Summer School on Longitudinal and Life Course Research August 25-29 2014, Amsterdam 1 Prof. Dr. Matthias Richter Institute of Medical Sociology Martin-Luther-University

Summer School on Longitudinal and Life Course Research August 25-29 2014, Amsterdam

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Prof. Dr. Matthias Richter

Institute of Medical SociologyMartin-Luther-University Halle-Wittenberg

[email protected]

SMIMLU | Institute of Medical Sociology

Getting started...Developing your first research proposal

Our aims for today

How to Write a Grant Proposal for a lot of moneyAVOIDING: to spend a lot of time and get really depressed when your grant gets rejected…

A crash course and personal report on:

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Matthias Richter | Getting started!

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The plan for the next 90 minutes

Part 1.Introduction: The grant writing process

Part 2.YOUR questions

My suggestion:

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Why bothering about grants?

Research grants are the dominant way foracademic researchers to get resources to focus on research.

Grants are important!


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Pursuing for grant funding is competitive

• so many researchers and ideas, so little money• The success rate is generally low (20-30%)

However...


Medical Research Council, UK

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The challenge of grant writing

For some people the prospect of writing a grant proposal is akin to the prospect of having all your teeth pulled!

But there is help... today and elsewhere!


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Grant writing has become as science and profession


First things first…

Write a proposal in two weeks? Never do it!

Solution:1. Plan to write your grant as early as possible2. Leave enough time for modification 3. Never submit your application if it is not your best

effort- One application can be revised only 2 times- A failure will produce a bad record- Revision will take at least 6 months

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Part 1. the grant writing process

Part 1.The grant writing process

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The life cycle of funding 1

Idea

Proposal Evaluation

Funding decision

Approval: Project

Realisation of Idea

End of project/renewal

Publication of results

Exploitation of results

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1. Before you start writingWhat do you want? What do you need?

2. Writing a proposal step by stepCharacteristics/essentials of a good proposal

3. Submission of a proposalTo be in time

4. Evaluation of proposalsProceduresThe view of reviewers

5. The decision What next?


The life cycle of funding 2

What is first?

First comes...

The project idea!

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What is a good idea?

What Do You Need?A good Idea• An idea whose time has come• An idea in the news• An idea which has relevance• An idea which links research and

practice/policy goals


Selecting project /project ideas

Check of project ideas:

• Important and needed• Novel• Not too much controversy • You have a strong background • Doable• Large room for new methodology• You have plenty of preliminary data• Easy to establish a collaboration team• Does the project fit with YOUR own objectives !

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Concept/structure: application & proposal

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Concept/structure:application & proposal



In general...

1. Information about proposed project

2. Information about yourself(Description of your research/scientific experience)

3. Information about collaborators/co-applicants (project support)

4. Appendices (List of publications, Collaboration agreement, CV etc)

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Concept and structure: application and proposal

• Title/summary – the head that guides it all• Proposed project – the torso• Project plan – the heart, that makes it move• Annexes/supplementary info – the extremities

of the proposal• Scientific environment - the dress for support

The proposal is like a body:

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Information about the project in detailThe body…

Summary

Proposed projectProject plan

AnnexesSignatures/declarations

ApprovalsSupplementary Information

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The head – the abstract/summary

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1. The head – the abstract/summary



Information about project topic

• Title• Keywords• Research project summary

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• Very important (some reviewers will evaluate your application mainly by reading Abstract and Specific Aims)

• It should summarize the whole application• Use concise and clear sentences• Emphasize the specific aims


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Max. one page, please!

• Start with a one-page summary, that tells the whole story

• Remember: most of your readers will only read this page

• This page is worth 10x the other pages. Every word is precious.

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How to do it?• Clearly state your long-term goal• Review the background of this area and unsolved

problems• Clearly state your objective(s) of this project and why you

select this objective• Summarize your specific aims and anticipated results• State the significance of this project

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2. The torso – the proposed project

The torso – the proposed project



2.1 State of the Art

• Starting point of the project• What is currently known in your field, what is

missing?• State the main idea of your proposed research!• Quote the most important relevant work of yourself,

other researchers!• Expected advances the project will bring!

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2.2 Preliminary work• Summary of relevant work of you, your group and of

collaborators to support feasibility of proposed research(i.e. highlight your expertise!)

• Point out results of your publications/thesis as well as of your collaborators

• References to- your own publications- other scientists/collaborators

• Add relevant publications

Create confidence in your ability to perform proposed research successfully

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Factors to create confidence...

• Publication/track record• To be known by other researchers• Comprehensive knowledge of state of the art in the

field• Quality and quantity of preliminary results• Design a convincing concept• Expertise of proposed methodology• Realistic estimates to perform project:

- time - workload- costs- personnel need

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3. The heart – the project plan

The heart – the project plan



• Scientific program- Allover concept, how proposed research

will be performed- Follows logical phases of implementation of project

• Work packages and tasks• Risk management and quality assurance

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• Narrative (Up to 15 pages including figures and appendices, but not references or budget justification, CV, or supplementary documentation)

– Previous Work– Hypotheses– Proposed Work– Methods– Time Table– Deliverables– Qualifications of personnel


Project Description

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• Give real technical “meat”, so an expert reader could (without reading your doubtless-excellent papers) have some idea of what the project is about

• Many, many grant proposals have impressive sounding words, but lack almost all technical content. Rejected!

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Offer objective evidence that it’s a promising idea:

• Results of preliminary work• Publications• Applications

Strike a balance: you don’t want the reader to think “they’ve already solved the problem”.

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The project plan: one example

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Work packages and tasksWork schedule• Divided into tasks with timelines• State specific objectives of each task• State the work program to reach this objective• State anticipated outcome• Set milestones• Charts and tables are useful

Risk management • Always think plan B if it does not work the way you think

Methodology• Summarize the major methods to be used• Emphasize the different expertise and technologies brought by

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Work schedule: another example

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4. The extremities – the annexes

The extremities – the annexes



Declaration and signatures

• Declaration that you have not requested funding for this project from any other source and that you will inform the funding agency immediately if you do so

• Signature of all applicants

That’s easy! No, it is NOT!!!

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Your obligations:Annexes you have to provide

• TECHNICAL APPENDIX (Budget)• CV• List of publications• Declaration• Formulary with personal and professional data• Educational background, copies of exams

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Budget categories

Direct costs

• Personnel (no certain amounts but positions)

• Equipment• Consumables (often lump sum, give annual amounts)

• Travel (visit to cooperators, conferences, give annual amounts)

• Publication expenses• Other costs (3rd party contracts, use of data bases etc.)

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Budget categories – Direct costs

Justification of costs

• What do I need?• Why do I need it?• How long am I going to use it?• To which extend will I use it...

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Your obligations:Prerequisites for carrying out the project

• Team• Cooperation• Scientific equipment available• Statement of the director of the institute that she/he is

informed of the application and will support its implementation (!)

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Collaboration

For collaborations, attach a letter of consent • From each co-PI or consultant, not from their

organizations• Letters should clearly state the willingness of

participation, the collaborative work, and the expertise or methodologies or equipments provided


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Submission... !

Submission: proposal and application


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Submission• Most often in electronic format AND • By regular mail – signed original paper version

Consider• Deadline• Extra time before submission to obtain all

necessary approvals and signatures


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• Cover letter• Proposal/Application

- adhere to numbering system of guidelines- number of copies- specified fonts- unbound

• Appendices


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Stop!Give to somebody to read

Best:

• 1 person who is familiar with the subject• 1 person who does not know anything about

your work


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Evaluation ... !

Evaluation of proposals


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Evaluation of proposals

Evaluation of proposalsWho participates in the evaluation?

• Administrator• Reviewer – external expert• Boards

Advisory boards – expert panelDecision boards


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Audience

• With luck, your proposal will be read carefully by two or three experts. You must convince them!

• But it will certainly be read superficially by non-experts… and they will be the panel members. You absolutely must convince them too.

• Some influential readers will be non-experts, and will give you one minute maximum.


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What will be evaluated?

The external experts, members of the evaluation panel and the research council will evaluate the following aspects:

Scientific quality

• Current scientific interest and impact of the project (scientific significance)

• Novelty of the proposed research approach and research questions • Suitability and originality of the methods to be used • Experience and past performance of the applicants • Specific abilities of the applicants for the proposed project


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Relevance

• Significance for science but also policy and practice• Communication strategy for research results to potential users

(dissemination/exploitation) • Balanced distribution of duties, competences and responsibilities

(if different partners)• Contribution to (inter)national embedding and networking



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Management/Budget

• The project proposal includes a clearly defined research objective, research results and indicators to track progress towards objectives.

• The cost/benefit ratio of the project is comparatively favourable. • The research plan is realistic, the project is feasible.



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Evaluation procedures

• Basis for the evaluation is the written proposal

• Oral information can not always be taken into account in panel discussions – do not reply on them, everything important should be submitted in writing

• Be reluctant to approach possible reviewers or members of the reviewer board directly – gives a negative impression!



Evaluation Procedures

Part A.

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Proposal submission

Check for formal criteria

Rejection Evaluation



Part B.

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ProposalExternal Expert

written evaluation

Program manager Program managerExternal Expert

written evaluation

External Expertwritten evaluation



Part C.

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Program managerProposal &

2-3 written evaluations

Panel expertEvaluation of proposal & written reviews

Written synthesis

Expert panelDiscussion & comparative evaluation

Ranking of proposals Recommendation of funding decision

Decision boardFunding decision


Evaluation Procedures (German Research Foundation – DFG)

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http://dfg.de/download/pdf/foerderung/antragstellung/begutachtung/dfg_begutachtungsverfahren_130715_en.pdf

The decision

Rejection!

• No reason, to drop your head• Continue!• The more the better• Who asks many times, increases the chances

of success

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The decision

Constructive analyses!There are a 1000 reasons

• Political?• Budget?• Too ambitious• State of art not adequate• Relevance unclear• Methods unclear• Etc...

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The decision

Inquire! • A phone call cannot hurt• Commonly you gain information that is not

given in the writing• After a proposal is before a proposal• Discuss critics with your colleagues • Rewrite the proposal• Take the critics constructively into account

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The decision

Approval!

CongratulationThe start of the project... New questions

• How do I get the money? How is funding administered• How can I use the money? Are there changes possible? • How do I have to report about the use of the my grant

money

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• Brilliant idea• Strong title and summary – catches interest• Compliance with all relevant aspects of

- Submission- Evaluation

• Clear, concise, well structured, easy to read• Convincing concept• Realistic cost estimates• Complete proposal with all required appendices• Submission in time! Consider deadlines!

Characteristics of a successful proposal

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…

Thank your very much for your attention!

... and now (Part 2.):

your questions!

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Some recommendations

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The Complete Idiot's Guide to Grant Writing, 3rd Edition. Waddy Thompson.

The Only Grant-Writing Book You'll Ever Need: Top Grant Writers and Grant Givers Share Their Secrets. Ellen Karsh , Arlen Sue Fox

Grant Writing for Dummies. Beverly A. Browning

Grant Writing DeMYSTiFieD. Mary Ann Payne

Writing the NIH Grant Proposal: A Step-By-Step Guide. William Gerin, Christine H. Kapelewski, Jerome "Boe" Itinger

http://www.amazon.de/s?_encoding=UTF8&search-alias=digital-text&field-author=Waddy%20Thompson

http://www.amazon.de/s?_encoding=UTF8&search-alias=digital-text&field-author=Waddy%20Thompson

http://www.amazon.de/Ellen-Karsh/e/B001JRWUWY/ref=ntt_athr_dp_pel_1

http://www.amazon.de/Arlen-Sue-Fox/e/B001JS0A1Q/ref=ntt_athr_dp_pel_2

http://www.amazon.de/Beverly-A.-Browning/e/B001IGLR16/ref=ntt_athr_dp_pel_1

http://www.amazon.de/s/ref=ntt_athr_dp_sr_1?_encoding=UTF8&search-alias=books-de-intl-us&field-author=Mary%20Ann%20Payne

http://www.amazon.de/William-Gerin/e/B001JS8UCM/ref=ntt_athr_dp_pel_1

http://www.amazon.de/s/ref=ntt_athr_dp_sr_2?_encoding=UTF8&search-alias=books-de-intl-us&field-author=Christine%20H.%20Kapelewski

http://www.amazon.de/s/ref=ntt_athr_dp_sr_2?_encoding=UTF8&search-alias=books-de-intl-us&field-author=Christine%20H.%20Kapelewski

http://www.amazon.de/s/ref=ntt_athr_dp_sr_3?_encoding=UTF8&search-alias=books-de-intl-us&field-author=Jerome%20%22Boe%22%20Itinger




Documents

Summer School on Longitudinal and Life Course Research August 25-29 2014, Amsterdam 1 Prof. Dr. Matthias Richter Institute of Medical Sociology Martin-Luther-University