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Department of Education Grant Proposal document sample
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CRC Workshop
US Department of Education
Dr. Barbara Foorman
Florida Center for Reading Research
05/03/2007
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
What is a Successful Proposal?
• What is the best indicator of a successful
grant proposal?
Weight of the proposal in pounds and ounces.
Evidence of the psychic ability of the proposal writer to
divine the evaluation criteria of the grant awarding
institution.
Number of hours spent by writer in a caffeine induced
mania, scribbling the grant proposal by candlelight.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
What is a Successful Proposal?
None of the Above
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
1. Read the RFP – Not only once or twice but three times.
2. Notify sponsored research and identify the representative who will process your
proposal.
3. Create a proposal strategy
4. Survey the terrain - know what’s been done what was funded and what wasn’t.
5. Assemble a competent team and roles - interdisciplinary and multi-institutional if
possible.
6. Call the program officer and run your idea by him/her; arrange a visit if possible.
7. Create a budget that matches and supports the proposed program.
8. Write persuasively, thinking of: why would they buy the idea, not how you will sell it.
9. Fill in appropriate forms and follow agency’s guidelines and procedures very carefully.
10. Read the entire application and obtain feedback on your draft from experienced grant
writers – the flow is important.
11. Obtain necessary signatures.
12. Submit to sponsored research.
13. Submit the application.
14. Do what you can to influence the outcome, (visits, follow-ups,…) - confidantes (spies),
ammunition.
15. The more you repeat this process, the better you will become at grant writing.
16. Don’t give up after the first or second or third… battle.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
1. Read the RFP
• The RFP will help you identify:
– the needs of the agency;
– the scope, timeline, and size of the projects to be funded;
– the procedures and guidelines on submissions.
• Create a list of items you need to submit.
• Write down all your questions and keep a running list until you call the
program officer.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
2. Notify Sponsored Research
• Call sponsored research: 850-644-5260 to identify your representative.
• Forward the RFP to the representative. The more time you give them, the
better.
• Double check on the procedures you have to follow for submitting the
proposal.
• Keep them informed about your submission timeline.
• Check on the items you need to submit for FSU and add them to your “to
submit” list.
You can get sponsored research information and forms at:
http://www.research.fsu.edu/contractsgrants/index.html
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
3. Create a Proposal Strategy
• Nothing beats a great idea.
• Make sure you address the needs in the RFP.
• Your plan should include:
• Creating a research plan with clear hypothesis and backup:
– Ask questions that can be answered;
– Provide tantalizing preliminary data as evidence that the questions are worth asking
and answerable;
– Propose technical approaches which are within the realm of your published technical
expertise OR provide preliminary data;
– The volume of work proposed should be proportional to the time of support requested
and your other obligations; provide preliminary data when possible;
– Broad Impact is always great. Bigger bang for the buck!
• Forming a team.
• Developing a supporting budget.
• Creating a timeline for the proposal development activities.
• Implementing an evaluation plan as drafts are developed.
• Planning for proposal processing
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
4. Survey the Terrain
• Check for previously awarded grants:
– Check their program to make sure there is no duplication of work.
– Check the performance sites – what universities, what impact, etc…
– Some awardees publish their proposals; if you can find any, make sure you read
them.
– Identify some key points that you need to address.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
5. Assembling the Team
• A team member is the person who can add value to the proposal and be able to
perform the work when the award comes in. Picking the team is one of the most
important steps. Multidisciplinary and collaborative proposals are usually
encouraged and favored. Don’t be limited to your colleagues in your
department/college.
• Identifying the PIs and CoPIs: how does this work?
– I am the PI because I found it? NO!
– The PI is the one who can lead the team, has the background and credentials to
support the proposed research plan, and has the time to do it.
– Being a Co-PI on a funded project is better than a PI on an unfunded proposal.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
6. Call the Program Officer
• Program officers’ job is answering all questions you might have.
• Knowing the program officer can be very helpful.
• It is always a good idea to send a brief description of your plan and get feedback
from the program officer. If you have a longer document, they might not get to it.
• Although program officers usually do not influence decisions, they will be in the
meetings when the proposal is reviewed and can answer questions that might
come up.
• In most cases, the program officer is not the decision maker.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
7. Creating a Budget
• The budget has to match what the program you will propose. Your justification
should be detailed and in support of your narrative.
• The budget and justification are not separate items in the proposal, and they very
much affect final decisions.
• A detailed budget justification is very important. The justification should reinforce
your proposal activities and nothing more or less.
• Make sure you budget for all your needs.
• Check the facts sheet for the latest rates.
http://www.research.fsu.edu/contractsgrants/facts.html
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
8. Writing the Proposal
• Persuasive writing with an emphasis on your plan, how it will address the needs, and how will you get it done.
• Follow the guidelines on the formatting and setup. Proposals can be denied if they do not follow procedures.
• The entire proposal has to sound as one document and not multiple. This includes the narrative, budget,
budget justification, bios of team members, facilities, etc…
• Build in internal and external evaluation components (whenever possible).
• The proposal should be easy to understand by anyone and not necessarily someone from your field. Do not
assume the reader knows anything about what you are proposing or the literature you are using. Assume total
ignorance on the part of the reviewer.
• Provide the simplest conceptual background.
• Use no abbreviations or acronyms without definition.
• Tell the reviewer what he is supposed to think and write.
• Do not force the reviewer to hunt through the application for information.
• Use diagrams to illustrate concepts.
• Be realistic, make it simple and clear, and easy to read.
• Present yourself as the greatest expert in the field:
– Know the literature in depth and breadth;
– Do not make statements without attribution or preliminary data;
– Do not be reluctant to admit shortcomings;and
– Seek collaborators or mentors when your expertise cannot be documented.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
9. Fill in Appropriate Forms
• You can identify the requirements from the RFP.
• Get familiar with the forms before you start inputting information.
• You will need FSU and agency specific forms.
• All the forms you need have instructions or guidelines. Some of these guidelines are heavy
books.
• It is helpful to work with someone who has done it before; if you cannot identify this person,
your sponsored research representative can help you or direct you to someone else at the
university.
• Allow time for this step and make sure it is done correctly.
• Most federal agencies are switching to use the www.grants.gov application; make sure you
download the software and the application for the RFP beforehand in order to know your
way around it.
• Call the program officer or the help line if you cannot find an answer.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
11. Evaluating the Proposal
• Before you submit the proposal, it is good idea to get feedback from peers who have
funded projects.
• It is also a good idea to have feedback from someone who does not necessarily
understand the technical aspects of the proposal regarding how it flows, how convincing
and how easy it is to understand.
• Read it one last time: You might want to just get it out but a final read is very important.
Here are 10 tips on evaluating a proposal:
1. Winning proposals have clearly defined needs and describe how those needs were
identified.
2. Winning proposals describe solutions.
3. Winning proposals present the material in a logical manner.
4. Winning proposals are written in positive terms.
5. Winning proposals do not overuse jargon.
6. Winning proposals present detailed budgets that match the proposed program.
7. Winning proposals give something back. What is it?
8. Winning proposals follow all the guidelines specified in the RFP.
9. Winning proposals are professional in appearance.
10. Winning proposals are complete.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Writing a Successful Proposal
12-14. Signatures and Submission
• Every PI and Co-Pi signs the proposal DSR form (Transmittal).
• PI and Dean/Director sign the budget.
• Chairs and Deans/Directors for all PIs and Co-PIs sign the DSR form.
• The entire application goes to office of sponsored research for review, approval and
submission.
• PI is responsible for filling all the forms (online or offline) – sponsored research reviews
and submits.
• Keep a copy on your file.
• Be open to making changes at the agency’s request.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Federal Department of Education
Ed.Gov
• http://www.ed.gov
• Offices
– Office of English Language Acquisition, Language
Enhancement and Academic Achievement for Limited
English Proficient Students (OELA)
– Institute of Education Sciences (IES)
– Office of Elementary and Secondary Education (OESE)
– Office of Postsecondary Education (OPE)
– Office of Special Education and Rehabilitative Services
(OSERS)
– Office of Vocational and Adult Education (OVAE)
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Federal Department of Education
• Offices (con’t)
– Office of Safe and Drug-Free Schools (OSDFS)
– Office of Innovation and Improvement (OII)
– Office of Indian Education (OIE); under OESE
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Federal Department of Education
Ed.Gov- Institute of Education Sciences
• Goals of IES discretionary grant programs
– Rigor of research
– Relevance of Research
– Utilization
– Four operational divisions:
- National Center for Education Research
- National Center for Special Education Research
- National Center for Education Evaluation and
Regional Assistance
- National Center for Education Statistics
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Application Process
• Posted on line at http://ies.ed.gov/funding
• Identifies the RFP and program to which you
are applying
• The goal (1-5) under which this proposal will
fall
• Grants are submitted at www.grants.gov
• www.grants.gov/applicants/get_registered.jsp
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
IES Goals
Goals
• Goal 1: Identification
• Goal 2: Development
• Goal 3: Efficacy and replication
• Goal 4: Scale-up evaluation
• Goal 5: Assessment & measurement projects
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
NCER FY2008 RFAs
Due July 26 and Nov. 1, 2007
• Reading & Writing • Early Childhood
• Math & Science Programs and policies
• Teacher quality • Social & Behavioral
• Cognition/Stu Learning Contexts for Academic
Learning
• Ed leadership
• Interventions for
• Ed Policy, Finance, Sys Struggling Adolescents
• High School Reform and Adult Readers
• Postsecondary • Predoctoral (July 26);
• Ed Technology postdoctoral training
(Nov. 1)
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
IES/NCER center grants
RFAs for the National Research and
Development Center grant program will be
released May 15
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
NCSER FY2008 RFAs
Due July 26, 2007 Due Nov. 1, 2007
• Reading, Writing, Lang. • Response to Intervention
• Math & Science • Autism Spectrum Disorders
• Early Intervention, early • Related Services
childhood, assessment (speech/lang; psych services;
• Serious behavior disorders physical/occup therapy; soc.
• Individual education work; parent counseling)
programs & individual • Secondary and transition
family service plans services
• Postdoctoral training
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Contents of IES Application
• Project Summary/Abstract (1, single-spaced page)
• Project Narrative (25, single-spaced pages)
• Bibliography and References Cited
• Biographical Sketches of Senior/Key Personnel
• Narrative Budget Justification
• Subaward Budget
• Appendix A (fig, tables; letters; resp. to reviews; 15 p.)
• Appendix B (Optional; Ex. interven/assessment;10 p.)
• Research on Human Subjects
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Summary/Abstract
• Title of project
• RFA topic and goal under which applying
• Brief description of the purpose
• Setting(s) in which research conducted
• Population; sample characteristics
• Intervention or assessment, if applicable
• Control or comparison, if applicable
• Primary research method
• Measures of key outcomes, if applicable
• Data analytic strategy, if applicable
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Contents of the IES Application
Project Narrative (limited to 25, single-spaced pages)
– Significance – contribution to an educational problem or
challenge
– Research questions and hypotheses
– Methods
– Participants
– Measures
-- Intervention
-- Study design & analytic strategies – including power
analyses
– Personnel
– Resources
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Significance
• Contribution to solving an educational
problem (page 1)
– The problem -- We are failing to provide effective
reading instruction to all children
– The possible solution – individualize student
instruction based on assessed language and
literacy skills
– Research evidence to support claims
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
The intervention
• Be very specific about what it will look like
• Provide solid empirical evidence as to why it
should be effective in promoting student
outcomes
• Screen shots or photos help the reviewers
conceptualize the intervention
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Methodological Position
• IES supports a range of research
questions, from descriptive questions
to “what works?” and “why?”
• IES supports a range of methods and
states that the methods employed
must be appropriate to the question(s)
being addressed.
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Research Investigators
• The strength of the research team is critical
• Is the PI a conceptual and methodological
leader in this area?
• What skills do the co-investigators provide?
• Does the research team have a history of
working together?
• Is the percent effort justified?
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Vitas
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Support from Educational Settings
• Does the research team have a track record
of working in educational settings?
• Will administrators and teachers find the
proposed project worthwhile and will they be
motivated to participate?
• Is the methodology feasible in the proposed
educational settings?
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Letters of support
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
Peer Review
• IES has standing panels of peer reviewers
• Peer review criteria:
-- Significance
-- Research plan
-- Personnel
-- Resources
Put yourself in your peer reviewers’ shoes and
write to convince them of the merits of your
project!
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
And that’s it!
• Questions?
Learning Systems Institute, Florida State University, Suite 4600-C University Center, Tallahassee, FL 32306-2540 (PHONE): (850) 644-2570 (FAX): (850) 644-4952 URL: WWW.LSI.FSU.EDU
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