Writing Proposals First Steps – Before the Proposal

Writing ProposalsWriting Proposals

First Steps – Before the First Steps – Before the ProposalProposal

1.1. Write a concept paperWrite a concept paper Usually 2-4 pagesUsually 2-4 pages What is going to be done? What is going to be done? Why is it important to do it? Why is it important to do it? How will it be done and by whom? How will it be done and by whom? How much money is required and for what How much money is required and for what

general purposes? general purposes?

2.2. Share the paper with colleaguesShare the paper with colleagues

3.3. Identify funding resourcesIdentify funding resources

Some Potential Sources for Some Potential Sources for FundingFunding

Government AgenciesGovernment Agencies

Research Fellowships & Post-Research Fellowships & Post-Graduate ResearchGraduate Research

Conferences and EventsConferences and Events Study GrantsStudy Grants Research GrantsResearch Grants Solicited ProposalsSolicited Proposals

CorporationsCorporations

Corporations sometimes provide Corporations sometimes provide funding to institutions and individuals.funding to institutions and individuals.

Funding is usually tied to public Funding is usually tied to public relations, though some research is relations, though some research is contracted out to universities.contracted out to universities.

Funding is usually obtained through Funding is usually obtained through personal contacts rather than personal contacts rather than solicitationssolicitations

Some Guides to Corporate Some Guides to Corporate FundingFunding

Corporate 500: The Directory of Corporate Corporate 500: The Directory of Corporate Philanthropy, San Francisco, CA: Public Philanthropy, San Francisco, CA: Public Management Institute; Management Institute;

Corporate Giving Directory. Detroit, MI: Corporate Giving Directory. Detroit, MI: Taft Group; Taft Group;

National Directory of Corporate Giving, NY: National Directory of Corporate Giving, NY: Foundation Center; and Foundation Center; and

Corporate Giving Yellow Pages. Detroit, MI: Corporate Giving Yellow Pages. Detroit, MI: Taft Group. Taft Group.

Private Foundations (1)Private Foundations (1) There are thousands of private There are thousands of private

foundations in Europe, the Americas, foundations in Europe, the Americas, Asia, and the Middle East.Asia, and the Middle East.

Private Foundations (2)Private Foundations (2) To identify private foundations:To identify private foundations:

Research such books as the Research such books as the Foundation Foundation DirectoryDirectory or the or the International Handbook International Handbook of Associations;of Associations;

Talk with your colleagues;Talk with your colleagues; Search the Internet; and,Search the Internet; and, Read scholarly journals and pay Read scholarly journals and pay

attention to who sponsored the attention to who sponsored the research.research.

Proposals to Private Proposals to Private Foundations (3)Foundations (3)

Proposals to foundations have a better Proposals to foundations have a better chance of succeeding if they are chance of succeeding if they are preceded by an informal contact.preceded by an informal contact.

This contact is usually a brief letter This contact is usually a brief letter outlining the proposed project, and outlining the proposed project, and could lead to a meeting to discuss the could lead to a meeting to discuss the project further.project further.

This letter of inquiry is crucially This letter of inquiry is crucially important.important.


Most foundations have specific areas Most foundations have specific areas of interest for which they award of interest for which they award funds.funds.

It is essential that the grant seeker It is essential that the grant seeker identify those foundations whose identify those foundations whose interests match the proposed project.interests match the proposed project.


The initial letter of inquiry should The initial letter of inquiry should demonstrate that the investigator is demonstrate that the investigator is acquainted with the work and acquainted with the work and purposes of the foundation being purposes of the foundation being approached. approached.


The letter should point out the significance of the project The letter should point out the significance of the project and include:and include:

Who will benefit?Who will benefit?

Who cares about the results?Who cares about the results?

What difference will it make if the project is not funded?What difference will it make if the project is not funded?

An indication that the project has been thought through.An indication that the project has been thought through.

A demonstration of the writer's grasp of the subject and A demonstration of the writer's grasp of the subject and credentials to undertake the project.credentials to undertake the project.

It will emphasize that this is a preliminary inquiry and that the It will emphasize that this is a preliminary inquiry and that the investigator will send further details if the foundation wishes, investigator will send further details if the foundation wishes, or, if possible visit the foundation to discuss the project in or, if possible visit the foundation to discuss the project in depth.depth.


Directories and other general sources Directories and other general sources of information usually indicate a of information usually indicate a foundation’s areas of interestsfoundation’s areas of interests

More detailed guidance can be More detailed guidance can be gleaned from the foundation's annual gleaned from the foundation's annual reports and from the list of projects reports and from the list of projects that the foundation has actually that the foundation has actually supported.supported.


In general, foundations are interested in In general, foundations are interested in innovative projects that are:innovative projects that are:(1) relevant to pressing national or regional (1) relevant to pressing national or regional

problems;problems;(2) relevant to new methods in education;(2) relevant to new methods in education;(3) capable of serving as a model or stimulus for (3) capable of serving as a model or stimulus for

further or related work in its general area;further or related work in its general area;(4) capable of being continued after the end of (4) capable of being continued after the end of

the funding period without further assistance the funding period without further assistance from the foundation; and,from the foundation; and,

(5) not eligible for funding by governmental (5) not eligible for funding by governmental agencies or the investigator's own institution. agencies or the investigator's own institution.

International Organizations and International Organizations and NGOsNGOs

The United Nations and International The United Nations and International Organizations do provide grants, though Organizations do provide grants, though not usually for research.not usually for research.

The local offices of these organizations The local offices of these organizations often solicit assistance. Increasing often solicit assistance. Increasing emphasis on monitoring and evaluation, emphasis on monitoring and evaluation, especially impact evaluation provides a especially impact evaluation provides a major role for the universities in the West major role for the universities in the West Bank and Gaza.Bank and Gaza.

The ProposalThe Proposal

What is a Proposal?What is a Proposal?

A confidence builder, a persuasive toolA confidence builder, a persuasive tool It convinces people with funds (who don’t know It convinces people with funds (who don’t know

you) that you are worth fundingyou) that you are worth funding A contractA contract

After the award, the proposal often becomes After the award, the proposal often becomes part of the contract – so be careful of what you part of the contract – so be careful of what you promise.promise.

A plan of actionA plan of action The proposal spells out what you are going to do The proposal spells out what you are going to do

and when you are going to do it.and when you are going to do it.

Common Types of Proposals Common Types of Proposals (1) (1)

Solicited proposalsSolicited proposals Proposals submitted in response to a Proposals submitted in response to a

specific solicitation issued by a sponsor.specific solicitation issued by a sponsor. Typically called Request for Proposals Typically called Request for Proposals

(RFP), or Request for Quotations (RFQ)(RFP), or Request for Quotations (RFQ) Usually specific in their requirements Usually specific in their requirements

regarding format and technical content, regarding format and technical content, and may stipulate certain award terms and may stipulate certain award terms and conditions.and conditions.

Common Types of Proposals Common Types of Proposals (2)(2)

Unsolicited proposalsUnsolicited proposals Submitted to a sponsor that has not Submitted to a sponsor that has not

issued a specific solicitationissued a specific solicitation The sponsor is believed by the The sponsor is believed by the

investigator to have an interest in the investigator to have an interest in the subject.subject.


PreproposalsPreproposals Requested when a sponsor wishes to minimize Requested when a sponsor wishes to minimize

an applicant's effort in preparing a full an applicant's effort in preparing a full proposal.proposal.

Preproposals are usually in the form of a letter Preproposals are usually in the form of a letter of intent, brief abstract, or concept paper. of intent, brief abstract, or concept paper.

After the preproposal is reviewed, the sponsor After the preproposal is reviewed, the sponsor notifies the investigator if a full proposal is notifies the investigator if a full proposal is warranted.warranted.


Continuation or Non-Competing Continuation or Non-Competing proposalsproposals Confirm an original proposal and funding Confirm an original proposal and funding

requirements of a multi-year project for requirements of a multi-year project for which the sponsor has already provided which the sponsor has already provided funding for an initial period (normally funding for an initial period (normally one year). Continued support is usually one year). Continued support is usually contingent on satisfactory work progress contingent on satisfactory work progress and the availability of funds.and the availability of funds.


RenewalRenewal or or competingcompeting proposalsproposals Requests for continued support for an Requests for continued support for an

existing project that is about to existing project that is about to terminate, and, from the sponsor's terminate, and, from the sponsor's viewpoint, generally have the same viewpoint, generally have the same status as an unsolicited proposal.status as an unsolicited proposal.

Research vs. Project Research vs. Project ProposalsProposals

A research A research proposal proposal emphasizes the emphasizes the contribution that contribution that the research will the research will make to the field.make to the field.

A project proposal A project proposal emphasizes the emphasizes the impact the activity impact the activity will have.will have.

Evaluation is more Evaluation is more usually more usually more important in important in project proposals.project proposals.

Elements of the ProposalElements of the Proposal

What do you want to do, how much will it What do you want to do, how much will it cost, and how much time will it take?cost, and how much time will it take?

How does it relate to sponsor’s interest?How does it relate to sponsor’s interest? What difference will the project make?What difference will the project make? What has already been done in the area of What has already been done in the area of

your project?your project? How do you plan to do it?How do you plan to do it? How will the results be evaluated?How will the results be evaluated? Why should you, rather than someone else, Why should you, rather than someone else,

do this project?do this project?

Research ProposalsResearch Proposals

Parts of a Research ProposalParts of a Research Proposal

Title (or Cover) PageTitle (or Cover) Page AbstractAbstract Table of ContentsTable of Contents IntroductionIntroduction BackgroundBackground Description of Proposed ResearchDescription of Proposed Research Description of Relevant Institutional ResourcesDescription of Relevant Institutional Resources List of ReferencesList of References PersonnelPersonnel BudgetBudget

Adapted from: Adapted from: Proposal Writer's GuideProposal Writer's Guide By Don Thackrey, By Don Thackrey, University of Michigan. University of Michigan. hhttp://www.research.umich.edu/proposals/PWG/pwgcontents.htmlttp://www.research.umich.edu/proposals/PWG/pwgcontents.html

Title PageTitle Page

The format is often specified by the funding The format is often specified by the funding agencyagency

The principal investigator, department head, and The principal investigator, department head, and university official usually signuniversity official usually sign

Name of organization being submitted toName of organization being submitted to Title of the proposalTitle of the proposal Starting date and budget periodStarting date and budget period Total funds requestedTotal funds requested Name and address of institutionName and address of institution The title page should be professional looking, but The title page should be professional looking, but

do not use fancy covers, bindings, etc. do not use fancy covers, bindings, etc.

A good titleA good title

The title is important. It should The title is important. It should reflect the focus of your project.reflect the focus of your project.

The most important words should The most important words should come first.come first.

Avoid words that add nothing to a Avoid words that add nothing to a reader’s understanding such as reader’s understanding such as “Studies on…,” Investigations..,” or “Studies on…,” Investigations..,” or “Research on Some Problems in…”“Research on Some Problems in…”

Hints for Title PageHints for Title Page

A good title is briefA good title is brief

For example, this title -For example, this title -

Title #1 - Title #1 - The Systematic Development of a Local The Systematic Development of a Local Initiative to Create a Learning Center for Community Initiative to Create a Learning Center for Community EducationEducation

can be shortened to - can be shortened to -

Title #2 - Title #2 - A Local Learning Center for Community A Local Learning Center for Community EducationEducation

GUIDE FOR WRITING A FUNDING PROPOSAL. S. Joseph Levine, Ph.D. Michigan State University East Lansing, GUIDE FOR WRITING A FUNDING PROPOSAL. S. Joseph Levine, Ph.D. Michigan State University East Lansing, Michigan, USA.Michigan, USA.

Table of ContentsTable of Contents

Very brief proposals with few sections Very brief proposals with few sections ordinarily do not need a table of contentsordinarily do not need a table of contents

Long and detailed proposals may require, Long and detailed proposals may require, in addition to a table of contents, a list of in addition to a table of contents, a list of illustrations (or figures) and a list of tables.illustrations (or figures) and a list of tables.

The table of contents should list all major The table of contents should list all major parts and divisions (including the abstract, parts and divisions (including the abstract, even though it precedes the table of even though it precedes the table of contents).contents).

The AbstractThe Abstract

Every proposal should have oneEvery proposal should have one In project proposals this is called the In project proposals this is called the

Executive SummaryExecutive Summary It should be written lastIt should be written last The abstract should summarize the The abstract should summarize the

projectproject It is the most important part of the It is the most important part of the

proposalproposal

Introduction (1) Introduction (1)

Start with a capsule statement of Start with a capsule statement of what is being proposed.what is being proposed.


You should not assume that your reader You should not assume that your reader is familiar with your subject. It should be is familiar with your subject. It should be comprehensible to an informed layman. comprehensible to an informed layman. It should give enough background to It should give enough background to enable him to place your research enable him to place your research problem in a context of common problem in a context of common knowledge and should show how its knowledge and should show how its solution will advance the field or be solution will advance the field or be important for some other work.important for some other work.


Do not to overstate, but do state Do not to overstate, but do state very specifically what the importance very specifically what the importance of your research is.of your research is.

Introduction (4)Introduction (4)

If the detailed exposition of the If the detailed exposition of the proposed research will be long or proposed research will be long or complex, the introduction may well complex, the introduction may well end by specifying the order and end by specifying the order and arrangement of the sections. arrangement of the sections.

Introduction (5)Introduction (5)

The general tone of the introduction The general tone of the introduction should be self-confident, but not should be self-confident, but not exuberant. Enthusiasm is not out of exuberant. Enthusiasm is not out of place, but extravagant promises are place, but extravagant promises are anathema to most reviewers.anathema to most reviewers.

Background (1)Background (1)

This section may not be necessary if This section may not be necessary if the proposal is relatively simple and the proposal is relatively simple and if the introduction can present the if the introduction can present the relevant background in a few relevant background in a few sentences.sentences.


If previous or related work must be If previous or related work must be discussed in some detail, however, or discussed in some detail, however, or if the literature of the subject must if the literature of the subject must be reviewed, a background or be reviewed, a background or literature review section is desirable. literature review section is desirable.


Literature reviews should be Literature reviews should be selective and critical.selective and critical.

Reviewers only want to know pertinent works Reviewers only want to know pertinent works and your evaluation of them. and your evaluation of them.

A list of works with no clear evidence that you A list of works with no clear evidence that you have studied them and have opinions about have studied them and have opinions about them contributes almost nothing to the them contributes almost nothing to the proposal. proposal.

Description of Proposed Description of Proposed Research (1)Research (1)

This section of the proposal is the This section of the proposal is the comprehensive explanation of the comprehensive explanation of the proposed researchproposed research

It is addressed to other specialists in It is addressed to other specialists in your field.your field.

It is the heart of the proposal and the It is the heart of the proposal and the primary concern of technical primary concern of technical reviewers.reviewers.


The description may need several The description may need several subsections. The description should subsections. The description should include:include: Aims or ObjectivesAims or Objectives MethodologyMethodology ResultsResults ConclusionConclusion


Be realistic in designing the program Be realistic in designing the program of work.of work.

Research plans should be scaled Research plans should be scaled

down to a specific and manageable down to a specific and manageable project.project.


The proposal should distinguish The proposal should distinguish clearly between long-range research clearly between long-range research goals and the short-range objectives goals and the short-range objectives for which funding is being sought.for which funding is being sought.

Often it is best to begin this section Often it is best to begin this section with a short series of explicit with a short series of explicit statements listing each objective, in statements listing each objective, in quantitative terms if possible. quantitative terms if possible.


If your first year must be spent If your first year must be spent developing an analytical method or developing an analytical method or laying groundwork, spell that out as laying groundwork, spell that out as Phase 1. Then at the end of the year Phase 1. Then at the end of the year you will be able to report that you you will be able to report that you have accomplished something and have accomplished something and are ready to undertake Phase 2. are ready to undertake Phase 2.


Be explicit about any assumptions or Be explicit about any assumptions or hypotheses the research method rests upon.hypotheses the research method rests upon.

Be clear about the focus of the research. In Be clear about the focus of the research. In

defining the limits of the project, especially defining the limits of the project, especially in exploratory or experimental work, it is in exploratory or experimental work, it is helpful to pose the specific question or helpful to pose the specific question or questions the project is intended to answer. questions the project is intended to answer.


Be as detailed as possible about the Be as detailed as possible about the schedule of the proposed work.schedule of the proposed work.

Include a schedule and calendar of Include a schedule and calendar of events. events.


Be specific about the means of Be specific about the means of evaluating the data or the evaluating the data or the conclusions. Try to imagine the conclusions. Try to imagine the questions or objections of a hostile questions or objections of a hostile critic and show that the research critic and show that the research plan anticipates them. plan anticipates them.


Be certain that the connection Be certain that the connection between the research objectives and between the research objectives and the research method is evident.the research method is evident.

If a reviewer fails to see this connection, If a reviewer fails to see this connection, he will probably not give your proposal he will probably not give your proposal any further consideration.any further consideration.

Description of Relevant Description of Relevant Institutional ResourcesInstitutional Resources

This section details the resources available This section details the resources available to the proposed project.to the proposed project.

Include the institution's demonstrated Include the institution's demonstrated competence in the pertinent research competence in the pertinent research area, its abundance of experts in related area, its abundance of experts in related areas, its supportive services that will areas, its supportive services that will benefit the project, and its unique or benefit the project, and its unique or unusual research facilities or instruments unusual research facilities or instruments available to the project.available to the project.

List of ReferencesList of References

If a list of references is to be included, it is placed If a list of references is to be included, it is placed at the end of the text proper and before the at the end of the text proper and before the sections on personnel and budget.sections on personnel and budget.

The style of the bibliographical item itself The style of the bibliographical item itself depends on the disciplinary field.depends on the disciplinary field.

Be consistent! Whatever style is chosen should Be consistent! Whatever style is chosen should be followed throughout.be followed throughout.

Personnel (1)Personnel (1)

The personnel section usually The personnel section usually consists of two parts:consists of two parts:

an explanation of the proposed an explanation of the proposed personnel arrangements; and,personnel arrangements; and,

biographical data sheets for each of the biographical data sheets for each of the main contributors to the project. main contributors to the project.


Specify how many persons at what Specify how many persons at what percentage of time and in what academic percentage of time and in what academic categories will be participating in the project.categories will be participating in the project.

If the program is complex and involves If the program is complex and involves people from other departments or colleges, people from other departments or colleges, the organization of the staff and the lines of the organization of the staff and the lines of responsibility should be made clear. responsibility should be made clear.


Any student participation, paid or Any student participation, paid or unpaid, should be mentioned, and the unpaid, should be mentioned, and the nature of the proposed contribution nature of the proposed contribution detailed.detailed.

If any persons must be hired for the If any persons must be hired for the project, say so, and explain why, unless project, say so, and explain why, unless the need for persons not already the need for persons not already available within the University is self-available within the University is self-evident. evident.


The biographical data sheets should follow The biographical data sheets should follow immediately after the explanatory text of the immediately after the explanatory text of the " personnel" section, unless the agency " personnel" section, unless the agency guidelines specify a different format.guidelines specify a different format.

For extremely large program proposals with For extremely large program proposals with

eight or more participants, the data sheets eight or more participants, the data sheets may be given separately in an appendix.may be given separately in an appendix.


All biographical data sheets within the All biographical data sheets within the proposal should be in a common proposal should be in a common format.format.

These sheets should be confined to These sheets should be confined to relevant information. Data on marital relevant information. Data on marital status, children, hobbies, civic activities, status, children, hobbies, civic activities, etc., should not be included unless the etc., should not be included unless the sponsor's instructions call for them. sponsor's instructions call for them.


The list of publications can be The list of publications can be selected either for their pertinence to selected either for their pertinence to the proposed work or for their the proposed work or for their intrinsic worth. All books written and intrinsic worth. All books written and a selection of recent or important a selection of recent or important journal articles written may be listed, journal articles written may be listed, but there is no need to fill several but there is no need to fill several pages with a bibliography. pages with a bibliography.

Budget (1)Budget (1)

Budgets are developed according to Budgets are developed according to sponsors and university guidelines. This sponsors and university guidelines. This section is an overview of common features. section is an overview of common features.

Depending on complexity, the budget Depending on complexity, the budget section may require not only a tabular section may require not only a tabular budget with line items, but may also require budget with line items, but may also require a budget summary and explanation or a budget summary and explanation or (budget justification or budget notes).(budget justification or budget notes).


Typical divisions of a budget are:Typical divisions of a budget are: Personnel;Personnel; Equipment; Equipment; Supplies;Supplies; Travel; and,Travel; and, Indirect costs.Indirect costs. Other categories can be added as Other categories can be added as

needed.needed.


The budget should make clear how The budget should make clear how the totals for each category of the totals for each category of expenses are reached.expenses are reached.

Salary information is particularly Salary information is particularly sensitive. It should be specified in sensitive. It should be specified in detail: principal investigator (1/2 detail: principal investigator (1/2 time for 3 months at $24,000 [9-time for 3 months at $24,000 [9-month appointment]) = $4,000. month appointment]) = $4,000.


The category of personnel includes The category of personnel includes not only the base salary or wage for not only the base salary or wage for each person to be employed by the each person to be employed by the project but also (listed separately) project but also (listed separately) the percentage added for staff the percentage added for staff benefits. benefits.


Any costs absorbed by the University Any costs absorbed by the University should be shown as cost sharing. should be shown as cost sharing.


Indirect costs are shown as a Indirect costs are shown as a separate category, usually as the last separate category, usually as the last item before the grand total. Indirect item before the grand total. Indirect costs are usually figured as a fixed costs are usually figured as a fixed percentage of total direct costs – but percentage of total direct costs – but this is a subject that bedevils this is a subject that bedevils investigators and sponsors alike.investigators and sponsors alike.


Cost sharing is required by many Cost sharing is required by many sponsors.sponsors.

It can be shown as a separate It can be shown as a separate column.column.

Frequently a portion of the salary of Frequently a portion of the salary of the principal investigator, paid from the principal investigator, paid from University funds, can be used to University funds, can be used to satisfy cost-sharing requirements. satisfy cost-sharing requirements.


Following is a budget checklist. It is Following is a budget checklist. It is illustrative only, to call attention to illustrative only, to call attention to the variety of expenses that might the variety of expenses that might arise in the conduct of a research arise in the conduct of a research projectproject

Different sponsors have different Different sponsors have different budget requirements. Pay careful budget requirements. Pay careful attention to their guidelines.attention to their guidelines.

Checklist for Proposal Checklist for Proposal Budget Items (1)Budget Items (1)

A. Salaries and WagesA. Salaries and Wages 1. Academic personnel1. Academic personnel

2. Research assistants2. Research assistants3. Stipends (training grants only)3. Stipends (training grants only)4. Consultants4. Consultants5. Interviews5. Interviews6. Computer programmer6. Computer programmer7. Tabulators7. Tabulators8. Secretaries8. Secretaries9. Clerk-typists9. Clerk-typists10. Editorial assistants10. Editorial assistants11. Technicians11. Technicians12. Subjects12. Subjects13. Hourly personnel13. Hourly personnel14. Staff benefits14. Staff benefits15. Salary increases in proposals that extend into a new year15. Salary increases in proposals that extend into a new year16. Vacation accrual and/or use16. Vacation accrual and/or use


B. EquipmentB. Equipment 1. Fixed equipment1. Fixed equipment

2. Movable equipment2. Movable equipment3. Office equipment3. Office equipment4. Equipment installation4. Equipment installation


C. Materials and SuppliesC. Materials and Supplies 1. Office supplies1. Office supplies

2. Communications2. Communications3. Test materials3. Test materials4. Questionnaire forms4. Questionnaire forms5. Duplication materials5. Duplication materials6. Animals6. Animals7. Animal care7. Animal care8. Laboratory supplies8. Laboratory supplies9. Glassware9. Glassware10. Chemicals10. Chemicals11. Electronic supplies11. Electronic supplies12. Report materials and supplies12. Report materials and supplies


D. TravelD. Travel 1. Administrative1. Administrative

2. Field work2. Field work3. Professional meetings3. Professional meetings4. Travel for consultation4. Travel for consultation5. Consultants' travel5. Consultants' travel6. Subsistence6. Subsistence7. Automobile rental7. Automobile rental8. Aircraft rental8. Aircraft rental9. Ship rental9. Ship rental


E. ServicesE. Services 1. Computer use1. Computer use

2. Duplication services (reports, etc.)2. Duplication services (reports, etc.)3. Publication costs3. Publication costs4. Photographic services4. Photographic services5. Service contracts5. Service contracts6. ISR services (surveys)6. ISR services (surveys)


F. OtherF. Other 1. Space rental1. Space rental

2. Alterations and renovations2. Alterations and renovations3. Purchase of periodicals and books3. Purchase of periodicals and books4. Patient reimbursement4. Patient reimbursement5. Tuition and fees (training grants)5. Tuition and fees (training grants)6. Hospitalization6. Hospitalization7. Page charges7. Page charges8. Subcontracts8. Subcontracts

G. Indirect CostsG. Indirect Costs

Appendices (1)Appendices (1) Reviewers almost never read Reviewers almost never read

appendices - and they may resent appendices - and they may resent the padding. The best rule of thumb the padding. The best rule of thumb is: is:

When in doubt, leave it out.When in doubt, leave it out.

Appendices (2)Appendices (2) Appendices to proposals are Appendices to proposals are

occasionally used for letters of occasionally used for letters of endorsement or promises of endorsement or promises of participation, biographical data sheets participation, biographical data sheets and reprints of relevant articles.and reprints of relevant articles.

If two or more appendices are included If two or more appendices are included in a proposal, they should be in a proposal, they should be designated Appendix A, Appendix B, designated Appendix A, Appendix B, etc.etc.

Non-Research GrantsNon-Research Grants(1)(1)

You might not be applying for a research You might not be applying for a research grant, but for outside sponsorship of an grant, but for outside sponsorship of an academic program involving a new academic program involving a new curriculum, a conference, a summer curriculum, a conference, a summer seminar, or a training activity. As in a seminar, or a training activity. As in a research proposal, your best guide is to research proposal, your best guide is to consult any guidelines that the sponsoring consult any guidelines that the sponsoring agency provides. In the event that none is agency provides. In the event that none is available, however, the following outline available, however, the following outline may be followed. may be followed.

Non-Research Grants (2)Non-Research Grants (2)

As in the Research Proposal, begin As in the Research Proposal, begin the proposal with an the proposal with an Executive Executive SummarySummary..

This should be followed by an This should be followed by an Introduction,Introduction, which includes a clear which includes a clear statement of need.statement of need.


The The BackgroundBackground section, describing the local section, describing the local situation and developmental activities to date, should situation and developmental activities to date, should begin the request.begin the request.

A A Program DescriptionProgram Description should come next. This should come next. This section contains elements common to the research section contains elements common to the research proposal. It lists the courses or instructional sessions proposal. It lists the courses or instructional sessions to be offered, the interrelationship of parts, and the to be offered, the interrelationship of parts, and the program leading to certification or a degree. It program leading to certification or a degree. It discusses the students or participants to be selected discusses the students or participants to be selected and served by the program, as well as plans for and served by the program, as well as plans for faculty retreats, negotiation with cooperating faculty retreats, negotiation with cooperating institutions, released time to write instructional institutions, released time to write instructional materials, and so on. materials, and so on.


Follow the Program Description with a Follow the Program Description with a section on section on Institutional CommitmentInstitutional Commitment.. Clarify here the agreements made by Clarify here the agreements made by

various departments and cooperating various departments and cooperating institutionsinstitutions

Detail the willingness of your institution to Detail the willingness of your institution to carry on the program once it has proven carry on the program once it has proven itself is certified. (Sustainability)itself is certified. (Sustainability)

This section is crucial to the success of This section is crucial to the success of curriculum development programs.curriculum development programs.


Complete the proposal withComplete the proposal with Institutional Resources, Institutional Resources, PersonnelPersonnel, and , and BudgetBudget sections, as sections, as in the research proposal.in the research proposal.

Style Tips (1)Style Tips (1)

General approach General approach Match the style to the reader. Match the style to the reader. Use everyday English. Use everyday English. Be politically correct. Be politically correct. Explain new ideas clearly. Explain new ideas clearly.


Phrasing and sentences Phrasing and sentences Avoid jargon Avoid jargon Keep away from stock phrases Keep away from stock phrases Avoid clichés Avoid clichés Keep sentences and paragraphs short Keep sentences and paragraphs short


Words Words Use short words Use short words Avoid legal words and pomposity. Avoid legal words and pomposity. Avoid neutral words. Avoid neutral words. Beware of ambiguous words. Beware of ambiguous words. Avoid tautology and redundant words. Avoid tautology and redundant words. Use concrete not abstract nouns. Use concrete not abstract nouns. Use active not passive verbs.Use active not passive verbs.


CheckCheck Your choice of words Your choice of words Spelling Spelling AbbreviationsAbbreviations


PunctuationPunctuation capital letters capital letters Apostrophes Apostrophes commas commas colons colons Semicolons Semicolons

Make it look readable (1)Make it look readable (1)

Check the layoutCheck the layout SpacingSpacing Margins Margins HeadingsHeadings Sections Sections Paragraphs Paragraphs ListsLists


Use appendicesUse appendices Charts and graphsCharts and graphs

For component comparison use pie charts.For component comparison use pie charts. For item comparison use bar charts.For item comparison use bar charts. For time series comparison use column charts For time series comparison use column charts

or line charts. or line charts. For frequency distribution use column charts. For frequency distribution use column charts. For frequency distribution use column charts. For frequency distribution use column charts. For correlation use bar charts or dot charts. For correlation use bar charts or dot charts.


Flow charts Flow charts Workflows charts: to show how people Workflows charts: to show how people

or work moves around a location or work moves around a location Schematic flow charts: for an overview Schematic flow charts: for an overview

of the stages of a process or project. of the stages of a process or project. Detailed flow charts: to show how work Detailed flow charts: to show how work

moves around between functions. moves around between functions.

Beginning and EndBeginning and End

Include in your proposal or report:Include in your proposal or report: title page with title and author title page with title and author contents page contents page summary summary appendices appendices page numbers. page numbers.

Consider using the following Consider using the following acknowledgment acknowledgment conclusion page conclusion page glossary glossary bibliography bibliography references references further addresses etc. further addresses etc.

Why Proposals are Rejected (1)Why Proposals are Rejected (1) From From University of MichiganUniversity of Michigan Proposal Writer's Guide Proposal Writer's Guide by Don Thackrey by Don Thackrey

The following is based on a list of short-comings of The following is based on a list of short-comings of 605 proposals rejected by the (US) National 605 proposals rejected by the (US) National Institutes of Health.Institutes of Health.

The list is derived from an article by Dr. Ernest M. The list is derived from an article by Dr. Ernest M. Allen (Chief of the Division of Research Grants, Allen (Chief of the Division of Research Grants, National Institutes of Health) that appeared in National Institutes of Health) that appeared in Science, Vol. 132 (November 25, 1960), pp. 1532-Science, Vol. 132 (November 25, 1960), pp. 1532-34. (The percentages given total more than 100 34. (The percentages given total more than 100 because more than one item may have been cited because more than one item may have been cited for a particular proposal.)for a particular proposal.)

Why Proposals are Rejected Why Proposals are Rejected (2)(2)

A. Problem (58 percent)A. Problem (58 percent) The problem is not of sufficient importance or is unlikely The problem is not of sufficient importance or is unlikely

to produce any new or useful information. (33.1)to produce any new or useful information. (33.1)

The proposed research is based on a hypothesis that rests The proposed research is based on a hypothesis that rests on insufficient evidence, is doubtful, or is unsound. (8.9)on insufficient evidence, is doubtful, or is unsound. (8.9)

The problem is more complex than the investigator The problem is more complex than the investigator appears to realize. (8.1)appears to realize. (8.1)

The problem has only local significance, or is one of The problem has only local significance, or is one of production or control, or otherwise fails to fall sufficiently production or control, or otherwise fails to fall sufficiently clearly within the general field of health-related research. clearly within the general field of health-related research. (4.8)(4.8)


The problem is scientifically premature and warrants, at The problem is scientifically premature and warrants, at most, only a pilot study. (3.1)most, only a pilot study. (3.1)

The research as proposed is overly involved, with too The research as proposed is overly involved, with too many elements under simultaneous investigation. (3.0)many elements under simultaneous investigation. (3.0)

The description of the nature of the research and of its The description of the nature of the research and of its significance leaves the proposal nebulous and diffuse significance leaves the proposal nebulous and diffuse and without a clear research aim. (2.6)and without a clear research aim. (2.6)


B. Approach (73 percent)B. Approach (73 percent) The proposed tests, or methods, or scientific procedures The proposed tests, or methods, or scientific procedures

are unsuited to the stated objective. (34.7)are unsuited to the stated objective. (34.7)

The description of the approach is too nebulous, diffuse, The description of the approach is too nebulous, diffuse, and lacking in clarity to permit adequate evaluation. (28.8)and lacking in clarity to permit adequate evaluation. (28.8)

The overall design of the study has not been carefully The overall design of the study has not been carefully thought out. (14.7)thought out. (14.7)

The statistical aspects of the approach have not been The statistical aspects of the approach have not been

given sufficient consideration. (8.1given sufficient consideration. (8.1))


The approach lacks scientific imagination. (7.4)The approach lacks scientific imagination. (7.4)

Controls are either inadequately conceived or inadequately Controls are either inadequately conceived or inadequately described. (6.8)described. (6.8)

The material the investigator proposes to use is unsuited to The material the investigator proposes to use is unsuited to the objective of the study or is difficult to obtain. (3.8)the objective of the study or is difficult to obtain. (3.8)

The number of observations is unsuitable. (2.5)The number of observations is unsuitable. (2.5)

The equipment contemplated is outmoded or otherwise The equipment contemplated is outmoded or otherwise unsuitable. (1.0)unsuitable. (1.0)


C. Investigator (55 percent)C. Investigator (55 percent) The investigator does not have adequate experience or The investigator does not have adequate experience or

training for this research. (32.6)training for this research. (32.6)

The investigator appears to be unfamiliar with recent The investigator appears to be unfamiliar with recent pertinent literature or methods. (13.7)pertinent literature or methods. (13.7)

The investigator's previously published work in this field The investigator's previously published work in this field does not inspire confidence. (12.6)does not inspire confidence. (12.6)


The investigator proposes to rely too heavily on The investigator proposes to rely too heavily on insufficiently experienced associates. (5.0)insufficiently experienced associates. (5.0)

The investigator is spreading himself too thin; he will be The investigator is spreading himself too thin; he will be more productive if he concentrates on fewer projects. more productive if he concentrates on fewer projects. (3.8)(3.8)

The investigator needs more liaison with colleagues in The investigator needs more liaison with colleagues in this field or in collateral fields. (1.7)this field or in collateral fields. (1.7)


The The D. Other (16 percent)D. Other (16 percent) Requirements for equipment or personnel are unrealistic. Requirements for equipment or personnel are unrealistic.

(10.1)(10.1)

It appears that other responsibilities would prevent devotion It appears that other responsibilities would prevent devotion of sufficient time and attention to this research. (3.0)of sufficient time and attention to this research. (3.0)

The institutional setting is unfavorable. (2.3)The institutional setting is unfavorable. (2.3)

Research grants to the investigator, now in force, are Research grants to the investigator, now in force, are adequate in scope and amount to cover the proposed adequate in scope and amount to cover the proposed research. (1.5)research. (1.5)

Web Sites with Proposal Web Sites with Proposal GuidesGuides

AAFRC Trust for Philanthropy AAFRC Trust for Philanthropy http://www.http://www.aafrcaafrc.org.org

Council on Foundations Council on Foundations http://http://cofcof.org.org

Foundation Center Online Proposal Writing Short Foundation Center Online Proposal Writing Short Course Course http://www.http://www.fdncenterfdncenter.org/.org/onlibonlib/prop.html/prop.html

The Corporation for Public Broadcasting (CPB). The Corporation for Public Broadcasting (CPB). Basic Elements of Grant Writing. Basic Elements of Grant Writing. http://www.http://www.cpbcpb.org/grants.org/grants

The Frontiers in Bioscience (FBS). The Frontiers in Bioscience (FBS). Tips for Writing Grant Proposals. Tips for Writing Grant Proposals. http://www.bioscience.org/current/grant.htmlhttp://www.bioscience.org/current/grant.html

http://www.aafrc.org/



http://cof.org/

http://cof.org/

http://cof.org/

http://www.fdncenter.org/onlib/prop.html





http://www.cpb.org/grants



http://www.bioscience.org/current/grant.html

Web Sites with Proposal Web Sites with Proposal GuidesGuides

The National Science Foundation. The National Science Foundation. A Guide to Proposal Writing. A Guide to Proposal Writing. http://www.nsf.gov/pubs/1998/nsf9891/nsf9891.htmlhttp://www.nsf.gov/pubs/1998/nsf9891/nsf9891.html

The Social Science Research Council. The Social Science Research Council. Art of Writing Proposals. Art of Writing Proposals. http://www.http://www.ssrcssrc.org/.org/artpropartprop.html.html

James Madison University. James Madison University. Overview of the Grant Writing Process. Overview of the Grant Writing Process. http://www.jmu.edu/sponsprog/tips2.htmlhttp://www.jmu.edu/sponsprog/tips2.html

Funding and Proposal Writing for Social Science Faculty Research.Funding and Proposal Writing for Social Science Faculty Research.http://www.http://www.uncunc..eduedu//deptsdepts//irssirss/writing.html/writing.html

University of Idaho Grant Directory University of Idaho Grant Directory http://radon.chem.http://radon.chem.uidahouidaho..eduedu/~/~pmitspmits/grants/grants

University of Michigan Proposal Writer's GuideUniversity of Michigan Proposal Writer's Guidehttp://www.research.http://www.research.umichumich..eduedu/research/proposals/proposal_dev//research/proposals/proposal_dev/pwgpwg//pwgpagepwgpage.html.html

http://www.nsf.gov/pubs/1998/nsf9891/nsf9891.html

http://www.ssrc.org/artprop.html





http://www.jmu.edu/sponsprog/tips2.html

http://www.unc.edu/depts/irss/writing.html









http://radon.chem.uidaho.edu/%7Epmits/grants/







http://www.research.umich.edu/research/proposals/proposal_dev/pwg/pwgpage.html









GuidebooksGuidebooksThere are many. A few There are many. A few

include…include… Burns, M. (1993). Proposal writer's guide. Burns, M. (1993). Proposal writer's guide.

Hartford, CN: Development and Technical Hartford, CN: Development and Technical Assistance Center. Assistance Center.

Hall, M. (1988). Getting funded: A complete guide Hall, M. (1988). Getting funded: A complete guide to proposal writing. Portland, OR: Continuing to proposal writing. Portland, OR: Continuing Education Publications. Portland State University. Education Publications. Portland State University.

Geever, J. (1997). The Foundation Center's guide Geever, J. (1997). The Foundation Center's guide to proposal writing. NY: Foundation Center. to proposal writing. NY: Foundation Center.

Kritiz, N. (1980). Program planning and proposal Kritiz, N. (1980). Program planning and proposal writing. San Francisco, CA: writing. San Francisco, CA:

Sample Letter to Private Sample Letter to Private Foundations (1)Foundations (1)

A good letter, might begin something like A good letter, might begin something like the following: "Because of the interest the the following: "Because of the interest the __________ Foundation has shown in __________ Foundation has shown in __________, I am writing to solicit its __________, I am writing to solicit its support for a project that will __________." support for a project that will __________." This should be followed by a sentence This should be followed by a sentence describing the program, the institution, describing the program, the institution, and another one or two concerning the and another one or two concerning the need for and uniqueness of the project. need for and uniqueness of the project.


The body of the letter should consist of three or The body of the letter should consist of three or four paragraphs giving the context or background four paragraphs giving the context or background of the project, its scope and methodology, the of the project, its scope and methodology, the time required for its completion, the institutional time required for its completion, the institutional commitments, and any special capabilities that commitments, and any special capabilities that will ensure the project's success. A separate will ensure the project's success. A separate paragraph might be given to some of the major paragraph might be given to some of the major categories of the proposed budget, including a categories of the proposed budget, including a rounded total direct cost estimate, and mention rounded total direct cost estimate, and mention of any matching fund or cost-sharing of any matching fund or cost-sharing arrangements, either in dollars or in-kind arrangements, either in dollars or in-kind contributions. contributions.


The last paragraph could be patterned The last paragraph could be patterned along these lines: "If the __________ along these lines: "If the __________ Foundation is interested in learning more Foundation is interested in learning more about this program, I will be happy to travel about this program, I will be happy to travel to __________ to discuss it in detail, or to to __________ to discuss it in detail, or to submit a full proposal outlining my plans. submit a full proposal outlining my plans. My phone number in __________ is (___) My phone number in __________ is (___) _______ at work, and (___) _______ at home. I _______ at work, and (___) _______ at home. I look forward to hearing from you soon." look forward to hearing from you soon."

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Writing Proposals First Steps – Before the Proposal

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