Proposal writing , VLIR perspective

1. Proposalwriting, VLIR perspective Dr. Hans Bauer Dr. Luc Janssens de Bisthoven Dr. SinclairMantell (IFS)

2. Content of training • Context of MU – progress in capacity building • Proposalwriting – general • Scholarships – Marie Curie • Projects – IFS & EU STI • Learning bydoing – workinggroups

3. Who are we? • Flemish Interuniversity Council (VLIR) – University Cooperation for Development (UOS) – Ethiopia Country Office (ECO) • Active in Ethiopia since 1995, funded by Belgian Development Cooperation, average € 2,5 million per year • Belgian professors > 150 days per year in Ethiopia • 20 employees in Brussels, 1 in D.R. Congo and 1 in Ethiopia, network of ICOS in all universities

4. What are we doing it for? Sharing minds, changing lives • Knowledge as catalyst for development • Universities as development players • The social responsibility of universities • Internationalisation of higher education as lever for quality

5. Where are the programmes running?

6. What do we do in Ethiopia? • IUC - Mekele & Jimma (impact on livelihoods, food security and health, ≈70 PhD’s) • OI - Bahir Dar, Debre Zeit & Arba Minch (impact on land-use, ≈ 10 PhD’s) • Individual scholarships (various relevant disciplines, ≈ 50 per year, Dipl, MA, PhD) • Strongbow (impact on ecotourism and natural resource management, ≈ 10 PhD’s with NUFFIC) • Spinoffs (conferences, cross-cutting issues, South-South, ≈20 PhD’s) • Academic model: partnership, mutual interest • Administrative model: alignment with partner

7. Country level results and interventions – levels of intervention

8. VLIR-UOS: sharingminds, changinglivesmotto, rationale= perspective and expectation!

9. Initial steps whenlookingforfunds Preconditions • What is yourcontext? • Student, Masters, PhD, professor • What are yourneeds? • Short training, long training, research colaboration • Are yourwishesembedded in the universitystrategy? At all levels of management and academicauthorities? • Choose ONE appropriateprogramme • Read alleligibility criteria • Decideifyourprofile fits in the programme • Age, education level, language skills, country list, programme context (e.g. phase out?), deadlines, availability of reference persons, copies/scans of diplomas, CV withphoto, etc… • Be aware most calls are open and competitive, no guarantee of success! • Be aware the Northernacademics are in the same stringent competitiveprocess of fund raising • Allocateenoughtime and energytowrite up the proposal, becauseit is often a complex process

10. VLIR-UOS scholarships • Travel grants for students (REI) • Ph.D. scholarships (VLADOC) • ITP scholarships • ICP scholarships • ICP PhD scholarships • Events

11. Scholarships 20-40 ICP Masters About 3000 submissions p.a. 70 ITP 180 scholarships 10 ICP PhD scholarships Sandwich 1/3 N-2/3 S 5 ITP programmes Flemish universities In 15 ICP Master programmes IUC-programmes Masters PhDs

12. ICP PhD Call At the level of the research proposal • The research proposal is to be original and innovative; • The research proposal is to be of high quality, clearly formulated and result-oriented. Special attention must have been taken for the following aspects: formulation of null hypothesis, methodology to be used, data collection and processing; • The research project should be feasible. It must be possible to complete the research within a period of maximum 4 years; • The research should be in line with the research agenda and expertise of the Flemish supervisor and his/her unit; • The research should be highly relevant to development, by answering (an) identified need(s) in (a) developing country/-ies; • The research proposal should clearly indicate in what way the interests/needs of all stakeholders involved (local population, (local) authorities,…) are taken into account; • The research proposal should clearly indicate to what extent and/or in what way the research results that are envisaged can be applied in practice.

13. VLIR-UOS ProgrammesA complex process: anexample VLIR-UOS OwnInitiatives 2009 (new name: TEAM) • call • Call__fully_fledged_project_proposals_EIN__2009.doc(20/06/2008, 261 kB) • annexes • Compulsary_annex_0_Format_overview_proposals_per_univ.rtf(20/06/2008, 231 kB) • Compulsary_annex_1_Format.rtf(20/06/2008, 603 kB) • Compulsary_annex_2_Problem_analysis_tree.doc(20/06/2008, 31 kB) • Compulsary_annex_3_logical_framework_and_annex_4_operational_plan.xls(20/06/2008, 44 kB) • Compulsary_annex_5_detailed_budget.xls(20/06/2008, 46 kB) • Compulsary_annex_6_personnel_matrix.xls(20/06/2008, 22 kB) • Compulsary_annex_7_checklist_permanent_expert.rtf(20/06/2008, 78 kB) • Compulsary_annex_9_cooperation_agreement.doc(20/06/2008, 51 kB) • Compulsary_annex_11_assessment_form_for_referees.doc(20/06/2008, 92 kB) • Compulsary_annex_12_verklaring_op_eer_ongebondenheid_referees.doc(20/06/2008, 69 kB) • Compulsary_annex_14_checklist_ICOS.doc(20/06/2008, 63 kB)

14. A complex process (cont.)the example of OI OwnInitiatives / TEAM A fully-fledged project proposal must comprise the following parts : • Signed compulsory format for a fully-fledged project proposal (max. 17 pages) (annex no 1 (English) and no 1a (French)). • Problem analysis tree (annex no 2). • Format for the logical framework (annex no 3 (English) and no 3a (French)). • Indicative operational plan (annex no 4 (English) and no 4a (French)). • Detailed budget (annex no 5), including a detailed calculation of the scholarship costs, based on the VLIR-UOS scholarship 2009 amounts. • Personnel matrix (annex no 6). • Checklist permanent expert (if applicable). Only to be completed if a permanent expert will be involved in the project (annex no 7). • Job description of permanent expert (if applicable). Only to be added if a permanent expert will be involved in the project (annex no 8). • Signed cooperation agreement between the institutions involved: the Flemish university and the Southern institutions (annex no 9 (English) and no 9a (French)). • Narrative report of the formulation mission and/or the PCM-workshop (if applicable). Only to be added if a formulation mission and/or PCM-workshop has been undertaken (annex no 10). • Assessment forms completed by the referees. At least 2 completed assessment forms for referees are to be sent directly by the referees to VLIR-UOS by 9 October 2008. Those documents do not form part of the fully-fledged project proposal introduced to VLIR-UOS on 26 September 2008 via the responsible ICOS of the Flemish university, but are sent immediately by the referees to VLIR-UOS by 9 October 2008 (annex no 11). • Signed declaration under oath in which the Flemish promoter declares that the referees assessing the proposal are neutral (annex no 12). • In case (a) Flemish copromoter(s) is (are) involved in the project proposal, the project proposal has to contain a confirmation (e.g. e-mail) of the Flemish copromoter(s) in which they confirm their copromotership (if applicable) (annex no 13). • Annex 14: Checklist ICOS (to be drafted by the ICOS, not by the promoter of the fully-fledged project proposal) Let’s not read this now All right?

15. Structure and objectives of OI/ TEAM programme Southern academic Northern academic • developmental relevant project which strengthens the research and education capacity of (a) partner institution(s) in the South by means of generating and exchanging knowledge with as final aim the institutional reinforcement of the academic unit(s) in the South. • initiated by academics affiliated with a Flemish university in close collaboration with one ore more academic partners from a developing country. - The objectives contribute to the improvement of the living conditions of the local population. - The activities reinforce the socio-economic basis and the civil society of the partner country. - The research is oriented towards sustainable development and the interaction between social, cultural, ecological and economic factors. - The continuity of the project is assured by the partner institution(s) after the withdrawal of the financial support from VLIR-UOS. • 3-5 years max. budget 330.000 euro for whole period • RESTRICTION! For alluniversities of DGCD country list and onlypossiblefor PHASING-OUT IUC programmes, with project NOT having been part of IUC!

16. The genericprocessCall >>> identification>>>formulation>>>formats >>>submission>>>selection>>>implementation Call • Formal framework • Objectives • Fully-fledged project proposals • Funding • Implementation period • Submission modalities • Timetable • More Information • APPENDICES • ABBREVIATIONS USED

17. selection The Selection Committee of VLIR-UOS, composed of representatives of the Flemish universities and external experts, will review all proposals on the basis of 1. Qualities and shortcomings 2. Academic thoroughness Academic expertise of the research unit and/or scientific support by the research unit 3. Purposiveness of the project • Clarity • Feasibility • Efficiency 4. Development relevance • Needs and priorities • Capacity building • Sustainability of the project • Sustainability of the results

18. Guidelinesgiveevaluationgrid EXAMPLE FROM EU S&T 2013 CALL: Relevance of the action Sub-score 30 1.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals? 5x2* 1.2 How relevant to the particular needs and constraints of the target countries or regions is the proposal? (including synergy with other EU initiatives and avoidance of duplication) 5x2* 1.3 How clearly defined and strategically chosen are those involved (final beneficiaries, target groups)? Have their needs been clearly defined and does the proposal address them appropriately? 5 1.4 Does the proposal contain specific added-value elements, such as environmental sustainability, promotion of gender equality and equal opportunities, good governance and human rights or climate change? 5 2. Design of the action Sub-score 20 2.1 How coherent is the overall design of the action? In particular, does it reflect the analysis of the problems involved, take into account external factors and relevant stakeholders? 5x2* 2.2 Is the action feasible and consistent in relation to the objectives and expected results? 5x2* TOTAL SCORE 50

19. Conclusion • Expectations by VLIR-UOS are at level of • Process management • Meta-level: education-research-outreach (developmental relevance: sharing minds, changing lives) • Correct formats • Administrative requirements • Eligibility criteria • Scientific content appraisal/review/selection is left to selected/invited/contracted experts of selection committees

20. Proposalwriting • Donor perspective • Applicantperspective

21. The title Self explanatory and short (10-15 words) Appealing to an audience that has a general (and specialised) knowledge of the field. It encourages the reviewer to keep reading. Should not be an “old” topic that has already been researched extensively Should relate to “big picture” problems that are important to your particular region

22. Titles • Title should be informative and clear. A non-specialist scientist should be able to understand from the title what your research is about. • Bad title: • “Identification of the interacting protein with Nifa in Azospirillumbrasilense by using a yeast two-hybrid system”

23. Titles • Bad title: • “Biopanning approach and selection of phage display peptide mimotopes for further identification of functional and antigenic epitopes and neutralizing peptides of BotI related scorpion toxins”

24. Titles • Bad title: • “Chemical evaluation of the gorgonian Pseudopterogorgia elisabethae for the production of organic extracts rich in pseudopterosins”

25. Titles • Bad title: • “Wood Biodiversity”

26. Titles • Quite a good title: • “The Mexican sunflower, Tithonia diversifolia: an organic nutrient source for soil fertility improvement in Ghana”

27. Titles • Good title: • “Tolerance of tomato to salinity: comparison of the mechanisms of sodium regulation in cultivated and wild species”

28. The Summary Normally the most important part of your proposal Should be short Should be the best-worded, most concise and most appealing part of your proposal Is sometimes the only part of the proposal that is carefully read by reviewers

29. Suitable Summary content is: Your credibility (your and your organization’s abilities to carry out the research) Background/problem or need you wish to address The research objectives The procedures and methods that will be used Special resource needs of the project The likely outcomes and benefits to be derived from the research

30. Problem Statement/Justification Have you consulted stakeholders?

31. The good idea or problem identifiction - Your own interest, experience and your scientific competence Extensive review of the literature (cf poor review) Priorities made by your organisation/institution or academic supervisor Magnitude of a society problem Stakeholders needs and interests Facilities and equipment etc. available Policy of a funding organisation 8. ”Science begins with observation”

32. How to establish a Problem Tree? Agree on a unit of analysis (define framework and subject) 2. Identify major problems existing in a given situation (brainstorming using individual cards) 3. Select an individual starter problem 4. Look for related problems to the starter problem.

33. Problem tree - Stage 2 5. Establish hierarchy of cause and effects (problems that cause the starter problem go below, others are put above). 6. Complete with all other problems accordingly. 7. Connect the problems with cause effect arrows 8. Review the diagram and verify its validity and completeness.

34. Up to date knowledge of the field (Literature Survey) Have you convinced the reviewer that you are familiar with the state of research in this field? Both locally and internationally? Your research should lead to new knowledge that complements what has already been done

35. Essentialmessage • Read and follow the guidelines • Investenough time • Consult others • Follow the format • Get the reader on your side

36. More information • VLIR-UOS website: http://www.vliruos.be • Resource materials on www.mu.edu.et Acknowledgements: Kristien Verbrugghen, Peter De Lannoy, Martine Dekoninck, Deirdre Lennan, Richard Coe

37. Dr. Hans Bauer hans.bauer@vliruos.be www.vliruos.be