A Researchers Guide to Grant Applications and Reporting Melissa P. - - PowerPoint PPT Presentation

February 24, 2014 Melissa P. Wu, PhD Senior Vice President of Operations

A Researcher’s Guide to Grant Applications and Reporting

Christina Viola Srivastava Director of Program Implementation and Evaluation

7 JUNE 2018 7 JUNE 2018

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Seeding Labs Seeding Labs

Seeding Labs’ mission is to ensure that everyone worldwide has equal opportunity to make the scientific discoveries that improve life and our

• planet. Our core areas of expertise are:
• Identifying a pipeline of well-trained,

motivated scientists at strong, supportive institutions

• Quantifying the gaps and meeting the needs

for resources including high quality modern lab equipment and training.

• Building a unique coalition connecting private

sector, academia, government and nonprofit to strengthen the global science ecosystem

Talent is Everywhere

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Inst strumental A Acce ccess ss

Instrumental Access removes a key barrier to scientific discovery and education in the developing world: lack of access to modern equipment. Seeding Labs makes affordable, high-quality lab equipment available to vetted institutions and individuals. To-date we have provided equipment worth more than $20M to 59 institutions in 31 countries.

Equipping Talent, Unleashing Innovation

Equipment provided through Instrumental Access allows the receivers to participate fully in the global scientific community. Professors can provide hands-on training for the next generation

• f researchers, healthcare

professionals, engineers, and

• teachers. Researchers can

innovate and build self- sustaining scientific institutions. Having the right tools unlocks virtually limitless potential to impact health, economic development, environmental protection, food security, and many other areas.

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Impact of Impact of Ins Instrumental rumental Ac Access

• Researchers secured $1.45M in

new research funding.

• 66 PhD students and 37 MSc

students utilized equipment for their theses. 39% of these students were female.

• Equipment was used to advance or

complete 69 research projects.

• These projects include:
• investigation of potential novel

antiplasmodial agents,

• a randomized clinical trial on

treatments for HIV/AIDS infected children, and

• development of tuberculosis

clinical diagnostics.

• 232 senior scientists had access

to equipment. 34% of these scientists were female. 69% held a PhD.

• 150 courses utilized lab

equipment for hands-on training

• f over 9000 students.

Seeding Labs collects data annually from all Instrumental Access

• participants. This past year, 12 institutions reported that equipment from

Seeding Labs led directly to the following outcomes and impacts.

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Types of Gr pes of Grants ants

Research Grants Training Grants/Scholarships Travel/Mobility Grants Centers/Hubs Collaborations Other:

• Capacity‐Building
• Education
• Conferences
• In‐Kind Support or Resources

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Wher Where t e to L Look f

• k for

r Gr Grant ant Opportunities Opportunities

E‐newsletters and alerts –it costs you nothing to sign up for as many as possible! (see list at end of presentation) Online grant directories Professional associations University grant offices Networking and acknowledgements on publications in your field Websites of funder organizations (Google is your friend!) Online groups in social networking websites (Facebook, LinkedIN)

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Types of Funders: pes of Funders: Go Government rnment

Opportunities can exist at the local, national, regional, and international levels. Look at various agencies – funds can be available in many places

• Ministry of Science and Technology
• Ministry of Education
• Office of Foreign Aid
• National Research Foundations
• Sector‐specific agencies (ex. Department of Energy)
• Local governments often have grants too!

Many governments produce websites that aggregate all their available grant and fellowship opportunities. Look at governments of countries that are not your

• wn, some opportunities are open to everyone.

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Types of Funders: pes of Funders: Go Government rnment

Government funders tend to be most concerned with qualifications and technical merit.

• There is often a formal external review process

You should keep your language formal, and also pay particular attention to following the rules. Look for priorities in the following places:

• Grant solicitation
• Science policy roadmaps
• Agency websites, including co‐funder websites
• Mission statements

To the extent that it’s possible, be mindful of the current political climate and how that might impact the funding organization.

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Types of Funders: pes of Funders: Foundations undations

Charitable foundations can be large or small. They are almost always mission‐driven.

• Mission can evolve or change over time

The application process can vary:

• Some start with requests for Concept Notes/Letters
• f Intent, and only accept applications by invitation
• Others have an open application process
• A few accept unsolicited proposals
• May or may not include external review

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Types of Funders: pes of Funders: Foundations undations

Your top priority should be convincing the funder that your proposal aligns with their mission.

• Pay attention to their word usage and repeat it back to

them as often as possible! May include priorities other than technical merit:

• Methodology
• Issue area / Geography / Represented populations
• Outcome type

Look for priorities in the following places:

• Mission, vision, and values statement
• Grant solicitation
• Website, especially program description
• Press releases
• Newsletters
• Annual and other reports
• Previously‐funded grants
• Conversations with foundation staff

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Types of Funders: pes of Funders: Other Other

Includes non‐profits/NGOs, universities, scientific societies, corporations. What this group cares about and what they’re looking for varies widely, but you should always be on the lookout for clues!

• Some are more likely to resemble a government

grant (UN, World Bank, WHO)

• Others are more likely to resemble a foundation

grant (smaller NGOs, scientific societies)

• If looking at a potential funder that does not have a

long or public history of grant‐making, then the ‘application process’ can turn largely into a ‘relationship‐cultivation’ process.

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Pr Preparing t eparing to Apply Apply

Research the Funder Organization: What type of funder is it and what are their priorities? Who have they funded in the past? Do you know anyone who’s received a grant from them? How big are their typical awards ? (note, this is not the same as the grant maximum) Do they accept unsolicited proposals? Research the Specific Opportunity: Do you meet the eligibility guidelines? Do the funded activities match your project goals? What are the objectives and could your project be a good fit? What is the application structure? Do you need to submit an LOI? Is there a specific format for applications? When is the deadline? Will the grant run on multiple cycles? How many awards will be made? How competitive is the grant? What is the review process and what are reviewers likely to be looking for?

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As Assembling a sembling a T e T eam

Does your application require collaboration with others?

• Some international grants, especially government‐

sponsored ones, require a collaborator in the host country.

• The funding agency may be able to help you find an

appropriate collaborator, or you may be on your own. Does your application require the support of others?

• Many applications require or encourage letters of support
• There may be other members of your institution who

need to contribute to the writing/application submission materials (Ex. Institutional financial records, Infrastructure information, Educational initiatives, mentors) Pay attention to timing!

• Anything involving others should be arranged as far in

advance of the submission deadline as possible.

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Pr Pre- e-Application Application Communication: a mmunication: a Double-E Double-Edged dged Sw Sword

In general, grant managers are:

• Busy
• Detail‐oriented
• Looking for capable, talented people who are self‐motivated
• Human

Even when scores and outcomes are largely determined by external review, you want us on your side!

• We often control the screening process and sometimes have

flexibility to offer hints and second chances

• At some organizations, we recruit, manage, and orient

reviewers; at most, we have the power to advocate on your behalf if motivated to do so

• We know exactly what’s going on behind the scenes and can
• ffer valuable insight, guidance, and feedback

We start to form impressions before you ever submit your proposal.

• It can be helpful to start a conversation prior to submission

so that we get to know you, but be careful not to make the wrong impression

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Pr Pre- e-Application Application Communication: mmunication: Ti Tips

Make the best possible impression.

• Ask specific, thoughtful questions. Provide enough relevant

detail about your situation for us to give a meaningful answer.

• Be polite, express appreciation for assistance, and avoid

making demands.

• Read all of the relevant information available to you. If there’s

a webinar, watch or listen. Don’t ask us questions that we’ve already answered somewhere else.

• Review your message before sending it. Check for typos,

abbreviations, text‐speak, punctuation. Do not use ALL CAPS!

• Try to match your level of formality to the person you’re

corresponding with. If the responses seem conversational, it can be helpful to let your personality show a little bit. Don’t give us a reason to ignore your message.

• Don’t send unsolicited attachments, including proposals. We

assume any unknown attachment contains a virus.

• Write as clearly and succinctly as possible and in the language

preferred by the funding organization.

• Writing (via email) is better than calling in most cases.

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Writing the Gr iting the Grant ant Application: T Application: Tips ps

Answer all the required questions and provide all the requested information

• Take the instructions seriously.
• Unless an item is clearly marked as optional, you should

provide all of the information the funder asked for Include as much detail as possible and add concrete examples where relevant

• Funders often receive many applications that are similar in

broad outlines. It’s the details that make some applications stand out, so provide as many as possible. Remember who your audience is (see funder type) and try to tell a consistent, compelling story

• You want to strike the right balance between telling the

funder what they want to hear, remaining credible, and doing justice to your proposal

• All of the parts of your application should fit together and

support each other

• Tailor your language, formality, and style to what you know

about the funder– but remember that reviewers may have

• ther expectations

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Writing the Gr iting the Grant ant Application: T Application: Tips ps (c (cont.)

Have a colleague review your application

• More eyes are always better, especially if you’re writing

in a second language Follow all submission guidelines exactly

• Make sure file formats, fonts, page numbers, etc. match

what’s requested

• Use the grant agency’s naming convention (if provided)

and follow it exactly

• Don’t submit things the grantor hasn’t asked for

Contact the host organization with questions

• It’s much better to ask than to guess incorrectly

Make sure to submit the application on time!

• If you experience technical problems or an actual

emergency around the deadline, write to the

• rganization and explain. They may be able to offer an

extension.

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Int Intervie rviewing ing

While Scheduling:

• Be as flexible as possible. Provide multiple date/time
• ptions if the organization asks you to suggest a time.
• Triple‐check the time zones if relevant. Communicate

the date and time in your time zone AND the grant agency’s time zone to avoid confusion. During the Interview:

• Again, remember who you’re speaking with. Try to

take cues from the interviewer about appropriate level

• f formality, but don’t forget that you’re trying to

impress!

• Be honest and forthcoming, especially about potential
• difficulties. The single most important thing we look

for in interviewees is trustworthiness.

• If there’s a language barrier or technical difficulties, be

patient and persistent. We want to understand you.

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Pos Post-Application pplication Communication mmunication

If you don’t get the grant:

• Ask politely for feedback
• Persistence can pay off. Use the feedback to re‐apply

if appropriate

• Sign up for the funder’s mailing list to be notified of

new opportunities If you do get the grant:

• Acknowledge immediately and express gratitude
• Be prompt and courteous in your responses to any

communications from the funder– remember that it still might be to your benefit to make a good impression

• Comply with all reporting requirements
• Feel free to report relevant successes outside of the

reporting schedule– funders love this!

• Build a relationship with the funder so that you can

get grant renewals, recommendations, and other potential connections

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Curr Currently Open ently Open Opportunities Opportunities

Seeding Labs’ Instrumental Access Program – access to affordable equipment for institutions in low‐ and middle‐ income countries https://seedinglabs.org/rfa2018/ Pew Charitable Trusts’ Latin American Fellows Program – support for young scientists in Latin America to receive postdoctoral training in the United States http://www.pewtrusts.org/en/projects/pew‐latin‐american‐fellows SanBio BioFISA II Program Mobility Grants – support for fellowships of up to 3 months to travel to SanBio member

• rganizations

http://www.nepadsanbio.org/index.php/opportunities‐ funding/funding/mobility‐grants Arturo Falaschi ICGEB Fellowships – support for PhD, postdoctoral, and short‐term fellowships in member states http://www.icgeb.org/fellowships.html IdeaWild – small equipment grants for biodiversity conservation projects http://www.ideawild.org/apply.html

February 24, 2014 Contact: Seeding Labs application@seedinglabs.org www.seedinglabs.org @seedinglabs

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Resour sources: s: Ne Newslett letters and ers and Funding A Funding Agencies encies

Seeding Labs’ newsletter ‐ basic science, education, grants/conferences/resources http://1545.formsfirst.com/subscribe‐to‐seeding‐labs‐newsletter/ Fogarty Global Health Funding News ‐ health https://www.fic.nih.gov/Funding/News/Pages/default.aspx Terra Viva Grants Directory – agriculture, energy, environment, and natural resources http://terravivagrants.org/ Canada’s IDRC/CRDI – employment, food security, health, peace, and prosperity to developing regions of the world https://www.idrc.ca/en/funding USAID Missions – country‐specific initiatives https://www.usaid.gov/where‐we‐work https://www.usaid.gov/cii

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Resour sources: s: Ne Newslett letters and ers and Funding A Funding Agencies encies

IndiaBioscience‐ bioscience and fellowship grants (not limited to India) https://indiabioscience.org/grants Royal Society – training, research, collaboration and center grants https://royalsociety.org/ Regional Universities Forum for Capacity Building in Agriculture (RUFORUM) – African agriculture https://blog.ruforum.org/ruforum‐weekly‐digest/ The World Academy of Sciences (TWAS) – grants for training and multilateral collaborations https://twas.org/ AuthorAid listing of funding sources (worldwide, all areas) https://www.authoraid.info/en/funding/

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Resour sources: s: Ne Newslett letters and ers and Funding A Funding Agencies encies

Gestionándote – scholarships, grants, awards, in a variety

• f sectors. In Spanish.

http://gestionandote.org/ Regional Initiative in Science and Education – Africa‐ centered grants and fellowship opportunities https://www.facebook.com/groups/AfricaRISENetworking/ Philanthropy News Digest – variety of sectors, largely US‐

• nly but also includes some opportunities open worldwide,

especially for health‐related research grants http://philanthropynewsdigest.org/rfps Wikipedia list of development aid agencies https://en.wikipedia.org/wiki/List_of_development_aid_agenci es

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Resour sources: T s: T

• ols t
• ls to

help with y help with your ur application application

American Journal Experts’ Author Resources Center (ARC): Writing a Grant Proposal: https://www.aje.com/en/arc/editing‐tip‐writing‐grant‐proposal/ How to Write a Grant That Will Get Funded: https://www.aje.com/en/arc/how‐to‐write‐grant‐that‐will‐get‐ funded/ Research Abstracts, Grants, and Theses: More Resources to Help You Write Effectively: https://www.aje.com/en/arc/more‐than‐manuscripts/ AuthorAid: http://www.authoraid.info/en