Basic Grant Writing John Hulvey Director – Sponsored Programs Office of Sponsored Programs Administration and Accounting

What we will Cover Today  Planning the Project  How to find sponsors  Drafting and polishing the proposal  What to consider next after a submission.

Gain the Right Perspective  Writing a successful proposal is not easy!  There are lots of tips, tricks, and ideas for approaching grant writing.  There is no ‘right’ way to construct a proposal; there are however, things you can do to improve your chances.  This is mostly common sense. Consider: what makes your project stand out?

Planning a Project  Formulate an idea (problem, objectives, activities)  Consider how long the project might take If longer than 3 years, can it down? If longer than 3 years, can it down?  Consider how you evaluate or measure your results.  What are the broader impacts?  Sustainability – how will you keep it going?  What University resources will be needed?

Continue Developing the Idea  Outline a project.  Define problem; objectives; activities  Outlines helps “tell the story”: Preserve the logic in the presentation Identify the main ideas or goals Allows for ‘scaling’ the project (or proposal) Maintain continuity of the request Helps avoid getting off track Helps reduce omissions Assessment - Broader Impacts - Sustainability

Continue Development  Don’t avoid the obvious! If there is a known problem, address it (the reviewers will already know) If there is a known problem, address it (the reviewers will already know)  Do your homework: Know about other ideas or projects Know about other ideas or projects Know what your sponsor has supported. Know what your sponsor has supported. Review previously successful proposals. Review previously successful proposals.

Get Ready to Go  Obtain at least verbal approval for the project from Department Heads and/or Deans. Disclose any resource needs that do not presently exist. (people, space, equipment). Disclose any resource needs that do not presently exist. (people, space, equipment).  Be prepared for him/her to help

Search for Sponsors:  Ask other successful researchers - (how/where did they start?)  Use the Web : Funding agencies’ web sites Funding agencies’ web sites Grants.gov (all Federal Agencies) Grants.gov (all Federal Agencies) Office of Sponsored Program (OSP) site: Office of Sponsored Program (OSP) site: Grants Resource Center (Grants Resource Center ( Monthly OSP NewsletterMonthly OSP Newsletter  Technical Publications/Websites

Narrowing Funding Opportunities:  Given your project plan and potential sponsors, further consider: Your skill level and available resources Your skill level and available resources The type of organization you work for The type of organization you work for JMU = 501(c)3 Non-profit; State Agency; Institution of Higher EducationJMU = 501(c)3 Non-profit; State Agency; Institution of Higher Education Awards go to an agency NOT to the Researcher. Awards go to an agency NOT to the Researcher. Timeline for application and use of the funds. Timeline for application and use of the funds. Amount of funds available and expected award amount. Amount of funds available and expected award amount.

After Picking a Funding Opportunity:  Contact the Office of Sponsored Programs (OSP)  Read the Sponsor’s guidelines!  Learn about your sponsor and previously funded proposals (particularly Foundations)  Contact any possible collaborator to determine their interest and possible contributions.  Follow up with Department Head(?)

Write the Proposal to the SPONSOR  Make sure your proposal fits their desired funding goals  Reference their ‘talking points’  Don’t ignore the opportunity for ‘extra points’ University/Industry collaborations? University/Industry collaborations? Use of students on the project? Use of students on the project?

Writing the Proposal  Actual format will vary by sponsor Some have specific forms, others are narratives Some have specific forms, others are narratives  Generally, a sponsor will want: Short summary of the project and expected outcomes (in layman’s terms) Short summary of the project and expected outcomes (in layman’s terms) Complete background, scope of work Complete background, scope of work Budget and budget narrative (Allowable expenses – Session #2) Budget and budget narrative (Allowable expenses – Session #2) Timeline and evaluation plan (how will overall impact of a funded project be measured?) Timeline and evaluation plan (how will overall impact of a funded project be measured?)

Writing the Proposal (continued)  Answer the sponsor’s questions and address their concerns  Be excited about your project, it will show in your writing  Make the proposal easy for the reviewer to read Follow the required format exactly Follow the required format exactly Use section headings and bullets Use section headings and bullets Follow the font and margin rules (if any) even on picture captions and charts (stay consistent) Follow the font and margin rules (if any) even on picture captions and charts (stay consistent)  Don’t expect the reviewers to assume things

Budget Preparation – Session #2  Financial presentation of your project - Take some time with this, you will have to live with it after the award!  Let OSP help! Think in narrative terms “one month of my time”; “travel to Dallas for 2 people for 3 days” - let OSP calculate the amounts.  OSP is happy to revise the budget

Other Budget Considerations  Cost Share (or “Match”)  Participant Support Costs  Indirect Costs

Indirect Costs  Also called Facilities and Administration (F&A) or “overhead”  This is not “profit” for the institution; it is a method of recapturing actual costs  Some of this recovery is returned to the department and the dean for discretionary use

Writing Tips:  Use short sentences (15-20 words TOPS)  Get to the point; then expand.  Avoid jargon or acronyms unless the meaning will be known to all, and always define acronyms on their first use and perhaps more.  Use sponsor’s buzz-words!

Writing Tips Continued  Don’t rely on spell-check or grammar check to find everything! (Read and have others read)  Don’t do this. (stick with one type of ‘highlight’)  Watch use of “this” or “it’s”  Write a draft, let it age, then read it again  Consider having a colleague proofread

Examples  Bad: The project team will look at the insects at 4 test sites once a week for 12 weeks.  Better: Insects will be monitored by the project team at four test sites once a week for 12 weeks.  Bad: At the end of the project, I will analyze the soil and measure the trees’ diameter.  Better: At the end of the project, the soil will be analyzed and the tree diameters will be measured by me.

Finishing the Proposal  Complete necessary forms (this is where your OSP can really assist) Sponsor’s Forms Sponsor’s Forms University Forms University Forms  Obtain formal Departmental approval  Submit proposal and approvals to OSP for final review and submission (5 or more days before the sponsor’s deadline)

Want to Get More Information?  Contact us directly: Office of Sponsored Programs Administration and Accounting (SPAA) Office of Sponsored Programs Administration and Accounting (SPAA) JMAC 6, Suite 26 (OSP) or 30 (Accounting) JMAC 6, Suite 26 (OSP) or 30 (Accounting)  Website SPAA SPAA

Questions?