE Program Manager • Good or bad idea ? – that is defined by your peers. Take this into account ! • All proposals are reviewed and rated by at least 3 reviewers • Before you start to write – make sure that your proposal fits the mission of DOE ASCR • http://www.science.doe.gov/Program_Offices/ASCR.htm • Be optimistic - there are many, many funding opportunities • Search “DOE HBCU” via your favorite search engine

4. The Process • Find others who successfully applied to DOE for funding • DOE agency people are only partly administrators – they have experience, contact them with your questions • Proposal abstract via email is highly encouraged • Describe what you plan to do and how it will fit with the DOE mission – include funding profile and keep it to one page • Think about external and internal deadlines • It can take up to 4 months to get the proposal submitted and reviewed • Review the mechanics of how to submit a proposal electronically (you may need to register – takes time) • http://www.sc.doe.gov/grants/grants.html • Follow strictly the rules as described on the www site for the title page, narrative, abstract, budget, signatures etc • The abstract is important. It serves as a first, sometimes also final information about the proposal

5. Important items • Proposal writing is a very ritualized process. • Scientific hypothesis • Specific aims are important ! • You cannot do everything at the same time • Be focused • Current state of knowledge • Experience of your team • Your pilot studies • Methods and tools to attack the problem • Timetable • Resource level (manpower, budget, travel etc…) • Identify other funding avenues that are being pursued • Check and double check before you submit it electronically

6. Sample ProposalBackground • Proposal is to create a visualization center and visualization program of study at Great Education University (GEU) – a small HBCU university. • Proposal is requesting 3 year funding prior to the fall session in 2008. • Amount of funds requested in $100k, $200K, $300K

7. Sample Table of Contents • Abstract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • I. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • II. Great Education University (GEU) Information. . . . . . . . . . . . • A. GEU Computing Center. . . . . . . . . . . . . . . . . . . . . . . . . . . • B. Visualization Center at GEU . . . . . . . . . . . . . . . . . . . . . . . • III. Academic Year Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • A. Research . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • 1. Mathematical Modeling/Numerical Methods. . . . . . • 2. Discrete and Computational Geometry . . . . . . . . . . • B. Visiting Scientists Seminar – Lecture Series ………… • C. Research Training Workshop … . . . . . . . . . • IV. Summer Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • A. Summer Institute in Computational Science . . . . . . . . • B. Summer Research Activities . . . ….. . . . . . . . . . . . . . . . • V. Coordination of Activities with Department of Energy Laboratories… • VI. Management Structure of the Project. . . . . . . . . . . . . . . . . . • VII. Publishing, Review and Evaluation of the Project . . . . . . . • VIII. Budgets and Budget Explanations . . . . . . . . . . . . . . . . . . . • Appendices • A. Resumes • Sammy Smith, Ph.D., Principal Investigator • John W. Public, Jr., Ph.D., Consultant • B. DoE Forms • C. Number of students to be supported (undergraduate/graduate)

8. Sample Abstract • This proposal is to develop and implement a research center and research training program in computational science – scientific visualization. The primary goal of this project is to create an opportunity for faculty, graduate students and upper division undergraduate students of diverse ethnicity to learn State-of-The-Art tools, techniques and practices and to become more involved in research with applications in areas of interest to DoE and DoE National Laboratories. Year-round academic year activities will include conducting research in areas of long-term interest to DoE, presenting a monthly seminar - lecture series in computational science - scientific visualization and conducting a Research Training Workshop. A major summer activity will be the GEU Summer Research Institute in Computational Science – Scientific Visualization for beginning graduate and upper division undergraduate students. This summer institute as well as the academic year activities in this project will have as their major focus, getting more faculty and students at GEU, and from several HBCUs, involved with research activities of interest to DoE and DoE National Laboratories. Each year the project will produce one (or more) scholarly activity for presentation at a national or international professional conference and/or for publication. A www site will also be created and updated at least quarterly with accomplishments and project activities.

9. Next Steps • Submit an email message to me outlining your proposed work and how it benefits the HBCU community and DOE mission and programs. Keep it to one page maximum and include information on funding per year. Information on our programs and mission is located at: http://www.sc.doe.gov/ascr/index.html • Receive response from me as to whether this proposal is of interest to our office. Expect response within 30 days. • If encouraged to submit proposal – please prepare a full proposal and submit through: http://www.sc.doe.gov/grants/grants.html • Submit a copy of your proposal to me via email • You can also submit a copy of your proposal to me before you send it through the grants www site for review and comment.

10. Typical Timelines • Pre-proposal email and response 30 days • Formal proposal submission 60 days • Proposal review 30 days • Award paperwork preparation 30 days • Award paperwork must be in Chicago contracting by June 30, 2008 • Proposal negotiations and award 90 days

11. Where to get additional Information • The following www sites may be of interest: • http://www.sc.doe.gov/ascr/Accomp/Accomplishments.html • http://www.sc.doe.gov/ascr/WorkshopsConferences/WorkshopsConferences.html • http://www.sc.doe.gov/ascr/ProgramDocuments/ProgDocs.html • http://www.sc.doe.gov/ascr/About/about.html

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