Writing Effective Proposals New Faculty Orientation 2014 Margaret Hanson, PhD Professor of Physics Associate University Dean The Graduate School Aug 13 th,

Objectives of this workshop Recognize a good idea and develop strategies for finding them List the structure of a concise, well- organized and convincing proposal Master methods to elicit significant feedback VERY early in the process Review the steps to create a well-polished proposal that will stand out 2

What is a good idea? NOT just another ‘digit’, bigger sample, etc. (incremental) Addresses a well-established and compelling problem or gap. Win-win. Does not depend on a narrow outcome or gamble. Creative, exciting and novel angle, method or vision. Can be studied in a logical, affordable, actionable way. Potential for ‘opening up’, provides follow up and opportunity. You are uniquely poised to do it & have resources to succeed. 3

Let’s discuss good ideas On your worksheet, in one or two sentences, put down an idea, a hypothesis, a claim, a goal or an aim of your research. Look through the characteristics of good ideas. Place a ‘+’ next to those characteristics for which your idea is or can easily be made to fit this characteristic. BEFORE you begin writing a proposal, make sure your program has as many of these “good idea” characteristics as possible. 4

How to find good ideas? Understand and know your field. Gather, investigate, explore Masticate those materials Study relationships, saturate yourself in the problem Don’t rush ideas. Allow time to be open and creative. Relax your brain, vaguely aware with the thoughts just below the surface. Roll it around in your head. Create a space/time oasis. Be prepared for ideas to come at ANY TIME. Middle of the night, in the shower, doing laundry, a long drive --- most often when your mind is relaxed The million dollar question! (if it leads to funding) 5

Make a serious effort to facilitate your creativity John Cleese (British comedian) 6

Know your objectives, their levels and linkage WRITE: What is your LONG RANGE goal? The BROAD objective of your research career ‘continuum’ (e.g., reduce infant mortality, increase employment of felons, more efficient solar cells.) WRITE: What are the objectives of the proposal? More narrow, a step along research continuum What is to be achieved during proposal period. WRITE: Central Hypothesis or Need. Most narrow, best bet to achieve proposal objective, but could be invalid. 7 An unimportant problem is just as hard to solve as an important one.

Outline for a compelling proposal, part 1 Opening sentence. Like a newspaper ad, grab attention immediately, have relevance to the funding agency. Set the stage that this is going to be an exciting proposal to read. This might not be fully finalized until much later. Current Knowledge. For non-expert reviewers, 3-4 points that succinctly reviews the status of the field and its importance. Problem or Gap. Several points/facts that have lead to a conundrum. Use terms like deficiency, gap, hindrance, stagnation, unmet need. Make it compelling. Long-term Goal. The what-why-whom portion. List the objectives of the proposal (what), central hypothesis and rationale for the project (why), distinguish yourself over your competitors (whom). 8

Outline for a compelling proposal, part 2 Specific Aims. 2-5 bulleted objectives. What will be achieved, to answer the problem/gap mentioned earlier. Not steps to be done. For large proposals, these exact bullets re-appear in the body of the proposal, but you go into greater detail on the aims. Payoff Section. This is where you truly advocate for your proposal. Use exciting, descriptive language. Note creative, original ideas, why you are uniquely qualified, expected outcome/products with respect to aims listed above. Expected Significance. Justify the need for your project. List gap and your contribution and the broader significance (this is a final review of the compelling points of the project). 9

Get EARLY feedback Get colleague feedback on your outline. Is the idea compelling? Are your methods logical? Is it novel? Tell them they have a week to respond and that the proposal isn’t due for sometime, so MAJOR changes can be suggested. Wait until all the comments are in. View it with fresh eyes and objectively. Allow for MAJOR changes in the outline. Do you know the reviewer audience? What level will you pitch this? Create a similar group to read your prose. Can they follow it? Does your project have broad appeal? Speak with the program officer. What do they like to see for broader impact, dissemination and public education, or PR for the agency? Are there “sound bites” they can use? 10

Allow time for a final polish Check again ALL rules/regulations (i.e. font size, spacing, page limits, management plan, other forms or requirements, etc.). Thoroughly check for “weak words” such as -- try, hope, believe, could, may. These undermine the confidence in your work. Replace with “expect”. “Determine whether”  “Will identify.” Check for proper word usage and grammar. Work with a professional copy editor or English major. They should NOT be in your field. Why? Check that sentences are simple and declarative. Be specific and precise in your language. Avoid clichés, heavy jargon, idioms, abbreviations, etc. 11

Contact the program officer and volunteer to serve on a review panel or as an external reviewer. Sign up for discipline specific (if possible) grant writing workshops. Ask colleagues for copies of successful proposals. Keep a small notebook with you always for ideas, to document resources, list contact names/numbers. Final suggestions 12

Consider this.. Two men are deep in the woods when they come upon a bear. It charges and they begin running. The heavier man is beginning to struggle and gasps, “I don’t know how long we can outrun this bear!” The more fit of the two men responds, “I don’t have to outrun the bear. I only have to outrun you.” There are no absolutes in proposal writing. You need only be at the top of your competition. Preparing a well-polished, logical, quick to grasp and compelling proposal is sure to put you near the top. But know your competition! Good luck on your proposals!! 13