Grant Writing: Let’s Get Started!
DEC 2004
Jennifer L. Kilgo
University of Alabama @ Birmingham (UAB)
Michael Gamel-McCormick
University of Delaware
www.udel.edu/cds
Today’s Agenda
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Rationale for Grant Writing
Issues and Challenges
Steps in the Proposal Development Process
Pointers for Successful Proposals
Why Proposals Fail
Questions and Discussion
Writing a grant …Why should I?
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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!
Oh, and yeah…
• I’ll be able to
accomplish a
project or
meet a need!
What?!#% ………I didn’t get funded?
Typical responses…..
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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!
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!
Wisdom from successful
grant writers……
Unsuccessful proposals
Funded proposals
“Our stack of
un-funded proposals
is much higher
than the funded ones!!”
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.
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!)
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
I. Prepare To Write…..
Know the Funding Opportunities!
(Various Sources and Types)
Research, Demonstration,
Personnel Preparation, etc.
Federal (or State) - DOE, NIH, HHS
Private Sources or Foundations - Scholastic, Gates
Organizations (National or Local) – DEC, NAEYC, ASHA
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/in
dex.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)
Here’s some more:
• Department of Education Office of Special Education
Program
(http://www.ed.gov/about/offices/list/osers/osep/program
s.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/discretion
ary.html)
Sources for Searching
• Community of
Scientists
(http://www.cos.
com/)
I. Prepare To Write (cont.)
Read in Detail the “Request for Proposals” (RFP)
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Determine the granters’ reasons for funding
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What is the perspective of the granting agency
in relation to the area of your interest?
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What are the agency’s specific goals for this
funding?
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Do your needs fit these goals?
I. Prepare to Write (cont.)
Check on specifics concerning the available
money
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How much is available; how many and what
size grants are expected to be awarded?
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What can the money be used for? (People? Capital
expenses? Supplies and material? Acceptable activities)
I.
Prepare to Write (cont.)…
Utilize Available Resources
I. Prepare to Write (cont.)…….
Allow Ample Time for Collaboration!
• Grant writing team?
• Input from constituents?
• Support letters?
• Advisory board?
• Evaluators?
• Mentors or consultants?
II. Write an Awesome Proposal…
– Preface Section
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Cover pages, Forms, Signatures
Abstract
Reviewer’s Guide
Budget
– Main Body
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Need / Problem Statement
Goal / Objectives
Plan of Operation / Methods
Evaluation Plan
– Appendices
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Support Letters
Vitae
Other
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
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
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!
Caution! Top 10 Reasons Why Proposals Fail
10.
9.
8.
7.
6.
5.
4.
3.
2.
Topic or purpose is not appropriate for agency/reviewers
Didn’t follow the instructions
Lack of expertise & team/collaborative approach
Lack of new or original ideas
Poor communication of ideas and plans
Purpose and plan not sufficiently detailed
No specific outcomes or benefits or products
Insufficient attention given to related work of others
Poor evaluation design
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”
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
Study….I mean study the RFP!
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
Expertise and Team/
Collaborative Approach
Your Expertise
Published papers
Experience
Presentations
Pilot studies
Team/Collaborative
PI – expert in specific area
Specialists: Related services,
Research; Community;
Minority; Evaluation
Senior mentor or consultants
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
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
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
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
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?
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
Your Purpose & Plan
What you want to accomplish?
Essential Elements
Aims & Objectives & Plan
Why this project is needed?
“Needs or Shortages”
Who will carry out the project?
PI & Other Personnel
If it will work?
Pilot Data
How much it will cost?
Must Be Realistic
If you are qualified to do it?
Your Expertise/Track Record
Does it matter to anyone else?
“Great Outcomes”
Months 1-6
Month
1
Planning
x
Hiring
Recruitment
Screening
Enrollment
Planning, Recruitment, Enrollment
2
3
4
x
x
5
6
x
x
x
x
Staff hired: 1 Project Coordinator, 1 GA, 1 Evaluator
Recruitment: N = 50 recruited
Enrollment: N = 25 eligible
Caution! Top 10 Reasons Why Proposals Fail
10.
9.
8.
7.
6.
5.
4.
3.
2.
Topic or purpose is not appropriate for agency/reviewers
Didn’t follow the instructions
Lack of expertise & team/collaborative approach
Lack of new or original ideas
Poor communication of ideas and plans
Purpose and plan not sufficiently detailed
No specific outcomes or benefits or products
Insufficient attention given to related work of others
Poor evaluation design
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
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
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
Caution! Top 10 Reasons Why Proposals Fail
1. It sure won’t get funded if you don’t
write the darn thing!!!!
Questions?
Wrap up!
www.udel.edu/cds
To A Future of Successful
Grant Writing…