Strategies for Successful Graduate Fellowship Submissions · Strategies for Successful Graduate...

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StrategiesforSuccessfulGraduateFellowshipSubmissions

DebraHaringandCindyGaryAssistantDeans,GrantsandContracts

Arts,Sciences&EngineeringSeptember30,2016

INTRODUCTION

INTRODUCTION–FELLOWSHIPS

•  Grantsmanshipistheartofgainingpeer-reviewedfunding.•  Ourobjective:tohelpyouoptimizeyourchancesofsuccesswhencompetingforfellowships.

•  ThisISacompetition.Thebiggestreasonforfailureisthatthereissimplynotenoughfundingforallapplicants.

•  Successorfailuredependsonthequalityoftheproposalandcomprehensivenessoftheapplication.

•  Goodgrantsmanshipwon’tmakeamediocreproposalfundable.•  Butgoodgrantsmanshipcanturnaverygoodproposalintoafundableproposal.

•  Itmaytakeseveralsubmissionstobecomefunded.•  Bepersistent;takecritiquesinthespiritinwhichtheyareextended,andbepersistent.

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SEARCHINGFORFUNDINGOPPORTUNITIES•  URFellowships&Awards-http://www.rochester.edu/fellowships/

•  UROtherFunding-http://www.rochester.edu/fellowships/other.html

•  SPIN-https://spin.infoedglobal.com/Home/Search

•  FoundationDirectory-https://fconline.foundationcenter.org/search/member-index

•  Grants.gov–http://www.grants.gov/web/grants/search-grants.html

•  WebsitesofSponsors(i.e.,ACLS,NIH,DOE,CASVA,NSF)

•  Foundation&Corporatewebsites(i.e.,Simons,Kauffman,Microsoft,etc.)

•  Allfederalagencies(andsomeorganizations)havee-alertsystems–register!

PROGRAMANNOUNCEMENTS/GUIDELINES•  Apublic“call”orasolicitation(announcementwithguidelines).•  Federal:ProgramAnnouncements(PA),RequestsforProposals(RFP),

FundingOpportunityAnnouncement(FOA),orfortheDept.ofDefenseandDept.ofEnergy,BroadAgencyAnnouncements(BAA).

•  Checkforthemostcurrentprogramannouncement.Often,oldannouncementsarearchived,mayappearinonlinesearches.

•  Guidelinesarethebestsourceofinformationabouttheapplication’sexpectationsandthereviewcriterion.

•  Readthembeforeyoustarttheapplication,readthemagaininprocessandreadthemagainasyoupreparetosubmit;keepacopyandrefertothemoften.

•  Someprogramsalsoofferwebinars,and/orhavespecialwebsiteswithawealthofinformationaboutprograms.Ø  Example:NSFGraduateResearchFellowshipProgram(GRFP)https://www.nsfgrfp.org/

BEFOREYOUSTARTTOWRITES OM E T H I N G S WO R T H D O I N G

•  Understandthefundingagency/sponsoranditspriorities

•  Duediligence-cindoutwhat/who/howmuchtheagencyfunds.

•  Reviewthelistofrecipientsfor“like”grantees.Thiswillgivecontextaboutthefunder.

•  Sponsorsfundgranteestoadvancetheirmissions,notthegrantee’sobjectives.Yourresearchidea/cieldneedsto"cit"wellwiththemissionofthefunder.Yourintellectualobjectivesshouldbealignedwiththoseofthesponsor.

•  Doubtsorquestions?Contactagencypersonnel.Theywanttohelp,butdoyourhomework8irstbycheckingFAQs,thewebsite,andaskingonlytargetedquestions.Don’taskquestionscoveredintheGuidelinesandonlineinstructions.

•  Seekoutadvisorswhohaveservedon,orhavereceivedgrantsfromtheagencyintherecentpast.Theymayhave“insider"informationandtips.

•  Thisisn’tanexactscience:Ø  Foundations,inparticular,maychangepriorities.Ø  Federalfundingrespondstoagencystrategicplanningandinresponseto

U.S.governmentnationalprioritiesandagencyallocations.

BEFOREYOUSTARTTOWRITE

B EG I N TO C L A R I F Y YOUR I D E A S

•  Doyouhaveaclear,concise(andtestable,ifapplicable)hypothesisoridea?•  Haveyourobjectivesandaimscomeintofocus?

“Needingfunding”isnotanacceptableobjective.•  Whatquestion(s)willbeaddressed?•  Canyoudecineanddesignspecicicexperiments/scholarlyprocessesthatwilltestyour

hypothesisorexpanduponanimportantidea?•  Canyoudecinemeasurableandrealisticoutcomesoftheproject?

•  Canyouidentifyandarticulatemethodsmostlikelytoachievethoseoutcomes?•  Canyouthinkofwaystoassessormeasureoutcomes/success?•  Canyouestablishyourcredibilityandcapacityforresearch?

BEFOREYOUSTARTTOWRITE

•  Findexamples.Reviewsuccessfulfellowshipproposalsofpeers-usetheirorganization,butofcoursenottheircontent,asamodel/template.

•  Identifyappropriatefacultyand/oradvisorstohelpyou.Identifyotherpeople

“onyourteam”whowillcriticallyreadyourproposal:peers,graduatecoordinator,assistantdeansandresearchspecialist,CollegeWritingCentertutors,and/ormentors.

•  Discussideasandsubmissionwithyourresearchadvisor;advisorsarebest

resourceforresearchproposalandmayidentifygapsinlogic.Youwillneedyouradvisor’ssupporttogoforward.

•  Talktoyourgraduatedirector,departmentchair,administratorand/or

graduatecoordinatorofyourintentionandtheduedate.Remindagainatcriticalstagesifyouneeddirectinputfromthem.

•  WRITE!Writingisawayofthinking.Itisawayofdeveloping,clarifyingandtestingideasaswellasexpressingthem.

T H I N G S WO R T H D I S C U S S I N G W I T H O T H E R S

THEAPPLICATION•  ReadthegeneralinstructionsCAREFULLYandfollowthem

EXACTLY.Don’timprovise!!

•  Successfulapplicationsmuststandoutfromthecompetition;thesadrealityisthatreviewersreceivemanymoreapplicationsthancanberecommendedforfunding.

•  Fellowshipapplicationsshouldbe"apleasuretoread;”Contentshouldbepolished,organizedandattractive.

•  Useappropriatetypesize,font,spacingandmargins.Ifundisclosed,assumeconventionalfont,i.e.,TimesNewRoman,12-point,singlespacewith1inchmargins.

•  Neverexceedthemaximumnumberofpagesorspace/charactersallowed.

•  Ifextramaterials(attachmentsand/orappendices)aren’tallowed,don’tsubmit;submitadditionalinformationafterthedeadlineonlywhenexplicitlyallowed.

3.0C OMMON S E N S E T I P S

Thequickestwaytogetaproposalreturnedwithoutreviewis

noncomplianceandincompleteapplications;secondonlytonot

meetingthedeadline.

THEAPPLICATIONUND E R S T A N D I N G T H E R E V I EW P R O C E S S

COMPONENTSOFAGOODPROPOSAL

Thinkofyourproposalasanargumentforwhyreviewersshouldrecommendyourprojectforfunding.Well-formulatedproposalshavesomeorallofthefollowingcomponents:

1.   Anopeningthatdrawsattention.Ananecdote,apowerfulstatistic,acompellingquestion,orastatementofimpact/signicicance.

2.   Aconcisestatementthatexplainsyourproject.ThereviewershouldknowexactlywhatyourresearchisaboutwithintheAirstfewlinesoftheproposal.

3.   Areviewofwhatisalreadyknownaboutyourtopic.Makeacaseforwhyyourresearchisnecessary;requiresshowingyourknowledgeofthecield,priorliterature.

4.   Anexplanationofhowcurrentliteratureleadstoyourresearchquestions.Acitedargumentthattheresearchwilladdtoknowledge.Makeacaseforhowtheliteratureleadstoyourresearchquestions.

5.   Adescriptionofhowyouplantoansweryourquestions.Nowthatyouhavesetupyourtopic,explainexactlywhatyourmethodologywillbeandwhyitisthebestapproachforthisproject.

6.   Atimelineforcompletion.Asuccessfulgrantproposaliscompelling,creative,andfeasible.Youmustshowthatyouhavethoughtthroughthewholeprojectandthatyouhaveareasonabletimelineforcompletion.

UND E R S T A N D I N G T H E R E V I EW P R O C E S S

THEAPPLICATION

Fellowshipsarejudgedontheapplicants’proposal,academicrecord,GREs,recordofproductivity,andlettersofsupport.However,youcanfacilitateabetterreviewbyunderstandingthereviewprocess.

•  Yourobjectiveistomakethereviewersenthusiasticadvocatesofyourproposal.

•  Rememberthatreviewersaredoingthisaboveandbeyondtheirdailyresponsibilities.Theytypicallyreviewmanysimilarapplicationsinanygivenprogram.

•  Assumethereviewerisinasomewhatrelatedcield,ratherthanforanexpertdirectlyinyourarea;aimtheapplicationatboththespecialistandthegeneralist.

•  Reviewersmayreviewunderlessthanidealconditions(evenings,weekends,holidays,atmeetings,withscreamingkidsinthehouse,orevenonthewaytoreviewcommitteemeetings).Theymaybegrumpyordistracted.Surprise:theymaywaituntilthelastminutetoreviewyourapplication!

•  Reviewersmayworkinbitsandpiecesand/orskim.Organizeyourapplicationinaccessible,digestiblesections,usingformattingsothatitcanbereadefciciently.

•  Organizewithappropriateheadingsandsub-headings,whitespace,cigurecaptions,tablecaptions,usingsimpleandobviousnumericalclassicications.

•  Makeiteasytoenjoyreadingyourapplication;usegoodwritingpractices,i.e.,thesisstatement,topicsentences,supportingparagraphs,conclusion,etc.

Knowyouraudience.Don’tmakereviewersdoextraworktounderstandyourproposal

3.3UND E R S T A N D I N G T H E R E V I EW P R O C E S S

THEAPPLICATION

•  Avoidabbreviations,acronymsandjargonthatanon-expertwon’tunderstand.Ifyou

useabbreviations,fullydecinethemthecirsttime-i.e.,UniversityofRochester(UR).

•  Don’trelyonlyonyourcomputerspelling/grammarchecker.Useadictionaryandathesaurus;proofreadandpolish.

•  Editingtip:Proofreadinseveralformats-changethefontdrastically,changethescreensize…anythingtomakeyourselfapproachtheproposalafresh.

•  Spelling,formatting,andgrammaticalerrorsraisea“redclag”andperhapsmoreimportantly,annoyreviewers.

o  Mechanicalerrorsdistractfromtheproposedideasandreclectpoorlyontheapplicant.

o  Presentationspeakstothecredibilityoftheproposer-iftheproposalispreparedcarefully-byimplication-theresearchwillbecarefullyconducted.

o  Usedirectshortsentences.Long,convoluted,complexsentencescanlosethereaderalongtheway.

o  Researchhasdemonstratedthattheaveragereaderlosesthethreadofanargumentafter~15words.Neverusealong,compoundsentencewhentwoshortersentenceswilldo!

o  Printoutahardcopyatleastonce.Flawssuddenlybecomeapparentonpaper.

3.4E N G L I S H U S A G E – P R OO F R E A D I N G T I P S

THEAPPLICATION

•  Ensurethatafairlycinaldraftisreviewedatleastbyyouradvisor.•  Otherswhocanhelp:

o  Additionalfacultyinyourdirectresearchareacancheckrelevance,accuracy,ambiguities,andthequalityofproposal.

o  Ageneralistcancheckforclarity,languageclow.

o  Someonewhoisagoodeditor/writer;choosesomeonewhocanbe(kindly)criticalandhonest.

o  Yourletterwriters–shareyourproposalwiththem

o  IfEnglishisnotyournativelanguage,alwaysengageanativeEnglishspeaker’shelp.

Giveinternalreviewersenoughtimetodoathoroughjob.

3.5I N T E R N A L R E V I EW I S E S S E N T I A L

STARTEARLYWellbeforethedeadline:•  RequesttranscriptsandGREscoreswellinadvance.•  Enlisthelpfromdepartmentaladministrativestaff,graduatecoordinator,peers,others(parents)for

proofreading.•  Obtainsupporters’agreementtowritelettersofsupportearly;thesearecriticaltofellowship

submissions.•  Providesupporterswithadraftofyourproposalandyourrésumé.•  Startwriting!Writeafewhourseveryday,notinonelongmarathon.Beforethedeadline:•  Bepreparedtosubmitaheadoftime!

Ø  Onthedayofdeadlineinvariably:o  Thecopymachineisoccupiedbyothersorisbrokendown.o  Yourlaptophasavirus,yourharddrivecrashed,you’velostallyourdata.o  Youradvisorisaway;everyoneinthedepartmenthasleftfortheday.o  Theonlineportalisbusyormalfunctioning.Yougettheidea…….

•  Ifpapercopy,sendoutbyFedExorexpressmail/courierandtrackthepackage.•  Ifonlineindependentsubmission,makesuretosubmit

atleast2daysinadvanceofthedeadline.Thedayofthedeadline:It’sover.Relax.Getsomesleep!!J

ORGANIZINGTHEPROPOSAL

1)  TitleorCoverpage/Onlineinfo2)  Abstract/ProjectSummary

Ø  ForNSF-Overview,IntellectualMeritandBroaderImpact3)  HypothesisandObjectives4)  SpecicicAims(especiallyforNIH)5)  BackgroundandSignicicanceSection6)  PreliminaryData/Studies7)  ResearchDesign&Methods;forNIH,ResearchStrategy(mayinclude

assessment)8)  LiteratureCited/Bibliography9)  AppendedDocuments/Sections(mayberequired)o  Personalessayo  Essayoncareerplanso  CVorrésuméo  Lettersofsupportfromfacultyo  Budgetandbudgetjusticicationo  FacilitiesandOtherResources(i.e.,accesstolab,libraries,specialized

equipment,sharedresourcesandfacilities).

5.0S E C T I O N S F O R M AN Y F E L L OW S H I P A P P L I C A T I O N S

THEPROPOSAL-GENERAL

•  Tailoryourproposaltothemostimportantinformation,basedonthespecicicspaceconstraintsofeachsponsor.

•  Demonstratefocused,original,innovative,andfeasibleresearch.

•  Forscienticicproposals,proposealternativestrategies,incasetheoriginalexperimentsormethodsfail.

•  Usediagrams,graphics,tablesandcigures:“Apictureisworthathousandwords”.However,bemindfulthatthatcopiesmayprintinblackandwhite.

•  Keepreviewersengagedwithyourexcitementandpassionforthetopic.

Writeandrewrite:workandpolishtheproposal. Even

withinputfromothers,alwayskeepyourownauthenticvoice.

THEPROPOSAL-GENERAL•  Don’toverstateorimplythatastudywillbecarriedout"becauseithasnever

beendone"or"therearenodataon…"

•  Beconcident,butnotarrogant-remember,youarestillastudent/trainee.Reviewerswillappreciatetheappropriatetone.

•  Ontheclipside,don’tbetootentative.YouareamemberoftheURresearchcommunity,whichhasbeendeemedeminentlyfund-worthybythefederal&stategovernment,industryandprivatedonors.

•  Passive,tentativelanguageweakensproposals.Projectthatyouhaveeveryintentionofachievingyouraims.Reviewersdislikesentencessuchas“Ihopetoattempttoseekthedevelopmentof….”

•  Stateexplicitlyhowtheproposalrelatestothemission,objectivesandprioritiesofthesponsor.

•  Referenceyourwriting.Useintellectualintegrityinallyourwriting.

THEPROPOSAL

Helpfultousefollowingexampleheadingsandexpand,insequence:•  HypothesisandLong-TermObjectives•  SpecicicAims•  BackgroundandSignicicance:CurrentStateofKnowledge(Literaturereview)•  PreliminaryStudies(studentsmaynothavepreliminarydata)•  ResearchDesignandMethodsorifNIH,ResearchStrategy•  Timetable-graphictimeline,ifpossible•  StrengthsandWeaknesses-berealistic,butnotself-defeating.Thissection

demonstratesthatyouarepreparedforeventualities.Reviewersdon’texpectyoutohavealltheanswers.

•  Conclusion-wrapitup,ifpossible.Oftenthereisnot enoughspaceforageneralconclusion.

6.2S P E C I F I C C OM PON E N T S F O R S T EM A N D S O C I A L S C I E N C E S

THEPROPOSAL

•  Thebodyoftheproposalcantaketheformofadescriptivenarrativeoranswerstospecicicquestionsoraspecicicneed.

•  Thesponsor’sstatedhumanisticpriorities,inadditiontoapplicationinstructions,canguidetheorganizationofyourproposal.

•  Beginbyoutlininginformationguidedbycivequestions,basictomostresearchproposals:1)  Whatisityouwanttolearn?2)  Howareyougoingtolearnthis?3)  Whyisitworthdoing-whyisitimportant?4)  Timelineanddesiredoutcome-completeddissertation,archivalresearch,

additionalchapterscinalized?5)  Howwillreceiptofthefellowshipadvanceyourresearch?Howareyouuniquely

qualiciedtoconductthestudy?•  Outlinethewholeproposal,thenreviewtoseethateverythingrequiredisincluded,with

minimalredundancy,andthattheorganizationisaseffectiveaspossible.•  Endonahighnote-concludewiththeinspirationalstatement,signicicancetoyourcield.

6.3S P E C I F I C I N S T R U C T I O N S F O R H UMAN I T I E S

TITLEPAGE&PROJECTTITLE

•  Fillintitlepage/coverpagecompletelyandaccuratelyandensurethatanysignaturesareobtained,ifneeded.

•  Thetitleofyourprojectisimportant.

o  Itsetsthecirstimpression.

o  Oftenused,alongwiththeAbstract/ProjectSummary,toroutetheapplicationtotheappropriatereviewcommittee(s).

o  Yourtitleshouldbedescriptive,specicicandappropriate,andshouldreclecttheimportanceoftheproposal.

o  Acatchytitleandacleveropeningwillpotentiallygetyoutheattentionyouneedtostandoutamongothersvyingforthesamefunding.

ABSTRACT/SUMMARYOFPROPOSAL

Theabstractisaconcisedescriptionoftheproposal,evenwhenitisseparatedfromtheapplication.SometimescalledProjectSummaryorExecutiveSummary.Itshouldstandonitsown.Notallfellowshipapplicationsrequireanabstract,butiftheydo…….Thismaybethemostimportantsectioninyourapplication.

•  Itisthecirstsectionreadandsetsthecirstimpression.•  Workonitaftermostoftheproposalhasbeenwrittenandcine-tuned.•  ORwriteitcirstanduseitasanoutlineforyourproposal,tweakingattheend.•  Itmustbeunderstoodbybothexpertsinyourcieldandbygeneralists.•  Forscienticicabstractsusethird-personlanguage.•  Theprimaryreviewer(s)readtheentireapplication,butothersmayread

onlytheabstract;itmaybetheonlysectionreadbyallthemembersofthereviewcommitteewhorecommendfunding(ornot).

HYPOTHESIS,VISION&LONG-TERMOBJECTIVES

•  Atestablehypothesis-drivenproposalismostpersuasiveforscienticicproposalsusinganempiricalapproach.

•  ForHumanitiesproposalsthiswillbetheidea/vision/statementofneed,i.e.,“theimportantinsightortheenduringquestion”thatexaminessomethingaboutthehumancondition.

•  Beginwiththestatedhypothesisoridea,andlinkittoyourlong-termobjectives.

•  Whatdoyouintendtoaccomplish?•  Whatisthesignicicanceandrelevanceoftheresearch?

SPECIFICAIMS•  SpecicicAimsaredifferentfromthehypothesis/ideaandserveadifferent

purpose.•  Thesearethespecicicsteps,experiments,cield–work,archivalwork,

comparativestudiesandreadingsthatwillbeundertakeninordertoful8illthelong-termobjectives.

•  Presenttheminalogicalandsequentialorder;refertothemthroughoutthe

proposallinkingwritingbacktoSpecicicAims.•  Indicateprioritiesandfeasibility.

•  BereasonableaboutwhatcanaccomplishedwithintheperiodoffundingØ  Example:Manyfellowshipsareavailableforoneyearonly-whatcanberealistically

accomplishedinoneyear?•  Forlongerprojectsthathavenumerousincrementalsteps,deviseaplanfor

benchmarksoranassessmentofresultsalongtheway.

BACKGROUND&SIGNIFICANCE

•  Thissectionshouldanswerthreequestions:

1)Whatisalreadyknown?

2)Whatiscurrentlynotknown?

3)Whyisitimportanttogainunderstanding/knowledge?

•  Brieclyoutlinethehighlightsinthebackgroundsection.Criticallyevaluaterelevantliterature:don’tjustpresentacompendiumorlist.

•  Discussanycontroversy,disagreement,and/ordiscrepanciesinthepublishedresults.

•  Identifyspecicicgapsandcontradictionsthatwillbeclariciedbyyourstudy.Carrythisintotherationaleforyourproposal.

•  Emphasizetheimportanceandrelevancewhichconnectsyourhypothesesandlong-termobjectivestotheliteraturereview.

11.0C U R R E N T S T A T E O F K N OW L E D G E

PRELIMINARYDATAANDEXPERTISE

•  Describerelevantpreliminarydata.•  Beginningstudentsmaynothavetheirowndata-stateifyouarebuildinguponyouradvisor’s/group’sresearch.Theextentofthissectionwilldependuponwhereyouareinyourgraduatecareerand/ortheagency’srequirements.

•  Reviewothers’preliminarystudies,resultsandscholarship.Thiswillhelpestablishyourexperience,competenceandcredibility.

•  Persuadereviewersofyourrelevanttraining,andthatyouhavesubstantivedataorareworkingwithanexpertwhodoes.Ø  Summarizeanyrelevantpreviouswork,highlightinguniquequalicicationsandskills.Explainhowtheseskillsareutilizedinyourproposedstudy.

Ø  Listanypublicationsandposterpresentations(ifpermitted).Ifpreviouslyfundedbytheagency,statethatelegantly.

RESEARCHDESIGN&METHODSResearchDesign&MethodssectionoutlineshowyouplantofulAilltheSpeciAicAims.

•  Presentthissectioninalogicalandsequentialorder.•  DescribetherelationshipofeachSpecicicAimtoeachotherandtotheoverall

objectives.ThenoutlinethedesignandmethodstoaccomplisheachAim,andexplainwhythisapproachwaschosen.

•  Reference,butdonotdescribeindetail,well-knownorstandardprocedures.•  Describeproceduresthatareneworunlikelytobeknowntoreviewers.•  Fornewmethods,explainwhytheyare“better”thanexistingmethods(more

cost-effective,fewersteps,lessadverseenvironmentalimpact,utilizenewtechnology,etc).

•  Discusscontrolexperiments,ifrelevant.•  Explainprocessesfordatacollection,analysisandinterpretation.•  Acknowledgepotentialdifcicultieswithmethodology-suggestalternative

procedurestoachievetheaims.•  Statepossibleweaknessesand/orambiguitiesandyourresponse(i.e.,

preemptreviewercriticisms).

RESEARCHSTRATEGY-NIHOrganizetheResearchStrategyinthespeciciedorder

andusingtheNIHinstructions:

SigniWicance•  Importanceoftheproblemorcriticalbarrierto

progress.•  Howtheproposedprojectwillimproveknowledge/

technology.•  Howcieldwillbechangediftheproposedaimsare

achieved. Innovation

•  Howproposalchallengesandseekstoshiftcurrentresearch.

•  Noveltheoreticalconcepts,approachesormethodologies,instrumentationorintervention(s).

Approach•  Overallstrategy,methodology,andanalysestobeused

toaccomplishthespecicicaims.•  Potentialproblems,alternativestrategies,benchmarks.•  Anystrategytoestablishfeasibility;strategiestodeal

withhazardousmaterials.

BUDGETMostagenciesstateanallowablebudgetforfellowships,independentofthescientiWicmeritoftheapplication.ThisinformationcanbefoundonthewebsiteandGuidelines.

•  Fellowshipsaretypicallylimitedtoafewcategoriesofexpense:

ü Stipendü Tuition(costofeducationorinstitutionalallowance)ü Travelü Suppliesü  Institutionalpaymentforrelatedfees

•  Thebudgetusuallystandsalone;aseparatesectionfromtherestoftheapplication.•  Althoughrareforgraduatefellowships,abudgetjusticicationissometimesrequired.

Yourbudgetiscinancialdescriptionofyourproject;thejusticicationispersuasive,explanatorydetailastohowyouarrivedatthiscalculation.

•  Writethebudgetjusticicationinthesameorderasthelineitemsorintheorderthesponsorlistslineitemsforthebudget.Usethird-personlanguage.

Ø  Example:$1,000toattendtheAmericanEconomicSocietyannualmeetinginChicago,ILisrequestedtopresentaposter.Thesecostsareestimatedasfollows:airfare$500(estimatesbaseduponInternetsiteExpedia);conferenceregistration$200,andsubsistence$300(basedupon$75perdayforfourdays).

BUDGET•  MethodofPayment:Doesthepaymentcometotheinstitutionorwillthe

awardcomedirectlytotheawardee?

•  TaxImplications:AllstipendsmustbereportedtotheIRSfortheamountofstipendpaid.UndercurrentlawsandregulationsthefellowisresponsibleforsubmittingestimatesofincometotheIRSandpayingtheamountdue.ThefellowmayhaveasimilarliabilityforStateand/orlocaltaxes.URadministrationandfundingagenciesareprohibitedfromgivingtaxadvice.

•  Manynationalgraduatefellowshipsprovideaninstitutionalallowance(calledcostofattendanceand/orinstitutionalpayment).Typicallyprovidedtosupportpartialpaymentoftuitionandfees.Ø  Examples:theNSFGraduateResearchFellowship,theFordFoundationPre-doctoralFellowship,

TheACLS/MellonDissertationCompletionFellowship,theNationalDefenseScience&Engineering(NDSEG)fellowship,theHowardHughesMedicalInstitutePre-doctoralFellowship

•  Indirectcosts(overhead,F&Arate)arerarelyallowedforfellowships.

CURRICULUMVITAE-RÉSUMÉ

Mostapplicationsaskforsomekindofbiographicalinformation.•  FollowtheGuidelinesandprepareaccordingly.•  Ofteninformationisentereddirectlyintheonlineapplicationandnoseparate

résumé/CVisallowed.•  Ifallowed-makeitbrief(1-2pages,ifunspecicied).•  Useheadingsanddescribesequentially:educationalpreparation;research

experience;honorsandawards;publicationsandtalks,ifany;communityexperience,especiallyleadershiproles;additionalskills(language,specializedcomputerprograms,relatedworkexperience).

•  Lessismore–organizeinformationtobeeasilyaccessibletoreviewersandanyadministratorswhohandletheapplicationataglance.

•  Donotincludeanypersonalinformation(DOB,SS#,maritalstatus,personalwebpage,citizenshipstatus).Ø  Iftheagencyneedspersonalinformation,suchascitizenship,they’llrequestit.

LETTERSOFREFERENCE

•  Recommendationlettersand/orinstitutionallettersofendorsementorcommitmentaregenerallyacriticalpartofthefellowshipapplication.

•  Inadditiontointellectualmerit,fellowshipsareoftenreviewedonthebasisoftheapplicants’potentialorpromiseforscholarship.(Incontrasttofacultyproposalswhicharealsoreviewedforrecordofproductivityasevidencedbypublications,fundedgrants,priorresults).

•  Recommendationlettersmayhavespecicicformat,submissionandpagelimitations.Providecompleteinstructionstofacultysupportersandallowthemenoughtimetoprovideathoughtfulandsubstantiveletter.

•  Makeiteasyforrecommenderstodoagoodjob!Ø  SendsupportersdraftsofyourmaterialØ  RemindthemofthedeadlineandsubmissionprocessesØ  Providename/emailofyourgraduaterep.ordepartmentsecretary

ifconcidentialityiswarrantedorrequestedbytheagency/sponsor

INSTITUTIONALOVERSIGHT

ORPA–theOfWiceforResearchandProjectAdministrationatURprovidesinstitutionaloversightoverallsponsoredresearch.www.rochester.edu/orpa

•  ORPA–providesmanyservicestoresearchersforpre-award(proposal)developmentandsubmission.

•  IfaproposalrequiresinstitutionalcontactsoranauthorizedsigningofcicialanORPArepresentativemustbelisted.

•  ORPAistheonlyofcicethatcansubmitaproposalfortheinstitution.Readtheprograminstructions–mostfellowshipsarenotsubmittedviatheinstitution,howevermostgrantsare.

•  ORPAmayneedtoprovidealetterattestinghowfellowshipfundswillbeappliedand/orthatnooverheadischarged.

•  ORPAmayverywellnotplayaroleinyoursubmission,butinformingyourdepartmentofyourintentionwillprecludeanyconfusionaboutwhetherORPAshouldbeinvolved.

POSTSUBMISSION&AWARDCONSIDERATIONSü  InformyourGraduateStudiesOfciceifyouhavereceivedafellowship.

Wetrackthisinformation.•  ShouldyoureceiveachecktoURforeducationalfees,contactthe

GraduateStudiesOfcice.Staffcanassistwithdepositandset-upofasponsoredresearchaccountforresearchrelatedexpenses.

•  Ifthesponsorrequiresprogressorcinalreports,makesurethesearepreparedandsubmittedtimely.

•  Evenifnoreportsarerequired,sendaformalnoteofthankstotheprogrammanager.

•  Follow-upwiththesponsorasyouachievebenchmarksinyourcareer.Sponsorswanttoknowthattheirinvestmenthasimpact.Ø  Example:MellonFoundationfundedyourdissertationcompletion.Onceyouhavepublishedyourthesis,sendacopywithanotethankingthemfortheirsupport.

•  Ifyouaresuccessful,youhavejoinedanelitegroupofscholarswhohavebeenfunded;thecontactsyoumakeviathisprocessmaybeusefulnetworkingcontactslater.

COMMONPITFALLS•  Poor(sloppy)presentationand/ornotenoughfocusfortheproposedproject.

•  Incompleteapplication;noncompliancewithinstructions;formattingandmaterialsnotinaccordancewithGuidelines.

•  Thestudent/investigatorrunsoutoftimetodoathoroughjoband/orenlistotherswhocanbecrucialtothesuccessoftheproposal.

•  Forfoundationalfundingespecially,theresearchideaisnotcompelling;notinnovative,notground-breakingornotalignedwithmissionofthesponsor.

•  Proposalisunrealisticallyambitious.Therearenoclearlydecinedprioritieswithnosenseofwhatcanbeaccomplishedduringthetermofthefellowship.

•  Theliteraturepriorstudiesreviewislacking.Ø  Noevidencethattheproposerisfamiliarwithpriorwork/knowledgeinthecield.

THEGOODNEWS….

•  Youareagraduatestudentatamajorresearchuniversity•  YourURpeershavebeensuccessfulinsubmissionandreceiptoffellowships.•  Thereareinstitutional,onlineresourcestohelpyoucindappropriatefunding.•  TherearepeopleatURwhocanhelpyounavigatethisprocess.•  Youradvisor,departmentanduniversityareallinvestedinnurturingyour

successandprofessionaldevelopment.•  Youwilllearnagreatdeal-mostwritingcanbere-purposed.•  Fellowshipreceiptisarésumé/careerbuildingendeavor.•  Experiencewillhelpineachsubsequentapplication.Goodgrantsmanshipisthecombinationofagreatideacoupledwithclearandpersuasivewriting,meticulousattentiontodetail,andduediligencetosponsorguidelines.

PANELISTSIskanderZulkarnain–VisualandCulturalStudiesCLIRFellow,previousMellon/ACLSDissertaFonCompleFonFellowshipLisaVandenbossche–EnglishMcNeilCenterforEarlyAmericanStudiesDissertaFonFellowshipandLibraryCompanyofPhiladelphiaFellowshipsRubenYepezMunoz–VisualandCulturalStudiesMellon/ACLSDissertaFonCompleFonFellowshipJenniferSuor–ClinicalandSocialSciencesinPsychologyNIHNaFonalResearchServiceAward(NRSA)CollinScllman–PhysicsandAstronomyDOENNSAStewardshipScienceGraduateFellowshipChristopherFarrar–BiomedicalEngineeringNIHNaFonalResearchServiceAward(NRSA)