Scoping it Out - Health Sciences Library
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Transcript Scoping it Out - Health Sciences Library
Making it Happen:
The Basics of Grantwriting
Claire Howard
Grantwriting Solutions, Inc.
Phone: 203-624-4552
Email: [email protected]
Website: www.grant-writers.org
Introductions
Name
Organization
What are you hoping to get out of workshop?
Something fun you’ve done the last six
months
Overview
Federal and Foundation Applications
NIH Grants
Writing Goals and Objectives
Lunch Break
Practice Being a Grant Reviewer
Building Relationships with Funders
General Funder Concerns
Why should we fund you?
What is unique about your project?
How will you spend our money?
How do we know that you won’t come back for
more money?
How can you prove that your project is
effective?
Matching up NIH and
Foundation Applications
Abstract Background
Background and Significance Needs
Statement
Specific Aims Goals, Objectives,
Outcomes
Research Plan Evaluation Plan and
Project Design
Federal Grants
Highly competitive
Time Consuming
Very difficult to get the first time around
A Word to the Wise
Read and follow the instructions
Misspellings, grammatical errors and incorrect
references reflect badly on your judgment
Never assume the reviewer knows what you mean
Collaborate, collaborate, collaborate
Be Unique
NIH Grant Sections
1.
2.
3.
4.
5.
Abstract
Specific Aims
Background and Significance
Preliminary Studies/Progress Report
Research Design
The Writing Order
1.
2.
3.
4.
5.
Specific Aims
Research Design
Preliminary Studies/Progress Report
Background and Significance
Abstract
In the beginning
A critical idea is the single most important
element of the grant application
The idea must be:
Original
Nontrivial
Add significant new knowledge or fill an
existing knowledge gap
Abstract
Concise
Plain English – No Jargon
A general outline of what to expect in your
narrative
Easier to write once the entire application is
completed
Abstract: Main Content
Hypothesis
Aims
Objectives
What makes your application unique
Any other required information
Abstract: Important
Considerations
The first section reviewers read
Used for public information and press
releases
Needs to fit in the pre-allocated space – less
than a page
Research Plan
Main section in a NIH grant application
Outlines proposed research, why it is
important, and how it will be conducted
Contains four sub-sections: specific aims,
background and significance, preliminary
studies and progress report, and research
design and methods.
Research Plan: Tips
Only promise what you can do
Be clear on a timetable
Create an outline first to stay organized
Specific Aims
A road map of your grant
Essentially objectives and milestones for
your work
Write your aims again and again and again…
Specific Aims: Structure
Short introductory paragraph
Brief overview of project
Significance
Central hypothesis or goal
Specific aims
Descriptive one line title
(key preliminary data supporting hypothesis)
Hypothesis/goal
Experimental approach (how you will test the
hypothesis)
Summary sentence (why this experiment is important)
Specific Aims: Potential
Problem Areas
How many specific aims
Integration of specific aims
Relationship of specific aims to central hypothesis
Goals vs hypotheses
Depth vs breadth
Novelty
Lack of hypotheses
Alternative hypotheses
Organization
Physiological/biological/clinical relevance
Background and Significance
Opportunity to demonstrate knowledge of the
field
K.I.S.S.
Try to leave out jargon and technical terms
Limit to 2-3 pages
Background and Significance:
What to include
References to current scientific literature
How does that previous work fall short?
Emphasize the importance of your work, not the
importance of the disease or the problem (i.e. the
importance of diabetes screening, not how bad diabetes
is)
The connection between your work and eventual
cures
How does your work fit into NIH’s mission to
improve health through science
Preliminary Studies
Make sure to include data from other reports
Assess it critically
Look at where the data has fallen short in the past
Use all explanations of a data to show how further
exploration is needed and your work will fill that gap
Focus mainly on whatever preliminary data you
have developed
Research Design and Methods
Main Criteria:
Significance
Approach
Innovation
Investigators
Environment
1. Significance
Does this study address an important
problem?
If the aims are achieved, how will scientific
knowledge be advanced?
What will be the effect of these studies on
the concepts, methods, technologies,
treatments, services, or preventions that drive
this field?
2. Approach
Are the conceptual or clinical design, and
analyses adequately developed, well
integrated, well reasoned, and appropriate to
the aims of the project?
Does the applicant acknowledge potential
problem areas and consider alternative
tactics?
3. Innovation
Is the project original?
Does it challenge existing paradigms or
address an innovative hypothesis in the field?
Does the project develop or use novel
concepts, approaches, methods, tools, or
technologies?
4. Investigators
Are the investigators appropriately trained
and well suited to carry out this work?
Is the work proposed appropriate to the
experience level of the principal investigator
and other researchers?
Does the investigative team bring
complementary and integrated expertise to
the project (if applicable)?
5. Environment
Does the scientific environment contribute to
the probability of success?
Do the studies benefit from unique features
of the scientific environment or subject
populations or use useful collaborative
arrangements?
Is there evidence of institutional support?
Budget and Justification
Try to be as accurate with forecasting
expenses and salaries
Take into consideration any rules around
percentage of overhead expenses
Allow enough time for edits of the budget in
a spreadsheet program
Process of Reading Grant
Applications
1. Sections to read to ensure a fit
2. Read carefully through the entire
application with a highlighter and a pencil
3. Use checklist and grading sheet to
formulate an outline and plan of action
1. Important Sections
Matching requirements
During the period of the grant, 25% has to be
matched from other sources
Becoming more popular with some federal
departments.
Called leveraging in some foundations
Collaboration requirements
Funding Priority areas
1. Other Important Sections
Types of agencies funded
Non-profit organizations only or county/city
agencies
Submission Deadline
Ways to Submit Application
Internet
Mail
In person/Delivery
2. Read Carefully
Read it to get a full and complete
understanding of what they want
Take about 30 minutes in a quiet room alone
Jot down important items in the margins or
on a separate notebook
3. Grading Sheet
Headers on a grading sheet/priorities list
become headers for a checklist
Have a list of deadlines on the other side of
the sheet
Establishing Clear Goals and
Objectives
They are the backbone of the evaluation
component
Tells a funder where their money is going
Helps you to make a compelling argument
for the importance of your project to the
public, funders, and others
What is a Goal?
A broad statement of general outcomes that
do not include specific performance levels
Different Goals:
Outcome
Activity
Bridging
Outcome Goals
The final intended consequence of a program
for its clients and/or society.
Example: Increased access to information on
STD prevention.
Activity Goals
The internal mechanics of a program and the
desired substance and level of clients a
program hopes to serve.
Example: To provide free asthma screening to
young adults.
Bridging Goals
Connect activities to outcomes by routing the
activities to the consequences, rather than
being final ends.
Example: Increased awareness of the risks of
smoking
What makes a good goal
Only one idea (i.e. “lower the rate of diabetes
among African-american children through
education” needs to be broken into “lower the rate
of diabetes among African-american children” and
“emphasize education”)
Distinct from each goal (i.e. Goal 1: Determine
developmental needs of young children in
Westchester, NY and Goal 2: Distribute needs
survey to parents of young children in Westchester
county, NY)
Poorly Worded Goal
ORIGINAL
Have medically underserved access routine
mammography and health education.
REWORDED
Increase access to mammograms among
medically underserved women.
What is an Objective?
A specific, measurable statement of the
desired immediate or direct outcomes of the
program
Objectives are the outcomes of your
activities – not the actual activities
Activities = means
Objectives = ends
Good Objectives
Begin with:
To increase…
To decrease…
To reduce…
To achieve…
To insure…
Objectives should answer
Who…
Is going to be doing what…
When…
How much …
How we will measure …
Example
Provide culturally sensitive breast health education to
200 medically underserved women.
Who….medically underserved women
Is going to be doing what… ?
When….?
How much …. 200 more than what?
How we will measure it….?
Rewritten Objective
To increase, by September 2006, access to
mammograms among women without health
coverage in Westchester county, NY by 10%
as measured by the NY Health Department.
Going through the questions
Who… women without health coverage
Is going to be doing what… increase their
access to mammograms
When… by September 2006
How much… 10% increase
How we will measure it… state Department
of Health count of number of mammograms
Exercise
Formulate a Goal and Objective for your
Agency/Program within your Agency
Break into groups of three and take turns
sharing and editing each others goals and
objectives
When writing a grant
application
Don’t use lots of jargon
Be concise
Be specific
Start with an outline
Answer the question(s) written
When Editing the Application
Length requirements
Present a clear compelling case
Grammar
Make sure everything is very logically laid
out
Don’t reference sections that don’t exist
Mindset of a Reviewer
Compares grant applications to the ideal
standard not to each other
The 12-12-12 rule
Pulled a 12 hour workday
Its now 12 midnight
12th Proposal in a large stack
Creating a Scoring Sheet:
Federal Grants
Points explicitly stated on some agency
applications
Guidelines and Priorities also explicitly
stated
Easy to translate into an outline and a
grading sheet
Creating a Scoring Sheet:
Foundation Grants
Priority areas can be less clear
Need to read in between the lines and jargon
Not just application, but explicit foundation giving
preferences
Annual reports or any public information on prior
grantees
Sometimes graded by peer reviewers, mostly by a
program officer
Remember the 12-12-12 rule
Process of Relationship
Building
Research
Acknowledgement
The Ask
Introduction
Build Relationship
Step One: Research
Get Organized
Develop Note Keeping Methods
Microsoft word file
Hand written file/notes
Make a decision on the most convenient
method and stick to it
What do you know?
Write down everything you know about the
individual/foundation and organize into
sections.
Read all information
Identify gaps in your information
What questions are not answered?
Questions on the
Foundation
What kind of foundation is it?
Community, Family, Corporate?
What is the foundations geographic range?
National, Regional, State, Local?
What’s their strategic focus?
What are their affiliations?
Conservative, Humanitarian, Liberate,
Moderate
Finding Information:
Foundations
Foundations Website
Press Releases
Annual Reports
Memberships in other coalitions and efforts
Collaborations with other foundations
Review Information
Re-read all gathered information
Look for connections:
Membership in Similar Community Organizations
Similar issues of concern
Attendance at same church or church affiliation
Children attend same school, little league, drill team,
basketball etc
Political affiliations
Neighbors, co-workers, board members know them
Step Two: The Introduction
Planning an Introduction
Make a list of possible ways of
obtaining an introduction from list of
connections/threads.
When
Where
By whom
Preparing
Decide on the 2 best methods of obtaining
an introduction
Refine and define each method
Rehearse each method
Decide on which method is the best one
(prioritize)
Stick to the method that you decide on
What to do
Cheerful and positive
Dress appropriately
Show interest
Have appropriate questions
Light and friendly exchanges
Professional behavior
Exchange business cards
Keep it brief
What to not do
Ask for money
Ask personal questions
Make negative comments
Talk excessively about agency
Stalker-like behavior
Press for commitment
Role-playing Exercise
Roles:
1. Foundation Program Officer
2. Colleague
3. Agency staff member
A colleague knows the program officer of the foundation and has
agreed to introduce the Agency staff to the program officer at a
conference co-sponsored by the foundation.
After the Introduction
Document the first introduction
Analyze the introduction
Did you accomplish your goal?
What did you learn that you did not know?
Develop more connections/threads
Step Three: Building a
Relationship
Planning your Approach
Based on research, figure out what you have in
common with the person (committees, etc)
Based on that information, decide events, etc that
are of common interest that you can approach the
person at for short conversations
Make sure that these are events, things that are
already of interest to you or that you are already
involved in (to avoid stalker-like behavior)
Things to Do
Go up and re-introduce yourself
Have business cards with a brochure to exchange
Converse on a topic of interest to the person
Ask questions that are of mutual interest
Be friendly and cheerful but informative
Leave with something definite you will do or the
individual will do
Whatever you ask of them, it should be simple and easy
to do.
Things not to Do
Talk excessively about the agency or yourself
Be negative about issues she likes or about the
foundation
Angry and argumentative
Not dressed appropriately.
Ask for a monetary commitment
Document the Contact
Jot down notes and observations
Analyze the meeting
Ask yourself:
Did you accomplish your goal?
What would you do different?
Things to do: Foundation
Send the newsletter and agency brochure
with a personal note attached
Call in two weeks to follow up on
information sent and request a meeting
Be flexible and allow them to set the date,
time, and location
Preparation for the
Meeting: Foundation
Be prepared to discuss your agency and the
program
Ask for feedback on the program idea and take
notes.
Ask if it is something that the foundation would
have an interest in funding.
If you have completed your homework you know
what the funding priorities are.
Make sure to thank them at the end of the
meeting.
Step Four: The Ask
Foundation: The Meeting
Discuss your agency and have a packet of
information
Present program idea/concept
Ask for feedback
Take notes
Ask if program fits into foundations mission
and giving strategy
Step Five:
Acknowledgement/Thank You
Acknowledgement and
Thank You: Foundation
Put their name on the agency’s mailing list.
Follow their guide lines for record keeping
Attend foundation’s functions
Invite to agency’s top events and send
tickets (be there to greet them personally)
Keep abreast of their funding priorities.
Do another ask within a year depending on
guidelines .
Keep the Relationship
Going
Include their name on the agency’s mailing list.
Be sure to send birthday and holiday cards
Invite to important agency events and always be
there to greet them personally
Get the person involved in the agency as a
volunteer if possible.
Ask for names of friends to contact.
Do not forget them – maintain the relationship and
do another ask
General Federal Grant
Resources
Websites outlined on handout
Most important thing to do is allow yourself
a lot of time
Get a fresh set of eyes to read and edit the
applications
Use a peer review network
Professional firms
General Foundation Resources
Foundation Center Classes and Books
Regional/Local United Ways
NY or Regional Association of Non-Profits
Important Presentation“Take
Aways”
1. Central Funder Concerns
2. Lead with strong goals and objectives
3. Develop relationships with potential
foundations
4. Writing tips
5. Establish systems to review and edit your
application
General Funder Concerns
Why should we fund you?
What is unique about your project?
How will you spend our money?
How do we know that you won’t come back for
more money?
How can you prove that your project is
effective?
Lead with strong goals and
objectives
Goals: A broad statement of general outcomes that
do not include specific performance levels
Objectives: the outcomes of your activities – not
the actual activities
Who…
Is going to be doing what…
When…
How much …
How we will measure …
Process of Relationship Building
Research
Acknowledgement
The Ask
Introduction
Build Relationship
Writing Tips
Grammar
Be concise
Start with an outline
Length Requirements
Don’t rely on grammar
Reviewing Systems
Create a score sheet
Have a colleague or friend review and score
application
Give verbal overview of project to
foundation staff if possible
Remember the 12-12-12 rule