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Planning and Writing Successful Proposals

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Write in a positive manner. Use the active voice, rather than passive ... Please take a moment to tell us how we did. Handout: GrantSource Library ... – PowerPoint PPT presentation

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Title: Planning and Writing Successful Proposals


1
Planning and WritingSuccessful Proposals
  • Office of Information Communications
  • Susan Gramling, MSLS
  • GrantSource Librarian and
  • Information Development Coordinator

2
GrantSource Library
  • 307 Bynum Hall
  • Cameron Avenue
  • (919) 962-3463
  • Monday-Friday 800 - 500

3
Grant Source Library
  • Susan Gramling
  • 962-7766
  • susan_gramling_at_unc.edu

4
research.unc.edu/grantsource/
5
Topics for today
  • Researching potential funders
  • Planning your proposal
  • Proposal elements
  • Budgeting
  • Review process
  • Preparing for the next time

6
Source Dr. Glenn H. Crumb, Presentation Grants
Puzzled About Finding Them?, Western Kentucky
University
7
Workshop Resources
  • This PowerPoint presentation
  • Planning and Writing Successful Proposals
    UCIS
  • www.unc.edu/sgramlin/presentations
  • Funding and Proposal Writing for Social Science
    Faculty and Graduate Student Research
  • www.irss.unc.edu/irss/shortcourses/wigginshandout
    s/granthandout.pdf
  • Finding Funding Basics for International
    Research and Studies
  • research.unc.edu/grantsource/workshops/ffbinterna
    tional_files/v3_document.htm

8
Research Potential Funders
  • Look for potential funders with a good fit
  • Contact agency program staff to assess fit with
    their priorities or new initiatives
  • Find out their review criteria and process
  • What have they funded in the past?
  • Read previous successful proposals

9
Funding News and Awards
  • research.unc.edu/grantsource/news.html

10
Fundamentals of Proposal Preparation
  • Proposal writing is not the same as scholarly or
    scientific writing
  • Talk with the program officer
  • Write, revise, revise, revise
  • Get feedback from colleagues

11
Plan Before You Write
  • Identify and define your project
  • Assess project fit with overall personal goals or
    organizational purpose
  • Think the plan through to the end
  • Assess your expertise, resources strengths to
    approach the project
  • Involve collaborators in planning
  • Know the competition

12
Proposal Elements
  • Summary or abstract
  • Problem statement/needs assessment
  • Goals and objectives/specific aims
  • Literature review
  • Preliminary studies
  • Methodology/procedure/research plan
  • Qualifications/resources
  • Evaluation
  • Budget and budget justification

Online Guide www.learnerassociates.net/proposal/
13
Summary or Abstract
  • Summarize all important information from proposal
  • Crucial first impression
  • Write it last
  • Write in laymans terms
  • Anticipate concerns and address briefly
  • Convey enthusiasm

14
Problem or Need Statement
  • Identify problem or need
  • Indicate importance or significance
  • Cite examples, statistics, etc.
  • Relate to sponsors mission or goal
  • Dont take for granted that the reader will know
    whats on your mind

15
Project Goals Objectives
  • Desired outcomes
  • Address need or problem statement
  • Brief, focused, to-the-point
  • No more than two to five objectives
  • Each should flow logically to the next
  • No one objective should make or break the others
    or the overall project

Example www.learnerassociates.net/proposal/exam5.
htm
16
Literature Review/Related Research
  • Acknowledge work of others
  • Be thorough, relevant current
  • Use complete citation consistent format
  • Demonstrate how up to date you are

17
Preliminary Studies
  • Discuss preliminary studies by Principal
    Investigator (PI) that are pertinent to
    application
  • Establish experience competence of PI
  • Cite complete references to manuscripts submitted
    or accepted for publication

18
Methodology
  • Describe activities to be undertaken why
  • Flows naturally from problems objectives
  • Describe staffing sequence of activities
  • Provide evidence of planning (see time task
    chart examples)
  • Reasonable scope

HANDOUTS Sample time and task charts
19
Qualifications
  • Demonstrate to the reader that you are capable of
    doing what you propose
  • Describe project directors qualifications
    expertise
  • Other available resources, including key
    personnel technical resources
  • Describe organization, its purpose, goals
    programs project administration
  • Offer statistics endorsements

20
Evaluation
  • How will you know if the project is successful?
  • Define evaluation criteria
  • Identify a plan
  • Types of evaluation- Process or formative-
    Product or summative
  • Show how evaluation will be used

21
Writing Style
  • Be clear, concise and direct
  • Write in a positive manner
  • Use the active voice, rather than passive
  • Avoid jargon - someone outside your field should
    be able to understand
  • Use headings, bullets, formatting and white space
    to increase readability
  • Proofread for grammar, spelling and typographical
    errors

Handout Some Tips for Writing Grant Proposals
22
Budgeting
  • Itemize account for costs
  • Budget should flow from your project plan
  • Justify budget items
  • Dont overestimate resource needs
  • Dont underestimate resource needs either

Handouts Sample Budget Format
23
SAMPLE LINE ITEM PROJECT BUDGET PERSONNEL Senior
Personnel 5,000 Graduate Students 10,000 Und
ergraduate Students 900 Fringe Benefits _at_
19 for faculty 1,199 7.7 for
undergrads Subtotal Personnel 17,099 PARTICIP
ANT COSTS 40 Participants . 8,000 EQUIPMENT
(Exceeding 5,000) Itemized List 1. Flat Panel
Display 30,000 OTHER DIRECT
COSTS Supplies 750 Publication Costs
500 Course Development Stipends
10,000 TOTAL DIRECT COSTS
66,349 INDIRECT COSTS _at_ 45.5 MTDC 19,629 AMOUNT
OF THIS REQUEST 85,978
Fringe benefit rates change. For current rates,
always consult the OSR web site at
http//research.unc.edu/osr/fringe_benefit_rates.h
tml
24
SAMPLE PHASE PROJECT BUDGET PHASE ONE COURSE
DEVELOPMENT Personnel plus fringes 11,130 Cours
e Development Stipends 10,000 Interactive
Classroom 30,000 Total Direct Costs
51,130 Indirect Costs 11,410 Total Costs of
Phase One 62,540 PHASE TWO
CONFERENCE Personnel plus fringes
5,969 Conference Materials 1,250 Participant
Stipends 8,000 Total Direct Costs
15,219 Indirect Costs 8,219 Total Costs
of Phase Two 23,438 AMOUNT
OF THIS REQUEST 85,978
Fringe benefit rates change. For current rates,
always consult the OSR web site at
http//research.unc.edu/osr/fringe_benefit_rates.h
tml
25
Budget Justification for Project Grant 1. The PI
will devote one month of effort to the
coordination of the course development module.
She will be assisted by one graduate student who
will oversee day to day administration and who
will coordinate the training workshop. Three
undergraduate students will prepare the
conference materials, and receive 7.50 an hour
for a total of 120 hours of work. The
University's negotiated fringe benefit rates for
non-federal agencies is 19 for faculty and 7.7
for undergraduate students during the summer.
There are no fringe benefits for the graduate
students. 2. We anticipate inviting 40 teachers
to attend the conference. Using federal per diem
rates, their travel, room and board for three
days will be 200.00 each. 3.The flat panel wall
display will be the key feature of the new
interactive classroom. This cost includes all
the software and installation fees. 4.The
conference materials will include notebooks and
handouts on the courses that were developed in
the first module, as well the publication costs
of course syllabi. The project will hold a
campus-wide competition for approximately five
2,000 course development grants. 5. The
University's negotiated indirect cost rate for on
campus projects is 45.5.
26
This means you
  • Read carefully and follow scrupulously the
    guidelines provided by the sponsor
  • This includes points to be addressed
  • Also includes spacing, margins, font size,
    number of copies, page limitations
  • If no guidelines, double-space, use generous
    margins and 12-point type

27
Key Points to Remember
  • Place your project in context of the other work
    in the field
  • Discuss your expected results
  • Anticipate problems in the project and propose
    alternative strategies

28
The Review Process
  • Process varies by sponsor
  • Remember - reviewers may not have expertise in
    your field, may not share your interest and
    enthusiasm for the project, may be overworked and
    underpaid
  • Key point Make your proposal easy for the
    reviewer to read

29
Reviewers look for
  • A doable project (resources, approach)
  • A project worth doing
  • Systematic, logical development of ideas
  • An easily-read, accessible proposal

30
Common Reasons for Rejection
  • Mechanical Reasons
  • Methodological Reasons
  • Personnel Reasons
  • Cost-Benefit Reasons

31
Preparing for the next time
  • If not funded, dont give up!
  • Ask sponsor for reviewers written comments, if
    available
  • Ask if it would be worth submitting another
    proposal in the future
  • When revising, be responsive to reviewer comments

32
Summary
  • Project planning is key
  • Project should fit overall goals or plan
  • Choose potential funders with a good fit
  • Write with reviewers in mind
  • Budget should fit your project plan
  • Dont despair if proposal is unfunded

33
Thank You!
  • Please take a moment to tell us how we did.
  • Handout GrantSource Library Presentation
    Evaluation
  • Presenter Susan Gramling
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