AuthorAID Workshop on Research Writing

1
AuthorAID Workshopon Research Writing

• Butare, Rwanda
• February 2009

2
Preparing Grant Proposalsand Curricula Vitae
(CVs)

• Barbara Gastel, MD, MPH
• Texas AM University
• bgastel_at_cvm.tamu.edu

3
Overview

• Preparing grant proposals
• A related topic writing progress reports
• Preparing a curriculum vitae (CV)

4
Preparing Grant Proposals
5
Grant Proposals as Persuasive Writing

• Proposals must persuade potential funders that
• the goal of the proposed work is worthwhile
• the goal is relevant to the funders mission
• the proposed approach is sound
• the staff is capable of doing the work
• adequate facilities will be available
• the requested amount of funding is reasonable

6
Finding Potential Sites of Funding

• Some sources of ideas
• Colleagues, professors, and administrators
• Acknowledgments etc in journal articles
• Published or posted announcements
• Listservs in your field or at your institution
• Published or posted guides
• Note Consulting a program officer at the
  potential funding source can help.

7
Look for a Good Match

• Seek funding from entities
• With goals that are consistent with what you want
  to do
• That tend to give grants of the size you are
  seeking
• If possible, with programs that match your
  intended work

8
Some Common Sections of Proposals

• Background information
• Statement of goals
• Research plan or program plan
• Budget
• Information on qualifications of staff
• (for example, resumes or curricula vitae)
• (Note Depending on the requirements, proposals
  can range from one page to many pages.)

9
Some Other Items Sometimes Included

• Letter of transmittal (cover letter)
• Title page
• Abstract
• Table of contents
• Lists of tables and figures
• Description of predicted impact
• Plan for disseminating results
• Information on facilities
• Reference list

10
Appendixes

• Optional to include
• Examples
• Papers accepted but not yet published
• Letters of support from potential collaborators
• Additional details about activities planned
• Remember Reviewers typically are not obligated
  to look at appendixes.

11
Preparing to Write the Proposal

• Carefully review materials from the potential
  funding source.
• Consult the program officer, if appropriate.
• Look at examples of successful proposals to the
  funding source
• From colleagues
• From the program officer
• Published or posted

12
Writing the Proposal

• Start earlysometimes at least 6 months in
  advance.
• Consider including a writer or editor on the
  team.
• Read the instructions carefully, and follow them
  exactly.
• Match the technical level of the proposal to the
  background of the reviewers.

13
Writing the Proposal (cont)

• Write the proposal readably. For example
• Organize the writing carefully.
• Present overviews before details.
• Use simple, common wording where possible.
• Avoid wordy phrases.
• Make effective (but not excessive) use of such
  devices as headings, boldface, and italics.
• If relevant, include a timeline.
• If relevant, include tables and figures.
• If the proposal will include an abstract, devote
  special care to it.

14
Writing the Proposal (cont)

• If the potential funder has forms to use,
  complete them carefully.
• If part or all of the proposal will consist of
  freestanding text, format it readably
• Standard typeface
• Large enough type and margins
• Unjustified (ragged) right margin unless
  otherwise requested
• Carefully follow instructions for submitting the
  proposal (often done electronically).

15
Common Problems to Avoid

• Failure to follow the instructions
• Seeming unfamiliarity with relevant published
  work
• Lack of originality
• Superficial or unfocused research plan
• Lack of a valid scientific rationale

16
Common Problems (cont)

• Problems with the experimental approach
• Lack of experience with key methods
• Insufficient experimental detail
• Lack of preliminary data, if needed

17
Common Problems (cont)

• Unrealistically ambitious plans
• Unrealistic budgeting
• Failure to justify budgetary items enough
• For service projects, lack of sufficient
  information on evaluation plans
• Inconsistencies in the content
• Excessive use of acronyms/abbreviations

18
A Suggestion

• Imagine that you receive the grant and do the
  research as described.  Will you then have all
  the needed information to write a paper?  If not,
  revise the research plan in your proposal,
  to make sure that you would gather all the
  information you would need.

19
Resubmitting a Proposal

• Note For some funding sources, revising and
  resubmitting proposals is common.
• In revising the proposal, use the advice from the
  reviewers.
• Consider consulting the program officer.
• In general, accompany the revised proposal with a
  list showing, point by point, how the reviewers
  advice was followed.

20
Some Resources

• Texas AM Office of Proposal Development
  http//opd.tamu.edu/
• (includes a grant writing workbook, which
  lists and has links to other resourcessee
  Chapter 16, Learning More)
• Annotated grant proposal http//www.niaid.nih.gov
  /ncn/grants/app/default.htm

21
Progress Reports
22
Progress Reports Some Functions

• For the funding source or supervisor help see
  how the work is progressing and thus whether the
  plans or funding level should be adjusted
• For those doing the work
• Provide incentive to keep up
• Aid in assessing ones own progress and adjusting
  ones approach
• Provide material to draw on for presentations and
  publications

23
Preparing to Write a Progress Report

• Obtain any instructions or forms.
• If possible, obtain relevant examples to use as
  models.
• Review your proposal or project plan.

24
Progress Reports A Common Structure

• Background information
• Summary of project plan
• Description of present status
• Achievements thus far
• Comparison of progress with that expected
• Significant problems encountered, if any
• Conclusions
• Overall assessment
• Proposed modifications, if any

25
Writing a Progress Report

• In general, structure the progress report like
  the project plan.
• Be specific. Include numbers, names, and dates.
• If appropriate, include tables and figures.
• Consider using headings etc to guide readers.

26
Writing a Progress Report (cont)

• Strive to sound positive, competent, and
  confident.
• Do not hide problems. Say how they are being
  addressed.
• If you write a series of progress reports on a
  project, put each in the same format.
• Edit the progress report carefully.

27
Preparing a Curriculum Vitae
28
Preparing a Curriculum VitaeA US Perspective

• Curriculum vitae the academic equivalent of a
  resume
• Commonly called a CV
• Lists your education, experience, publications,
  honors, etc
• Often required when applying for jobs, grants,
  etc

29
Preparing a CV (cont)

• A sample CV http//www.cce.columbia.edu/sites/cce
  /files/CurriculumVitae.pdf
• Another resource
• http//www.training.nih.gov/careers/careercenter/
  cv.html
• Note Some granting agencies have specific forms
  for CVs.

30
Preparing a CV Some Tips

• In general, use reverse chronological order.
• Include some contact information that is unlikely
  to change.
• Structure the CV in a way that suits your
  background and goals.
• Consider having different versions of your CV for
  different uses.

31
Preparing a CV More Tips

• If an item may be unclear to readers, include a
  brief explanation.
• When listing papers you have written for
  publication
• If a paper has been accepted but not yet
  published, list it under Publications as In
  press or Forthcoming.
• If a paper has been submitted but not yet
  accepted, generally list it under Research rather
  than Publications.

32
An Idea

• For appropriate examples, look on the Web for CVs
  of people in your field.

33
Thank you!