grant writing: tips for navigating the giant hairball...grant writing: tips for navigating the giant...

Grant Writing: Tips for

Navigating the Giant Hairball

Based on and/or adapted from a variety of

other people’s publications and presentations.

Us: COE Office of Research

Jen Ramsey, Grants Manager

Terra Bradley, Editor

Alison L. Moore, Graduate Assistant

Description

The purpose of this presentation is to introduce you to

various facets of external research funding. Specifically: Tools and services for locating and identifying appropriate

funding sources,

Tips for drafting a successful proposal,

Strategies for improving chances of securing external

funding, and

An overview of what to keep in mind when outlining a

budget.

Locating a Program for You

Grant databases

COE OoR’s Funding Opportunities Database

COS Pivot

Federal Register

Grants.gov

Foundation Center

http://researchinterests.coe.fsu.edu/funding/

http://pivot.cos.com/

https://www.federalregister.gov/

http://www.grants.gov/

http://foundationcenter.org/

Grant Writing: Tips and Strategies

1. Find the Right Program for Your Idea

Identify the main purpose of the program: Does your

idea/project fit?

Read the abstracts of the program’s previously funded

projects.

Contact the Program Officer to discuss your idea/project and

its fit for the program.


2. Become a Student of the RFP

Read the RFP carefully.

Understand the main goals of the program, and how your

idea/project fits into the goals.

Understand the directions as explained in the RFP on how

to assemble the proposal and all of its pieces.


3. Develop a Timeline for Preparing Your Proposal

Your timeline should have you completely finished at least a week in advance of the deadline.

Big Federal Proposals: Start months in advance.

Small Foundation Proposals: Start many weeks in advance.

Letters of Intent: Start several weeks in advance.

Groovy stuff to factor into your timeline:

Budget and Budget Justification;

CVs: Requirements and formatting;

Current and Pending: Even if you have none;

Data Management Plan;

Appendices;

Converting everything to PDF; and

Internal Office of Sponsored Research/Programs deadlines and forms and required

signatures.

Rushed preparation is obvious to reviewers.


4. Get Help: Other Readers

Find at least one with significant expertise in the topic area.

Find at least one with only passing familiarity (or less) with

the subject matter.

Find at least one who is an excellent writer.

Bonuses: Choose people who will be blunt with you, who don’t

care about squashing your ego, who are smart and crafty, and

who have had success in obtaining grants.


5. Understand the Criteria Used to Evaluate Proposals

The RFP normally contains the criteria that reviewers will

use to evaluate your proposal.

Understand these criteria before you begin preparing the

proposal.

The criteria can sometimes give you hints about where to

put your greatest efforts during proposal preparation.

In general, reviewers evaluate each proposal according to

its strengths and weaknesses, whether the research is

timely and/or innovative, the qualifications of the personnel,

and the probability of success.


6. Significance: A Section by Many Names

Significance (NIH, IES), importance (NSF), need (various foundations).

Providing background (lit review) establishes the importance of the problem, and your interesting, innovative, novel project (which will help solve the problem).

Justification arguments: policy, practical, theoretical, empirical.

To some extent, the significance of the problem can be identified within the priorities of the funder and/or the language of the RFP, but it is important to include that significance language in the proposal.


7. Early Draft Strategy

1. What is the problem your

project seeks to solve?

2. What data demonstrates the

importance of the problem

and the need to solve it?

3. What is your proposed

project?

4. What is/are the goal(s) of the

proposed project?

5. What are your research

questions?

6. What methods will you use to

answer your questions?

7. What is the population you

will be studying?

8. What data will you collect?

9. How will you analyze the

data?

10. What is the timeline for your

project?

11. How will you know your

project was successful?

12. What resources do you

need? Expertise/staff, time,

money, etc.


8. All the “Things” Need to Align

The goals of the project should align with the problem

described.

The research questions should align with the goals of the

project.

The methodology should align with the research questions.

The data collected should align with the research questions.

The analysis should lead to answers to the research

questions.


9. Writing/Style

Write so clearly that reviewers steal your language.

Use active verbs and simple constructions.

Use abbreviations and acronyms at your peril.

Make the proposal structure logical.

Make the proposal friendly on the eyes.

Make the proposal easy to skim for answers.

Convey your enthusiasm.


10: The Project Summary/Abstract…

is the only section that every reviewer reads.

is the most important section of the entire proposal.

should capture the essence of your proposal.

must be clear, concise, well articulated, logical—and of

course, follow any guidelines provided.

Write the Project Summary / Abstract last.


Last: Commit to Resubmit

Number of grant proposals our office has submitted to federal

agencies since May 2013: 73.

Number of grant proposals our office has submitted to federal

agencies since May 2013 that were funded the first time they

were submitted: 5.

Show Me the Money! Read the RFP very carefully:

Budget restrictions and requirements

IDC limits, no GAs, mandatory travel, etc.

Sponsor rules/restrictions

Check the dates!

Recommended start date

Estimated Funding date

Finish the budget first!

Budget dictates the scope of the project

Detailed budget justification

NIH

PI: Dr. Smith http://grants.nih.gov/grants/guide/rfa-files/RFA-MD-15-010.html YR 1 YR 2 YR 3 YR 4 YR 5 FY Total

Budget Categories Input

PERSONNEL

Senior Personnel

PI: Dr.Smith Biweekly Rate 4299.13 4428.10 4560.95 4697.78 4838.71

Retmnt Health Fall/Spr % Effort 19.5 0.13 0.13 0.13

16.74% 15,169.00 Summer % Effort 6.5 0.330 0.330 0.330 0.330 0.330Antic Salary Incr. 0.00 1.03 1.03 1.03 1.03

Acad Yr 13% 10479.13 0.00 11117.31 0.00 11794.35

Summer 1 mo 9221.63 9498.28 9783.23 10076.73 10379.03

PI Salary 19700.76 9498.28 20900.54 10076.73 22173.38 82349.70

ADD Fringe (Sal x Retiremnt %) +(Hlth x FTE) 5194.03 1590.01 5394.88 1686.84 5607.95 19473.71

Sub Total w/fringe 24894.80 11088.30 26295.42 11763.57 27781.33 101823.41

Sr. Personnel Salary 19700.76 9498.28 20900.54 10076.73 22173.38 82349.70

Sr. Personnel Fringe 5194.03 1590.01 5394.88 1686.84 5607.95 19473.71

Senior Personnel Total 24894.80 11088.30 26295.42 11763.57 27781.33 101823.41

OPS

Graduate Assistants 3%

# Rate Hrs/wk Bi-wks

On campus 3 $15.00 20 26.1 46980.00 48389.40 49830.12 51333.48 52868.16 249401.16

Subtotal RAs 3.00 46980.00 48389.40 49830.12 51333.48 52868.16 249401.16

OPS Wage Total 46980.00 48389.40 49830.12 51333.48 52868.16 249401.16

OPS Fringe Total @ GAs, A004 at 0.5%, Adjuncts at 1.95% 234.90 241.95 249.15 256.67 264.34 1247.01

OPS Health @ $1,500 or $750/student based on hours 4500.00 4500.00 4500.00 4500.00 4500.00

OPS Total 51714.90 53131.35 54579.27 56090.15 57632.50 273148.17

Total Personnel & Fringe 76609.70 64219.64 80874.69 67853.72 85413.83 374971.58

OTHER DIRECT

Tuition # Creds Rate

Yr 1 3 27 $407.55 33,011.55

Yr 2 3 27 $438.12 35,487.42

Yr 3 3 27 $470.97 $38,148.97

Yr 4 3 27 $506.30 $41,010.15

Yr 5 3 27 $544.27 $44,085.91

Sub-Total Tuition 33,011.55 35,487.42 38,148.97 41,010.15 44,085.91 191743.99

Travel (includes conference, workshop and meetings expenses)

Conferences (for dissemination) 1 trips/4 people/year ($1,914/person) 7656.00 7656.00 7656.00 7656.00 7656.00 38280.00

PI Meeting 1 trips/person/year ($1,543/person) 1543.00 1500.00 1500.00 1500.00 1500.00 7543.00

Mileage 5000 mi/year 2225.00 2225.00 2225.00 6675.00

Sub Total Travel 9199.00 11381.00 11381.00 11381.00 9156.00 52498.00

Materials/Suplies

Printing Flyers/Brochures/Waivers 5000.00 5000.00

Social Media License Discover Text $3000 for 3 years 3000.00 3000.00

Verizon Jetpacks 12 (can connect 8 devices at 1 time) 600.00 600.00

Data Plans $60/ea * 12 jetpacks * 12 months 8640.00 8640.00 8640.00 25920.00

0.00

0.00

Sub Total Materials 5000.00 12240.00 8640.00 8640.00 0.00 34520.00

Consultants

# Rate Occ. Amt 0.00

Program Evaluators 3.00 $1,000.00 1.00 3,000 3000.00 3000.00 3000.00 3000.00 3000.00 15000.00

Sub Total Consultants 3000.00 3000.00 3000.00 3000.00 3000.00 15000.00

PARTICIPANT COSTS

Participant Costs

Year Rate Amt

Incentives 0.00

$50.00 1300 1 65,000 40000.00 65000.00 65000.00 65000.00 40000.00 275000.00

0 0.00

40000.00 65000.00 65000.00 65000.00 40000.00 275000.00

Sub Total Participants 40000.00 65000.00 65000.00 65000.00 40000.00 275000.00

Total Other Direct 114304.55 127108.42 151729.97 129031.15 123359.91 645533.99

TOTAL DIRECT (Personnel and Other Direct) 190914.25 191328.06 232604.66 196884.87 208773.74 1020505.57

MTDC Base (Total Direct LESS Tuition, Pareticipant costs, Equipment ≤$5k, and excess of first $25k for each subcontract) 117902.70 90840.64 104801.69 90874.72 97569.83 501989.58

IDC (F&A) 26% 30654.70 23618.57 27248.44 23627.43 25368.16 130517.29

GRAND TOTAL 221568.95 214946.63 259853.10 220512.29 234141.90 1151022.86

Mo Papers, Mo ProblemsFORM: FastLane.A1Proj1Text GPG99~PI~7569395 clark

Project Summary*Instructions for Preparation of the Project Summary in FastLane

Each proposal must contain a summary of the proposed project not more than one page in length. The Project Summary consists of an overview, a statementon the intellectual merit of the proposed activity, and a statement on the broader impacts of the proposed activity.

The overview includes a description of the activity that would result if the proposal were funded and a statement of objectives and methods to be employed.The statement on intellectual merit should describe the potential of the proposed activity to advance knowledge. The statement on broader impacts shoulddescribe the potential of the proposed activity to benefit society and contribute to the achievement of specific, desired societal outcomes. The ProjectSummary should be written in the third person, informative to other persons working in the same or related fields, and, insofar as possible, understandable toa scientifically or technically literate lay reader. It should not be an abstract of the proposal.

Proposals that do not contain the Project Summary, including an overview and separate statements on intellectual merit and broader impacts, willnot be accepted or will be returned without review.

.

What should I enter in each of the three text boxes?

Overview: Insert a self-contained description of the activity that would result if the proposal were funded and include a statement of objectives and methodsto be employed.

Intellectual Merit: Describe the potential of the proposed activity to meet the Intellectual Merit criterion

Broader Impacts: Describe the potential of the proposed activity to meet the Broader Impacts criterion

Information must be entered into all three text boxes, or the proposal will not be accepted.

What is the limit on the total number of characters allowed for the Project Summary (i.e., the sum of the three boxes)?

The character limit is 4,600 characters in total for all three text boxes. The proposer may determine how many characters to use in each text box, but the sumof characters across the three text boxes must not exceed 4,600.

What should I do if I have to use "special characters" ?

Most proposers will not need to use special characters, e.g., mathematical symbols or Greek letters. If special characters are required, then upload the ProjectSummary as a Supplementary Document and check the box to indicate this. The Project Summary may ONLY be uploaded as a Supplementary Document ifthe use of special characters is required. Project Summaries submitted as a PDF must be formatted with separate headings for the overview,statement on the intellectual merit of the proposed activity, and statement on the broader impacts of the proposed activity. Failure to include theseheadings may result in the proposal being returned without review.

Check here if your Project Summary is uploaded as a Supplementary Document.

Overview:

Intellectual Merit:

Broader Impacts:

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Frequently Asked Questions About FastLane Proposal Preparation FastLane System CommentsTechnical Support Service RequestHelp for Proposal Preparation (Opens new browser window) Grant Proposal Guide

Page 1 of 4 DSR Form 1 (09/16/13)

Florida State University Division of Sponsored Research

PROPOSAL TRANSMITTAL FORM

Shaded areas are reserved. See form instructions at http://www.research.fsu.edu/contractsgrants/forms.html

PROPOSAL IDENTIFIERS: SRS Log # OMNI ID’s:

1. Select administering business unit: FSU01 (FSU Sponsored Research) FSRF1 (FSU Research Foundation)

DEADLINE INFORMATION

2. Is there a sponsor deadline? Yes No

If yes, Sponsor Deadline: Date: 8/7/14 Time: 4:30PM Time Zone: EST Electronic or Paper ; Postmark or Receipt

3. Response to Solicitation #: 84.305A Solicitation URL: http://ies.ed.gov/funding/pdf/2015_84305A.pdf

4. If there is no sponsor deadline, PI’s requested submission/completion date:

5. Proposal Contact (if different from PI) Fill in contact information below:

Contact Name: Jennifer Ramsey PHONE #:

EMAIL: [email protected]

6. PRINCIPAL INVESTIGATOR INFORMATION See page 3 for additional investigators and approvals.

PI NAME: Edward Jones PHONE #:

EMAIL:

PROPOSAL INFORMATION

7. SPONSOR: IES/USDOEd Sponsor ID

8. FEDERAL FLOW-THRU: Yes No. If Yes, Federal agency where funds originated:

Sponsor ID CFDA

9. PROPOSAL TITLE (as submitted to sponsor):

10. PROPOSAL TYPE: New Continuation Renewal Supplement Revision SBIR I SBIR II STTR I STTR II

11. PROJECT DATES: Start: 8/1/2015 End: 7/31/2018

12. PROJECT LOCATION: On-Campus (non-NHMFL) Off-Campus (non-NHMFL) NHMFL (On-Campus) NHMFL (Off-Campus) Off-Campus Performance Site:

13. F&A INFORMATION:

Rate:

% Base: MD TD N/A SLFR

If F&A Rate proposed is less than the Federally-negotiated rate, is the reduction mandated by

sponsor’s written policy or voluntarily waived by FSU? Mandated Voluntary

14. PROJECT PURPOSE: Research Other Sponsored Activity Instruction .

SRS Use Only

FONRE FONIN FONOS FMAG

ONRES ONINS ONOSA ONMAG

OFRES OFINS OFOSA OFMAG MAG (Core)

PROPOSED COSTS

15. Total Requested from Sponsor $ 2,350,388.00 Attach detailed budgets for all proposed costs.

16. Total FSU Cost Sharing $

Voluntary Required by Sponsor Attach FSU C/S Commitment Form & detailed budget.

17. Total Third-Party Match $

Attach Third-Party C/S Commitment Form & detailed budget.

18. PROJECT DEPARTMENT: Identify the dept. responsible for financial management

of the project if awarded. This DeptID will be used in the budget chartfield combination. Dept Name: COE OOR DeptID: 124000

19. REPORTING CREDIT AND INDIRECT COST DISTRIBUTION BY DEPARTMENT: This data is used for institutional reporting purposes

and distribution of F&A. Allocate credit using whole numbers only. Sum of credit distribution must equal 100%. This is a required field even if it duplicates

the department named in block 18.

Dept Name: College of Education, Office of Research Credit DeptID: 124000 Distribution: 37%

Dept Name: School of Teacher Education Credit DeptID: 130000 Distribution: 18%

Dept Name: Educational Psychology and Learning Sys Credit DeptID: 126000 Distribution: 12%

Dept Name: Information Department Credit DeptID: 138001 Distribution: 33%

Dept Name:

Credit DeptID:

Distribution:

%

Deadlines & timeline:

Forms

Signatures

Approvals

Submission

Checklist

Ask for help!

1

Institute of Education Sciences

IES 84.305A

8/1/15-7/31/18

BUDGET JUSTIFICATION

ON CAMPUS FUNDING

SENIOR PERSONNEL

PI: Dr. Edward Jones Total Years 1-3: $113,851

Dr. Jones will devote 25% of his calendar year (3 months @ 1.0 FTE) to the project. Dr. Jones will serve as

Principal Investigator (PI) and assume overall responsibility for the general scientific conduct and fiscal

management of the project. Other duties include co-equal participation with the Co-Principal Investigators in staff

training, coordination, and supervision for all the tasks on the project.

Year 1: salary $31,674 ($4,873 * 6.5 * 1.00) fringe $5,560 ($31,674 * 16.29%)

Year 2: salary $32,625 ($31,674*1.03) fringe $5,314 ($32,625 * 16.29%)

Year 3: salary $33,603 ($32,625*1.03) fringe $5,474 ($33,603 * 16.29%)

OTHER PERSONNEL

Graduate Assistants Total Years 1-3: $104,704

Funds are requested to support two graduate research assistants for 12 months. two graduate students will be

employed during all years of the project. These students will assist with the implementation and evaluation of the

intervention. They will also work with the students and teachers before, during, and after the museum visits. The

graduate assistant health subsidy is included as fringe at $1,300/student/year.

Year 1: salary $31,320 ($15.00 * 40 * 26.1) * 2 fringe $2,631 ($31,320 * 0.1% + $1,300 * 2)



FRINGE BENEFITS & HEALTH INSURANCE

Senior Personnel and Graduate Assistants

Fringe benefits are included for Senior Personnel at a rate of 16.29%, Graduate and Undergraduate Assistants at a

rate of 0.10%.

***Project specific timesheets are not kept and a 3% annual cost of living increase has been budgeted for senior

personnel and Graduate Assistants each year.

Total Personnel & Fringe Years 1-3: $694,522

OTHER DIRECT COSTS

Tuition Total Years 1-3: $81,348

Tuition support is requested to support the two Graduate Assistant at 27 credits/year, $466.30 for year 1 and each

year thereafter tuition is budgeted with a 7.5% increase.

Year 1: $25,180 (2 * 27 * $466.30)

Year 2: $27,069 (2 * 27 * $501.28)

Year 3: $29,099 (2 * 27 * $538.87)

Computers Total Year 1 ONLY: $12,000

Funds are requested to purchase 6 computers to be used by project staff. The Co-PI, project manager, undergraduate

and graduate research assistants will use these computers. These individuals will use the computers for data input

and project database maintenance, data analysis, the dissemination of findings, and to communicate with the other

members of the project team. These computers are needed because these individuals will not have access to a

computer that they can use for 40 hours a week to complete tasks related to the project. No other sources are

reasonable available at the university for these computers, and this equipment is needed beyond the technology

available at the research institution (i.e., public computer labs) due to the sensitive, personal nature of the research

data collected during the study. Also, as many of the project activities take place at sites other than FSU campus, the

researchers need technology that can travel with them while they engage in research and data collection activities.

Year 1: $12,000 (6 computers @ $2000 each)

Proposal: DueDate:

CFDA: PI:

Topic/Goal:

STATUS DocumentsforFSURoutingApproval CompletionRate: 21%

X FSUTransmittal #Completed 3

FSUBudgetSummary #Items 14

X BudgetSpreadsheet

Draft BudgetJustification1

X CASExemption

ProjectSummary/SOW/Abstract2 OnePageOnly

DocumentsforGrants.gov

Draft * BudgetJustification1(K)

* Sr/KeyPersonnel **Havelastyear'sversion

Names Bio-CV C&P Contact Names Bio-CV C&P Contact

Jones ** ** ** FK ** ** **

JG ** ** **

SS ** ** **

* ProjectSummary/Abstract2

* ProjectNarrative

* Bibliography&RefsCited

* HumanSubjectsExemption

* Project/PerformanceSiteLocations(Address,SiteCongressionalDistrict,etc)

* Facilities&Resources

* Assurances(Lobbying&Combined)

N/A * SubcontractDocuments

Names SOW Budget BudgetJustif LtrofCommit

R&R

Budg

* OtherAttachments

PROPOSALDOCUMENTS

Re-submit 8/7/14

84.305A Jones

Ed.Tech-3

On the Job Market…

College/Department research office

Services offered

Editor

Grant searches

Pre/Post award support

University/college seed funding

University/college grant writing workshops

University grant office

Services offered

Questions?