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Grant-Writing Workshop: Competing More Effectively

SCIENCE & TECHNOLOGY CENTER IN UKRAINE. Grant-Writing Workshop: Competing More Effectively. Overview. March 2005. STCU Mission.

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Grant-Writing Workshop: Competing More Effectively

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  1. SCIENCE & TECHNOLOGY CENTER IN UKRAINE Grant-Writing Workshop: Competing More Effectively Overview March 2005

  2. STCU Mission • Nonproliferation: Prevent the spread of WMD expertise by supporting civilian R&D activities of Azeri, Georgian, Ukrainian and Uzbek scientists and engineers formerly involved WMD and their means of delivery. • Sustainable Redirection: Create opportunities for former WMD scientists and engineers to develop sustainable civilian research work that contributes to the economic development of their countries, finds solutions to national/international S&T problems, and builds successful research groups.

  3. Goal of this Workshop • Improve success rates for former weapons scientists at winning grants • Provide general advice applicable to many organizations • Highlight perspective of reviewers/decision-makers • Document ‘lessons learned’ • Encourage scientists to broaden search for funding sources • Engage scientists who have never worked with STCU • Describe the options available to propose research • Provide detailed assistance with the most common ‘first-step’

  4. Overview Improving Grantsmanship Part I: “Grantsmanship” defined; how to win new financing Part II: Grant-writing: content, form and style PartIII: Writing a “typical” proposal Strengthening Ability to Compete for STCU Grants Part I: Introduction to STCU PartII: How STCU Works Current US Review Perspective Applying for STCU Regular Project Funding

  5. SCIENCE & TECHNOLOGY CENTER IN UKRAINE Grant-Writing Workshop: Competing More Effectively Improving Grantsmanship – Part I March 2005

  6. Overview Improving Grantsmanship Part I: “Grantsmanship” defined; how to win new financing Part II: Grant-writing: content, form and style PartIII: Writing a “typical” proposal Strengthening Ability to Compete for STCU Grants Part I: Introduction to STCU PartII: How STCU Works Current US Review Perspective Applying for STCU Regular Project Funding

  7. What is “Grantsmanship”? • In English: • “-man-” means a person’s livelihood or profession; • “-ship” is the ability to do something well or with mastery. • Examples: craftsmanship, penmanship, leadership • For scientists: • The “craft”: recognizing and locating promising sorts of funding; • The “skill”: writing compelling grant proposals; • The “mastery”: successfully completing work, publishing significant papers and delivering well-received conference reports; • The “livelihood”: continuously applying these skills over time, to ensure a steady stream of funding. Good “Grantsmanship” = Sustainable Science

  8. Who funds science today? • Government organizations / programs for the advancement of basic and applied science • European Union’s 6th Framework Programme for Research and Technological Development • National Research Foundation, National Science Foundation, National Academy of Sciences • National Laboratories and Institutes • International scientific organizations or consortia • such as CERN • Intergovernmental organizations • such as International Atomic Energy Agency (IAEA) or World Health Organization (WHO)

  9. Who else funds science today? • Non-proliferation programming • examples: STCU, CRDF, U.S. Department of Energy’s Initiative for Proliferation Prevention (IPP) • Private philanthropic organizations • Often organized around particular concerns, e.g. sustainable development, bio-habitat conservation, etc. • Not-for-profit research consortia • Usually focused on particular fields or diseases, e.g. micro-electro-mechanical systems (MEMS), renewable energy, Ulcerative Colitis, etc. When doing Web-searches, note whose web-pages mention research in your field = they may fund grants!

  10. Who else funds science today? • Research and Development (R&D) laboratories of major multi-national corporations. • Competitive viability depends upon expanding scientific boundaries. • Significant resources to fundamental, as well as applied, research. • Laboratories at leading research universities. • Many are government-designated “national resources.” • Funding provided through that center. To identify these companies and specific laboratories: look at the institutional affiliation of scientists publishing in your field.

  11. Ask two basic questions: • What sorts of organizations fund work in your technology area? Host or foreign governments, private philanthropic groups, foundations, non-proliferation programs, commercial companies, universities, international organizations, industry consortia…? • What sorts of organizations are interested in your type of results? Which types of other scientists, researchers, or doctors, standards-setting bodies, manufacturing or production firms, laboratories, universities, medical or veterinary hospitals, consulting firms, policy-makers…? If there is significant interest, grants are likely available!

  12. Investigating Potential Funding • Develop a list of specific organizations that fund research in your field, • Use the Internet to find answers to the following: • Program focus and priorities • Eligibility requirements • Proposal procedures and deadlines • Approval timelines • Follow-up by email or phone, as necessary, to obtain or confirm details.

  13. Investigating Possible Funding • “Market” Research to support “Real” Research • Providing or receiving a research grant is not a ‘commercial’ transaction • But, the concept of a ‘market’ does apply – • There is a supply of scientists requesting support and a demand for research in particular areas. • Example: atmospheric scientist does ‘market’ research, and discovers: • Large pool of grants for research into “global warming” • Much smaller pool of grants for other atmospheric research Focus on where the Money lies!

  14. Investigating Possible Funding • Develop a broad network of contacts • Play a game at conferences: try to meet someone in each category of funding organizations -- from a corporate lab, a not-for-profit research consortium, etc. • Set a ‘research’ goal: Develop a good ‘picture’ of the players in your field, and then expand it region by region. • Don’t ask anyone directly for money! • But, feel free to ask: • if they know what organizations are funding work in a certain area, • if they know a particular organization, what types of research are likely to be of most interest

  15. Winning New Funding • Construct a strategy and a schedule for pursuing the most promising of these grant opportunities • Resulting plan should identify: • Key deadlines • Major decision-points • Required steps • Then, make the time and … Write and submit strong grant applications!!

  16. SCIENCE & TECHNOLOGY CENTER IN UKRAINE Grant-Writing Workshop: Competing More Effectively Improving Grantsmanship – Part II March 2005

  17. Overview Improving Grantsmanship Part I: “Grantsmanship” defined; how to win new financing Part II: Grant-writing: content, form and style PartIII: Writing a “typical” proposal Strengthening Ability to Compete for STCU Grants Part I: Introduction to STCU PartII: How STCU Works Current US Review Perspective Applying for STCU Regular Project Funding

  18. Proposal Writing “But in science the credit goes to the man who convinces the world, not the man to whom the idea first occurs.” - Sir Francis Darwin “If they never see the grant application, or if they can’t make any sense of it, they won’t give you money.” - Anonymous

  19. Proposal Writing Three aspects of your writing affect the way that readers assess your document: • Content – what does it say? • Form – how is it organized and presented? • Style – how is it said? A strong proposal describes good science in a way that is easily read and easily understood.

  20. Content • Apply for grants you can win: • Program focus and priorities • Eligibility requirements • Proposal procedures and deadlines • Approval timelines • Make their decision easy: • Propose research that fits their funding objectives; • Comply with their rules.

  21. Content • “Lead the Blind” • Walk them step by step through your proposed plan; • Assure them that you can be trusted and that your science is worth their money and support. • Help them *see* that you do good science, by the clarity of your explanation: • What are you going to do? • Why are you trying to do it? • How much is going to cost? • How will your success further *their* goals?

  22. Content • Provide them confidence that your science is “good” science: • Summarize the ‘state of the science today’ -- this both educates your reader and demonstrates your expertise. • Describe how your work relates to that of Western scientists -- this provides your reader a point of reference. • Cite others’ research results to support your arguments. Demonstrating how your research contributes to existing international scientific efforts helps confirm the importance of your work!

  23. Content • Provide them confidence that your schedule and budget estimates are reasonable: • Supply sufficient detail to prove you have thought seriously about the requirements: • Avoid lump-sum estimates • List tangible cost elements • Link labor-estimates to specific tasks described • Provide clear justification for all proposed expenses, but particularly for any unusual items. • Ensure proposed expenses and timelines support the ‘story’ told in describing the proposed research.

  24. Form • Determine your “message” before you begin writing: • What is the objective of this proposal? • Why is it important? • What resources are required? • What will result? • Then, plan how to communicate this message clearly: • Work within the constraints of the specific grant-application form, • Guide the reader down a logical path, as though telling a story, • Organize the proposal from “big picture” down to “details”

  25. Typical Grant Application Broader Scope Title Project Summary/Abstract Less Detail Project Description Technical Details Budget & its Justification Appendices More Detail Narrower Scope

  26. Form • Make it easy for the reviewer to identify important features of your project: • Use heading and subheadings to guide the reader and reveal the logic • Use boldface or italics for emphasis • Use bulleted lists for clarity • Provide enough detail to enable a reader to follow your reasoning: • Bullets can be over-used; • The project description should be text narrative.

  27. Form • Help your reviewer ‘visualize’ what you’re describing in the text: • Use figures to illustrate important steps or a complex concept; • Use photographs to show unique equipment, to document the scale/size of something, or to highlight a feature difficult to describe in words; • Use charts or graphs to illustrate complex numerical relationships; • Use tables to summarize similar ranges of numbers or text data. • Each visual aid should directly support the ‘story’ you are telling in the text.

  28. Style • No matter how well-written your native language version of the proposal is…. the reviewers will be reading the English translation!! • The English version needs to be a high-quality, easily-comprehended rendition of your text: • Pay for the best translation you can afford. • Ask a native-speaker, or if none available, someone skilled in the language, to double-check the quality. • Ensure that scientific and technical terms are translated accurately and that any transliterated terms can really be found in an English dictionary.

  29. Style • Write persuasively: • Anticipate reviewer objections and provide answers for them; • Indicate alternative approaches and candidly discuss their strengths and weakness. • Write convincingly: • Use concrete, direct, positive language. • Emphasize prior successes in similar work. • Express enthusiasm -- sensible, well-thought-out enthusiasm grounded in reality.

  30. Style • Proofread carefully. • Spell-check the English version, but be alert for mis-substituted words (meat vs. meet, there vs. their). • Grammar-check the English version (subject-verb agreement is important). • Double-check numbering of any bullets or outline points. • Review formatting throughout document (correct fonts, spacing, etc. • Comply with all instructions to create or transmit electronic versions.

  31. Style • Expect pages of your proposal to get separated as they are printed, copied and reviewed…. • So, help ensure the reviewer sees your complete proposal: • Use a header or footer to identify all pages as belonging to your proposal. • Number all pages. • Check every copy for legibility and completeness if multiple copies are required. • Arrange page breaks so that the text is not interrupted in awkward places. • If sending for an American audience, try a ‘page setup’ and ‘print screen’ for Letter-size, rather than A4.

  32. Two Essential Rules Rule #1: ALWAYS follow the proposal preparation instructions - NO EXCEPTIONS! Rule #2: Details (and deadlines) matter. A winning proposal describes good science in a way that is easily read, easily understood – and matches the rules and expectations of the sponsoring organization.

  33. SCIENCE & TECHNOLOGY CENTER IN UKRAINE Grant-Writing Workshop: Competing More Effectively Improving Grantsmanship – Part III March 2005

  34. Overview Improving Grantsmanship Part I: “Grantsmanship” defined; how to win new financing Part II: Grant-writing: content, form and style PartIII: Writing a “typical” proposal Strengthening Ability to Compete for STCU Grants Part I: Introduction to STCU PartII: How STCU Works Current US Review Perspective Applying for STCU Regular Project Funding

  35. Describing a ‘typical’ proposal • This talk was originally developed for Ukrainian scientists, and has been updated for you today. • This presentation will walk through the major parts or components of a typical grant application • For each section, the information will be structured as follows: • In black, a definition/description of that particular area • In blue, ‘general’ advice pertinent to most funding organizations • In red, ‘STCU-specific’ advice tailored to our circumstances

  36. Typical Grant Application Broader Scope Title Project Summary/Abstract Less Detail Project Description Technical Details Budget & its Justification Appendices More Detail Narrower Scope

  37. Title • Fewest possible words that adequately describe the proposed research • General Advice: • This is the first thing a reviewer will see – make it readable! • Avoid jargon or abbreviations • STCU-Specific Advice: • The title is the only part of the proposal that cannot be modified or changed later, so… • Make sure the English translation of your title is accurate and well-written!

  38. Executive Summary / Abstract • Mini-version of proposal (150 – 300 words). • Capable of standing alone as a separate document. • Should include: • Primary objective and scope, • Explanation of the significance of project, • Methods used, • Results and • Principle conclusions. • General Advice: • Economy of words, but • Avoid abbreviations.

  39. Project Description (PD) • The description of the project is the “meat” of the proposal • Comprised of several sub-sections: • Introduction and overview • Technical narrative/Statement of work • Goals and objectives • Qualifications • Anticipated results • Scope of activity and timeline for project • Methods and approach • Location and facilities • “Deliverables” • Work products - models, reports, devices, etc.

  40. PD - Introduction and Overview • Introduction (or background/context to the project): • Define the problem or issue to be addressed. • Explain the purpose of the project. • Provide relevant historical or background information. • Describe how proposed work relates to, differs from, or extends similar/earlier work. • Explain the significance and scope of project. • Overview (or introduction to the proposal itself): • Very briefly state the methods of investigation. • Summarize advantages and any limitations of proposed approach. • Highlight principal anticipated results and conclusions

  41. PD - Introduction and Overview • General Advice: • “Paint a picture” of your project in the mind of the reader. • Be concise, specific, compelling – and enticing. • Build credibility for your organization. • Establish a context for your problem statement. • Don’t go into detail on subjects that are described later. • Define any specialized terms. • Answer, succinctly: who, what, when, why, and how? • Highlight any factors that support the funding organization’s objectives!

  42. PD – Statement of Work (SOW) • This is the core of your proposed project: • Goals and objectives. • Qualifications. • Anticipated results. • Scope of activity and timeline for project. • Location and facilities • Methods and approach. • General Advice: • Another name for this section - “technical narrative” -- reflects the “story” element: walk the reader through your plan. • The term “Statement of work” captures the element of “commitment”: if funded, you will do the work described here.

  43. PD-SOW - Goals and Objectives • Goals and Objectives are different: • Goals are general. They convey the thrust of your proposed work. Some establish the setting for your particular effort. • Objectives are specific. They describe concrete, operational measurable things that you will accomplish in your project. • This section must include a clear goal and present specific, measurable objectives!

  44. PD-SOW - Goals and Objectives • Setting Project Goals: • If you are responding to a problem that needs to be solved, then your goal will be a statement of the problem or need you are prepared to address • If you are going to develop a new product or idea, your goal will be an explanation of the aim of the project. • Establishing Project Objectives: • Should be tangible, specific, concrete, measurable, and achievable in a specified time; • Directly support achievement of the project goal; • Not the ‘how’ of methods, but the ‘what’ of “What we will definitely accomplish if you fund our project is ….”

  45. PD-SOW - Qualifications • Introduce, briefly, the organization proposing to do the work (your institute, laboratory, company, etc.) • Highlight the organization’s strengths, as they pertain to the proposed work. • List previous, related work (either same subject or same funding organization): • Include details: Funding organization, Grant number and amount, Project title, Senior scientific personnel, and Dates. • Summarize relationship of that project to proposed new work. • Emphasize positive results: inventions, discoveries, new techniques, publications in Western peer-reviewed journals. • Mention any unique facilities or equipment you bring. • Introduce the team/s of researchers that will conduct the varied tasks required to achieve project objectives.

  46. PD-SOW - Anticipated Results • Describe -- as specifically as possible -- what your project will generate, or produce, or confirm. • Summarize, in a meaningful way, the expected outcomes of the work proposed. • General Advice: • Description of expected results should be clear and brief. • Provide sufficient context for any numbers (and specify units, scales, etc.) so that a non-specialist can make sense of them. • Pay considerable attention to the best way to present your outcomes – they should relate directly to the objectives of the project.

  47. PD-SOW - Anticipated Results • In describing anticipated results, consider the following: • A milestone is a concrete achievement, used to mark progress along a schedule. Sometime, a milestone can mark a decision-point. • E.g. construction of test apparatus; delivery of a prototype; development of a model, software or theory; delivery of an interim report. • A deliverable is a tangible result of work that itself may be either tangible or intangible. Deliverables can be generated or produced through a project’s lifetime. An early deliverable may be used as the input to a later deliverable. • E.g. PowerPoint presentation describing methodology; report documenting results of literature search; final project report. Milestones and deliverables help you and the funding organization to measure your progress toward project objectives and to communicate about your results.

  48. PD-SOW – Scope of Activity • Presents the plan of action: • Divides work into phases • Lists and groups the tasks that are required • Specifies the order and timing for tasks • Highlights important interfaces and dependencies • Enables the reader to visualize the implementation of the project • Include tables or diagrams that clarify the scope of work • Include a timetable of major milestones. • If multiple teams will be engaged, draw links between teams and tasks or phases.

  49. PD-SOW – Location and Facilities • States where the proposed work will be conducted. • In the case of multiple facilities or institutions, • Highlights the specific contribution each organization will make to achieving project objectives; • Lists personnel affiliated with each workplace; • Enables the reader to understand interfaces between teams at the different locations. • General Advice: • Address communication in case of geographic distance. • Describe coordination across separate institutions.

  50. PD-SOW – Methods & Approach • Explains how you intend to achieve your specific project objectives • General Advice: • Justify a particular methodology if it is novel or unorthodox (particularly to a Western reviewer) • Highlight the original or innovative aspects of your approach

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