MSc Health Sciences Education Grant Writing Workshop

June 9, 2015

Presented by Health Research Services

Lisa Hodge, hodgel@mcmaster.ca, x26367

Catherine Gill Pottruff, gillc@mcmaster.ca, x22057

McMaster Research Services Resources

Introduction to Research Services at McMaster Health Research Services (HRS) – Faculty of Health Sciences:

– Wendy Hollinshead, Assistant Director, GrantsCatherine Gill Pottruff, Senior Grants Advisor

Michelle Dowling, Senior Grants Advisor

Lisa Hodge, Senior Grants Advisor – CIHR

Research Office for Administration, Development & Support (ROADS): – Sherisse Webb, Assistant Director – Development

Pam McIntyre, Senior Advisor – SSHRC contact

Colleen McGrath, Senior Grants Advisor – NSERC contact

Cynthia Belaskie, Senior Grants Advisor – CIHR contact

McMaster Industry Liaison Office (MILO): – Gay Yuyitung, Business Development Manager

– Industry-sponsored research contracts & commercialization

Grant Writing & Grant Proposal Submissions

“Grantsmanship” is not just about the writing

Good grant writing takes time, planning, and direction

Advice seeking is smart grant planning

Presented by Lisa Hodge, HRS

Most researchers are great at science and not so great at sales – Great grant writers sell research ideas so that great scientists can discover great things!

1. PLANNING:

– Funding Sources – the right fit/the right choices

– Strategies for grant submission planning

– Managing timelines

– Finding/sourcing help – seeking expertise

2. WRITING:

– Follow instructions

– “Arts and crafts” of putting it together

3. SUBMITTING:

– Eligibility

– Sponsor process

– Institutional process

THREE STEP PROCESS OF GRANT SUBMISSIONS

Ideas/Inspiration/Collaboration:

Know/Define Program of Research (research area/interest) Colleagues (Network of Support and Collaborators) Sources of Funding – the Right Fit Independent research – making your own way

Implementation:

Develop Strategy for Funding submission(s) Manage Timelines Seek Advice and Administrative Help

1. PLANNING:

“Doing research is fun; writing about the research is not. Despite this, we must write journal articles because science communicates through its journals.” Paul Silvia

2. WRITING:THE BASICS:

Follow instructions Less is more – short and small (4 rules) Big words can cause big problems White space counts The “write” order

Researchers are not automatically good writers, and research cannot be accomplished without good grant writing.

FOLLOW THE INSTRUCTIONS:

Print a copy of CURRENT competition instructions

Basic:

Participant requirements Eligible research areas Format

Strategic:

Review criteria guides your titles and content

Looking for space: LESS IS MORE!

4 LITTLE RULES

1.OMIT NEEDLESS WORDS

2.USE GOOD, SMALL WORDS

3.CORRECT USE OF ABBREVIATIONS

4.ONE WORD CAN BE ENOUGH

1. OMIT NEEDLESS WORDS:

Delete very, quite, basically, actually, virtually, extremely, remarkably, completely, at all, and so forth.

Basically, these quite useless words add virtually nothing at all; like weeds, they'll in fact actually smother your sentences completely.

1a. OMIT NEEDLESS WORDS:

1b. OMIT NEEDLESS WORDS:

Delete very, quite, basically, actually, virtually, extremely, remarkably, completely, at all, and so forth.

These words add nothing; like weeds, they'll smother your sentences.

2. USE GOOD, SMALL WORDS:

Of 110 Stanford undergraduates polled, most admitted to making their writing more complex to appear smarter.

‘Have you ever changed the words in an academic essay to make the essay sound more valid or intelligent by using complicated language?’ 86.4% said yes.

Nearly two-thirds answered yes to: ‘When you write an essay, do you turn to the thesaurus to choose words that are more complex to give the impression that the content is more valid or intelligent?’

Oppenheimer Appl. Cognit. Psychol. 20: 139–156 (2006)

2a. USE GOOD, SMALL WORDS:

Original phrase:

The medical community indicates that a program of downsizing average total daily caloric intake is maximally efficacious in the field of proactive weight-reduction methodologies.

Revised phrase:

Doctors say that the best way to lose weight is to eat less.

3. ABBREVIATIONS

Less is more (use fewer abbreviations)

Jargon is confusing; abbreviated jargon is maddening

Get it right – use correct abbreviations

3a. USE FEWER ABBREVIATIONS

COMPLICATED FORMULAS AND MULTIPLE ABBREVIATIONS CAN LOSE THE READER

SCIENTIFIC JARGON CAN MAKE ABBREVIATIONS IMPOSSIBLE TO FOLLOW

When the flow of the submission is impaired by the use of jargon or overuse of abbreviations, then the savings in space is lost in translation.

3b. USE CORRECT ABBREVIATIONS

Time: s, min, h

Centrifugal force: x g (not RPM)

Units: kDa, μM, μm

4. ONE WORD CAN BE ENOUGH

Formulaic Phrases (use 1 word or skip)

for the purpose of (to) due to the fact that (because) at this point in time (now) in the near future (soon) with regard to (about) in view of the fact that (because)

BIG WORDS ARE BIG PROBLEMS

WHITE SPACE COUNTS

Page limitations can leave a grant writer feeling the need to compress font and reduce headers to maximize writing space

Condensed font is obvious to reviewers

White space makes reading easier and more enjoyable for reviewers

Overuse of underlining or bolding is as bad as no white space

THE “WRITE” ORDER

Develop outline (lots of messages to self) Develop provisional title Results References – literature review Materials, Subjects, and Methods Introduction Discussion Summary Abstract Title, keywords and footnotes

3. SUBMITTING:

What you must know WELL before submitting:

Eligibility rules and restrictions (sponsor specific).

Institutional Process (facilitates review and approval)

Sponsor Process

Contact a Senior Grant Advisor in your faculty research office for more information.

ELIGIBILITY

Before you start an application, always check the eligibility for restrictions or exceptions that determine who can apply for funding

Sponsors have different definitions for different types of applicants and participants

Guidelines can be more or less restrictive and can be related to other sources of funding already held

There are sponsor specific limits to how many applications can be under review at once

INSTITUTIONAL “PROCESS”

All proposals for research funding from “applicants” must obtain institutional approval on behalf of McMaster University prior to submission.

A copy of the proposal (including budget), a completed “Checklist” approval form, and ethics certifications (if applicable) must be submitted to the appropriate research office to obtain institutional approval/sign off.

Contact a Senior Grants Advisor in your faculty research office for more information about review deadlines and approval processes.

SPONSOR “PROCESS” & SPECIFICS

Every sponsor is different:

Guidelines for submitting

Platform for online submission (and review)

Timelines and deadlines (LOI and other ‘lingo’)

Where to look to Find Funding?

Subscribe to funding bulletins– HRS: hsresadm@mcmaster.ca– ROADS: contact Research Information Specialist, Susan

Gordon (gordosc@mcmaster.ca) Search the COS Pivot database: http://pivot.cos.com/ Search the major funding agencies websites Contact an expert for ROADS, contact Research Information Specialist, Susan Gordon,

gordosc@mcmaster.ca) For HRS, contact Augusta Beck, becka@mcmaster.ca

Tri-Agency: CIHR, NSERC and SSHRC Choosing the correct funding vehicle is the starting point for writing a

grant submission Write to the sponsor criteria and mandate

Canadian Institutes of Health Research (CIHR): major federal funding agency for health research to excel, according to internationally accepted standards of scientific excellence, in the creation of new knowledge and its translation into improved health for Canadians, more effective health services and products and a strengthened Canadian health care system.

Natural Sciences and Engineering Research Council of Canada (NSERC): supports both basic university research through discovery grants and project research through partnerships among post-secondary institutions, governments and the private sector, as well as the advanced training of highly qualified people.

Social Sciences and Humanities Research Council of Canada (SSHRC): supports university-based research, research training and knowledge mobilization activities in the social sciences and humanities.

CIHR Open Operating Grants

CIHR 2015-16

Currently under reform, OOG replaced by Project Scheme

Project Scheme (similar to old OOG Competition) Project competitions occur twice a year in March and September Next competition:

Registration due Jan 18, 2016 – Pilot 1Application due March 1, 2016

Next Information Session: late November 2015 – info to be posted in funding opportunities bulletin and HRS website.

https://www.researchnet-recherchenet.ca/rnr16/vwOpprtntyDtls.do?prog=2237&view=currentOpps&org=CIHR&type=EXACT&resultCount=25&sort=program&all=1&masterList=true

Tips:

Provide a draft for review to the research office by (or before) the INTERNAL deadline (usually 2 wks before FINAL)

Success rates appear to be related to “peer review” Spell check is not always correct – layman’s review for

grammar and spelling Common CV can be a “time-sucker”- keep it up to date Resubmissions should not take less effort or time than a new

submission; review and revise early Offer peer reviewer comments to research office to assist

with resubmission revisions

REVIEW - again and again

Read the instructions (before, during, after) Start online application before INTERNAL deadlines Don’t underestimate time required to complete Manage timelines of sponsor and research office Review previous successful applications (contact

your Advisor for help in obtaining these) Peer review - ask a non-related colleague to review

for content/accuracy/grammar Use plain/lay language when instructed Translation and training HQP should be included Emphasize outcomes and value to Canadians

Budget Suggestions

Make sure your Budget is realistic Consider using at table for lots of data Link budget items to aims/objectives in the proposal (salaries are approximate;

use Departmental rates)

Student Year 1 Year

2 Year 3 Year 4 Year 5

PhD #1 22,000 22,000     

Master’s #118,000       

PhD #2    22,000 22,000 22,000

Master’s #2   18,000 18,000   

Master’s #3       18,000 18,000

Total 40,000 40,000 40,000 40,000 40,000

Grant Proposal Submissions

Now that I’ve written it, what do I do with it?Why do applications not get funded?

Presented by Catherine Gill PottruffSenior Grants Advisor, Health Research Services

Now That I’ve Written It, What Do I Do With It?

McMaster has several Research Offices to assist you:– Health Research Services (HRS)– Research Office for Administration,

Development and Support (ROADS)– McMaster Industry Liaison Office (MILO)

We all have similar responsibilities, but specific areas to support

Health Research Services

Supports Faculty of Health Sciences only

Pre-award Services: Identification of funding opportunities Provision of information sessionsAssistance with budget developmentReview of grant submissionsReview for compliance with agency and institutional

guidelinesObtaining of institutional signatures

Health Research Services

Post-Award Services:Budget revisions and amendments Ensures that researchers and the University are

protected through funding agreements and compliance with agency and institutional policy

Processes account requests

General Contact Information:HSC 3H9hsresadm@mcmaster.cax 22465

Who Do I Talk To?

Catherine

Gill PottruffAnesthesia

Pathology

Paediatrics

Psychiatry

Radiology

Surgery

CE&B (L-Z)

Medicine (L-Z)

gillc@

mcmaster.ca

x 22057

Michelle

DowlingBiochem

Family Med

OBGYN

Oncology

Rehab

Nursing

CE&B (A-K)

Medicine (A-K)

dowlinml@

mcmaster.ca

x 28141

Lisa

HodgeCIHR

(all departments)

hodgel@

mcmaster.ca

x 26367

The Others

ROADS: supports everyone else other than FHS

MILO: is involved in intellectual property and industry/commercialization support

I Need Help, FAST!

Our HRS internal deadlines are generally two weeks prior to the agency deadline

The more information we have, and the earlier we get it, the better we can help you

Submitting an Application to HRS for Review and Institutional Signatures

Your application should be fairly close to final

Provide all the documents:HRS Checklist, signed by PI/Supervisor and ChairApplication FormProposalBudgetBudget Justification

If the application requires signatures, make sure you get Department sign-off first

HRS Checklist

A Couple of Hints About Budgets

Read the agency guidelines carefully to see what they consider eligible

Some agencies allow overhead; if they do, put in the maximum allowed

Staffing: Don’t forget fringe benefits on top of staff salaries

Trainee Stipends: Generally fringe benefits are not allowed on Master’s/PhD candidate or CIHR PDF stipends

What Does HRS Do With My Application?

Review thoroughly for content and style, as well as from the institutional point of view, and provide back comments, suggestions and reminders about agency guidelines

Obtain an institutional signature for you, usually Dr Stephen Collins, FHS Associate Dean of Research

Enter your proposal into MOSAIC

My Application Has Been Funded! Now What Happens?

Some scholarships/fellowships are handled through Grad Studies, some through HRS

Operating funds for FHS researchers almost always come through HRS

Trainees cannot hold funding in their own names, it must be held by the supervisor

The exception is Tri-Council funding (CIHR/ NSERC/SSHRC) with a research allowance

What Do I Need To Give HRS For An Account?

HRS checklist Award Letter Signed Acceptance, if required by agency Final Application/Proposal/Budget Revised Budget, if the award amount is

different from what you asked for Ethics Approvals

A Quick Note About Ethics

There are several ethics/approval boards here:– HIREB, AREB, MREB, Biohazard, Health Physics

When preparing your application, make sure you’ve got the right board and the most recent forms (check their websites)

Do you need a new full application or is your project an amendment of your supervisor’s?

Biohazard – make sure you have the funded project added to your supervisor’s BUP

What Does HRS Do With My Award?

Review it for completeness, ensuring we have all the information we need

Process the account opening request Hand it over to Health Sciences Finance to

activate the account HSF works with the PI and Department

Finance staff to manage the account for the life of the grant

PI is responsible for any required reporting

Why Do Applications Not Get Funded?

A grant application is a sales document; you need to persuade the reviewers that your idea is worthwhile and deserves funding

Common Errors

TechnicalOveroptimismBudget

Evaluation Plan“So What?”

Technical Errors

ISSUESYour proposal doesn’t match the agency’s interestYou didn’t follow directionsIt’s poorly written, crammed together with typos and jargon

AVOID BYResearch the opportunity before you startDouble check the eligibility and format guidelinesFind a proof reader

Overoptimistic Proposal

ISSUESToo many objectives to meet in the time or funding availableAssumption that all experiments will yield expected resultsOverestimation of potential participantsNew and untried procedures

AVOID BYLimit objectives to 2-4 maxHave a backup planShow you have an adequate patient population basePilot studies for feasibility and training

Budget Woes

ISSUESAsk is for too much or too littleObvious budget paddingInadequate staffing or use of personnelUS/European vs Canadian funds

AVOID BYBe realisticGet quotes for services or purchasesProtocol-driven expenses vs standard of careStandard institutional salaries/fringe benefitsAppropriate use of personnelExchange rate

Inadequate Evaluation / Training Plans

ISSUESData analysis section is short, vague or unfinishedPlanned tests are inadequate or inappropriateKnowledge translation is not mentionedInclusion of trainees is crucial for CIHR

AVOID BYConsult with a statistician in the planning phaseThink outside the box for knowledge translationSend HQP trainees to conferences

“So What?”

The art of grantsmanship is in convincing your reviewers why this particular project is deserving of funding, over all the other ones in the competition

The Big Picture

Your reviewers may be in your field but likely are not experts in your specialty

Tell them why you want to investigate your aims, why it’s important and what impact it will have

Make sure the science is sound, feasible and complete

Make sure you prove you can get the results in the time and funding allotted

It’s Not The End of The World If You Aren’t Funded (This Time)

In the last CIHR Operating Grant Competition, the Canada-wide success rate was about 14%

Use the reviewers’ comments to improve your next submission

You will learn something new with every application

“You have to have a thick skin, and remember that it’s very uncommon to be successful on a first try for funding; you have to be able to bounce back, take the criticism, implement it and keep trying –

a combination of hard work,

dedication and stubbornness!”

Dr Rich Whitlock

Cardiac Surgeon