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

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When Does Grant &Contract Accountings Work Begin?

Continue Developing the IdeaOutline a project. Define problem; objectives; activitiesOutlines helps tell the story:Preserve the logic in the presentationIdentify the main ideas or goalsAllows for scaling the project (or proposal)Maintain continuity of the requestHelps avoid getting off trackHelps reduce omissionsAssessment - Broader Impacts - Sustainability5What we will Cover TodayPlanning the ProjectHow to find sponsorsDrafting and polishing the proposalWhat to consider next after a submission. Gain the Right PerspectiveWriting 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?3Continue DevelopmentDont avoid the obvious! If there is a known problem, address it (the reviewers will already know)Do your homework:Know about other ideas or projectsKnow what your sponsor has supported.Review previously successful proposals. Get Ready to GoObtain 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).Be prepared for him/her to help

7Search for Sponsors:Ask other successful researchers -(how/where did they start?)Use the Web :Funding agencies web (all Federal Agencies)Office of Sponsored Program (OSP) site:Grants Resource Center ( OSP NewsletterTechnical Publications/Websites

8Narrowing Funding Opportunities:Given your project plan and potential sponsors, further consider:Your skill level and available resourcesThe type of organization you work forJMU = 501(c)3 Non-profit; State Agency; Institution of Higher EducationAwards go to an agency NOT to the Researcher.Timeline for application and use of the funds.Amount of funds available and expected award amount.

9After Picking a Funding Opportunity: Contact the Office of Sponsored Programs (OSP)Read the Sponsors 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(?)10Write the Proposal to the SPONSORMake sure your proposal fits their desired funding goalsReference their talking points Dont ignore the opportunity for extra pointsUniversity/Industry collaborations?Use of students on the project?11Writing the ProposalActual format will vary by sponsorSome have specific forms, others are narrativesGenerally, a sponsor will want:Short summary of the project and expected outcomes (in laymans terms)Complete background, scope of work Budget and budget narrative (Allowable expenses Session #2)Timeline and evaluation plan (how will overall impact of a funded project be measured?) 12Writing the Proposal (continued)Answer the sponsors questions and address their concernsBe excited about your project, it will show in your writingMake the proposal easy for the reviewer to readFollow the required format exactlyUse section headings and bulletsFollow the font and margin rules (if any) even on picture captions and charts (stay consistent)Dont expect the reviewers to assume things

13Budget Preparation Session #2Financial 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 ConsiderationsCost Share (or Match)Participant Support CostsIndirect CostsIndirect CostsAlso called Facilities and Administration (F&A) or overheadThis is not profit for the institution; it is a method of recapturing actual costsSome of this recovery is returned to the department and the dean for discretionary useWriting 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 sponsors buzz-words!

17Writing Tips ContinuedDont rely on spell-check or grammar check to find everything! (Read and have others read)Dont do this. (stick with one type of highlight)Watch use of this or its Write a draft, let it age, then read it againConsider having a colleague proofread

ExamplesBad: 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.19Finishing the ProposalComplete necessary forms (this is where your OSP can really assist)Sponsors FormsUniversity FormsObtain formal Departmental approvalSubmit proposal and approvals to OSP for final review and submission (5 or more days before the sponsors deadline)20Want to Get More Information?Contact us directly:Office of Sponsored Programs Administration and Accounting (SPAA) JMAC 6, Suite 26 (OSP) or 30 (Accounting) 568-6872





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