Grant Writing: Let’s Get Started! DEC 2004

1. Grant Writing: Let’s Get Started!DEC 2004 Jennifer L. Kilgo University of Alabama @ Birmingham (UAB) Michael Gamel-McCormick University of Delaware

2. www.udel.edu/cds

3. Today’s Agenda • Rationale for Grant Writing • Issues and Challenges • Steps in the Proposal Development Process • Pointers for Successful Proposals • Why Proposals Fail • Questions and Discussion

4. Writing a grant …Why should I? • Because I can! • I’ll have funds! • I’ll have release time! • I’ll have grad students! • I’ll get summer salary! • I’ll publish a lot! • I’ll be tenured/promoted! • It’s wonderful!

5. Oh, and yeah… • I’ll be able to accomplish a project or meet a need!

6. What?!#% ………I didn’t get funded?Typical responses….. • Why not? • What was wrong? • Review teams are biased! • It’s hopeless! • It’s a waste of time! • The review sheets told me nothing! • I’m quitting!

7. Greatest issues and challenges? • Timing is Everything! • Getting Started • Knowing the Lingo (RFP, PI, Indirect Costs, etc.) • Committing to the Task • Making Grant Writing a Part of What You Do • Not Being Afraid of an Unsuccessful Proposal • Getting Back Up and Doing It Again!

8. Wisdom from successful grant writers…… Unsuccessful proposals “Our stack of un-funded proposals is much higher than the funded ones!!” Funded proposals

9. Successful Grant Proposals….. • Are ones in which the project goals and objectives of the grantee and those of the granter are in agreement, and the recipient has convinced the provider that the proposed plan described for bringing about the goals is reasonable and will be successful.

10. Yeah! • Three important steps to getting that grant (The Three A’s): • Assess, assess, assess (identify the need!) • Articulate, articulate, articulate (tell ‘em what you want to do! • Align, align, align (make sure your need and the desire of the funder matches!)

11. Steps To Successful Grant Writing I. Prepare to Write—Find the appropriate funding source and determine what they want II. Write—Write an awesome proposal III. Follow-up and Execute If Funded—Engage in appropriate follow-up activities

12. I. Prepare To Write….. Know the Funding Opportunities! (Various Sources and Types) $$$$$$$

13. Research, Demonstration, Personnel Preparation, etc. $$$$$$$ $$$$$$$ $$$$$$$ $$$$$$$ $$$$$$$

14. Federal (or State) - DOE, NIH, HHS Private Sources or Foundations - Scholastic, Gates Organizations (National or Local) – DEC, NAEYC, ASHA

15. Here’s some of the funding sources: • National Institutes of Health (http://grants.nih.gov/grants/index.cfm) • Head Start Bureau (http://www2.acf.dhhs.gov/programs/hsb/grant/index.htm) • Administration on Developmental Disabilities (http://www.acf.hhs.gov/programs/add/pns.htm) • Maternal-Child Health Bureau (http://mchb.hrsa.gov/grants/default.htm)

16. Here’s some more: • Department of Education Office of Special Education Program (http://www.ed.gov/about/offices/list/osers/osep/programs.html) • National Institute on Disability and Rehabilitation Research (http://www.ed.gov/fund/grant/apply/nidrr/index.html) • Rehabilitation Services Administration (http://www.ed.gov/about/offices/list/osers/rsa/discretionary.html)

17. Sources for Searching • Community of Scientists (http://www.cos.com/)

18. I. Prepare To Write (cont.) Read in Detail the “Request for Proposals” (RFP) • Determine the granters’ reasons for funding • What is the perspective of the granting agency in relation to the area of your interest? • What are the agency’s specific goals for this funding? • Do your needs fit these goals?

19. I. Prepare to Write (cont.) Check on specifics concerning the available money • How much is available; how many and what size grants are expected to be awarded? • What can the money be used for? (People? Capital expenses? Supplies and material? Acceptable activities)

20. Prepare to Write (cont.)…Utilize Available Resources

21. Grant writing team? Input from constituents? Support letters? Advisory board? Evaluators? Mentors or consultants? I. Prepare to Write (cont.)…….Allow Ample Time for Collaboration!

22. II. Write an Awesome Proposal… • Preface Section • Cover pages, Forms, Signatures • Abstract • Reviewer’s Guide • Budget • Main Body • Need / Problem Statement • Goal / Objectives • Plan of Operation / Methods • Evaluation Plan • Appendices • Support Letters • Vitae • Other

23. II. Present an Organized Document (cont.)…The Main Body Justification of Why the Proposal is Needed Justification of Why You Will Be Able to Do It Long and Short Term Goals Objectives to Meet the Goals Methods to Meet the Objectives Evaluation Plan to Determine if Objectives Were Met Realistic Time & Budget to to Meet Objectives

24. II. Present an Organized Document (cont.)… Ways to Improve your Chances • Write to convince the reader • Assume they know nothing • Have a great title and abstract (wow them at the beginning!) • Include a reviewer’s guide (make it easy for them!) • Use ample figures & tables to help tell the story • Be sure the proposal is neat, clean, well-organized, to the point, • easy to read (headings, bullets, etc.) • Select supportive materials for the appendix

25. III. Follow-up and Execution…. It’s All About Orchestration!!! Conduct appropriate follow-up activities The PI leads the effort Keep everyone, including the funding agency, “in the loop” Be a good steward of their money Try to get pilot data for your next project PUBLISH YOUR (THEIR) WORK!

26. Caution! Top 10 Reasons Why Proposals Fail 10. Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefits or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

27. Finding the Funding Agency • Is an agency interested in your idea? • Does the agency have special mandates? • What is the agency’s funding profile? • Are they interested in your idea? • Would they like to receive a proposal? • Is there a “champion” for your project? • Sometimes requests are just “wired”

28. Caution! Top 10 Reasons Why Proposals Fail • 10. Topic or purpose is not appropriate for agency/reviewers • 9. Didn’t follow the instructions • 8. Lack of expertise & team/collaborative approach • 7. Lack of new or original ideas • 6. Poor communication of ideas and plans • 5. Purpose and plan not sufficiently detailed • 4. No specific outcomes or benefits or products • 3. Insufficient attention given to related work of others • 2. Poor evaluation design

29. Study….I mean study the RFP!

30. Caution! Top 10 Reasons Why Proposals Fail 10. Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefits or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

31. Expertise and Team/Collaborative Approach Team/Collaborative PI – expert in specific area Specialists: Related services, Research; Community; Minority; Evaluation Senior mentor or consultants Your Expertise Published papers Experience Presentations Pilot studies

32. Caution! Top 10 Reasons Why Proposals Fail 10. Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefits or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

33. Personnel Shortages in EI/ECSE • A major problem throughout the US but even worse in Alabama • Directly contributes to poor outcomes for children and families • Therefore, we’re going to address the problem • We’re going to address it in a new and different way • We’re going to do it better than anyone else can • We’re going to evaluate how we do it • We’re going to share the results with everyone

34. Caution! Top 10 Reasons Why Proposals Fail 10. Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefits or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

35. You are Selling a Product Good Proposal = Good Idea + Good Plan Meaningful and much needed model or idea that may solve a problem Do-able Well thought out Sufficient skills

36. Identify What You Want to Do Do you Know … Can you Communicate … What you want to do? What you want to accomplish? Why you want to do it? Why this project is needed? Who you want to do it? Who will carry out the project? If it will work? How much it will cost? If you are qualified to do it? Does it matter to anyone else?

37. Caution! Top 10 Reasons Why Proposals Fail 10.Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefits or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

38. Your Purpose & Plan What you want to accomplish? Why this project is needed? Who will carry out the project? If it will work? How much it will cost? If you are qualified to do it? Does it matter to anyone else? Essential Elements Aims & Objectives & Plan “Needs or Shortages” PI & Other Personnel Pilot Data Must Be Realistic Your Expertise/Track Record “Great Outcomes”

39. Months 1-6 Planning, Recruitment, Enrollment Month 1 2 3 4 5 6 Planning x Hiring x Recruitment x x Screening x x Enrollment x Staff hired: 1 Project Coordinator, 1 GA, 1 Evaluator Recruitment: N = 50 recruited Enrollment: N = 25 eligible

40. Caution! Top 10 Reasons Why Proposals Fail 10. Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefits or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

41. End Points of Benefits By 2010, the U.S. Public Health Service and the hundreds of agencies involved in developing health goals for the nation must report their success. HP2010 Robert Wood Johnson PA...Policy & Environment Secretary of DHHS Steps for Health NIH Obesity Epidemic in Children You can help them reach their goals

42. Caution! Top 10 Reasons Why Proposals Fail 10. Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefit or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

43. Caution! Top 10 Reasons Why Proposals Fail 10.Topic or purpose is not appropriate for agency/reviewers 9. Didn’t follow the instructions 8. Lack of expertise & team/collaborative approach 7. Lack of new or original ideas 6. Poor communication of ideas and plans 5. Purpose and plan not sufficiently detailed 4. No specific outcomes or benefits or products 3. Insufficient attention given to related work of others 2. Poor evaluation design

44. Caution! Top 10 Reasons Why Proposals Fail • It sure won’t get funded if you don’t • write the darn thing!!!!

45. Questions?

46. Wrap up!

47. www.udel.edu/cds

48. To A Future of Successful Grant Writing…