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The Proposal Development Process
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  1. The Proposal Development Process Kristin Wetherbee, CAH Research Office September 26, 2012

  2. Today’s Agenda Funding CAH Process Proposal Components What Do Agencies Want and Where to Find It The Proposal Process in CAH What you should and shouldn’t do Life after submission Links and References Pieces of the Proposal Do’s & Don'ts Now What? Resources

  3. What is the Purpose of a Proposal? • To help the funding agency meet their goals • To persuade committee of scholars that project shows: • Innovation • Rigorous methodology • Substantive content • Getfunding • Perform research for P&T, publication • Purchase equipment • Enhance teaching and course design • Summer salary, course release

  4. What Do Funding Agencies Want? • Answers to the following: • What is research about? • How will you do it? • Can you do it? • Is it worth doing? • Is the cost reasonable and sufficient? • Competitive proposals showing: • High impact, transformative outcomes • New and original ideas • Succinct and focused project plan • Sound practices • Knowledge of subject area

  5. Funding Sources Maximize your time with database search engines PIVOT (was COS): http://pivot.cos.com/ GrantForward (was IRIS): http://www.grantforward.com/index The Foundation Center: http://foundationcenter.org/pnd/rfp/ Grants.gov Contact Marisol Ortega-Perez Marisol.Ortega-Perez@ucf.edu in ORC If you need help with PIVOT or GrantForward.

  6. CAH Proposal Process: A Brief Overview Navigating the UCF Proposal Submission Process Oct. 10 & 11, 2:00 – 3:00, Trailer 541 • Discuss proposal with chair • Email guidelines to CAH Research • Prepare proposal • Submit PTF in ARGIS for electronic approvals • PI or CAH Research can enter • Allow 1 week approval time per unit involved • All approvals but ORC due 48 hours prior to deadline • All final docs to CAH 1 week prior to due date • ORC submits proposal to agency

  7. Building Relationships • Peers • Contact successful applicants • Involve co-PIs • Don’t get caught with funding for a project no one is willing to implement • Avoid barriers to submission: contact chair, CAH Research, ORC (budget, IRB , IP, subcontracts) • Sponsor • Know their funding priorities and giving history • Look for list of funded or sample grants on website • Read agency’s annual report • Call sponsor agency contact program officer

  8. Proposal Components • Abstract or Project Summary • Narrative • Introduction / Need Statement / Research Questions • Organizational History and Capabilities • Project Description • Work plan and Timeline • Budget and Budget Narrative • Bibliography • Other

  9. Abstract / Project Summary • One page or less • Write for a general audience • Discuss significance, principal activities, and expected results • NEH, NSF, NEA limited to one-page • NSF requires statement of intellectual merit and broader impacts • http://www.neh.gov/grants/guidelines/HCRR.html

  10. Intro/Need Statement/Research Question • This is your sales pitch • Make it compelling • Use persuasive language • Set the stage • State the need or problem your research addresses • Express how you identified this need and its importance • State the Theme • List research question(s) and/or objectives • Bulleted list • Action-oriented • Related to sponsor’s goals • Create a vision • Tell who will benefit from the project • Show how it will advance the field • Envision the world with your solution in place

  11. Organizational History and Capabilities

  12. Project Description

  13. Work Plan and Timeline Use a chart or table for visual appeal Break project into stages or phases Show when results will be attained Be detailed

  14. Budget Budget

  15. What is a Budget? An estimated project financial plan listing: - anticipated expenses - earned income A budget may be: - a simple one-page statement of projected expenses - a detailed spreadsheet and a thorough narrative

  16. Budget Rules

  17. Common Budget Categories • Personnel • Equipment • Travel • Other Expenses • Materials & Supplies • Publication • Participant Support Costs • Consultants • Subcontracts • Tuition • F&A Rate • Cost Share

  18. Personnel

  19. Equipment • Property definition for grants: • Non-consumable items $1,000+ (software, furniture, computers, etc.) • Useful life of more than one year • Library books $250+ • Other capital outlay (OCO) • Justify need • Agency may require quote • Purchase early on

  20. Travel • List each trip separately with dates, locations, # attendees • Fly America Act required for federal grants and pass through • Estimate all expenses, can use 8% escalation rate: • Hotel • Airfare • Registration • Parking • Mileage • Meals • UCF rate for domestic travel • Deptof State rates for foreign travel

  21. Other Expenses

  22. Other Expenses

  23. F&A Cost AKA: Facilities & Administrative rate (F&A), Indirect Cost (IDC), Overhead Use UCF’s negotiated rate unless capped by agency Apply negotiated rate on modified total direct cost (MTDC) - Total direct costs minus: • Subcontract costs in excess of the first $25,000 • Equipment • Participant support costs • Student tuition • Rental/maintenance of off-site activities

  24. Cost Share / Match Commitment • Is it required by agency? • Rarely for NSF; ambiguous for NEH; often for state • Must track in a separate account • Must be an allowable project cost to use as match • Types of cost share: • Cash – external cash or UCF funding • In-kind – donated time, services, materials, space • Unrecovered overhead • Requirements: • Match documentation at submission • Document in separate UCF project number or get in-kind letter of donation at closeout

  25. Budget Narrative • Make case for budget – items are reasonable, appropriate, and adequate • Provide detail about items to be purchased • Tell how costs were calculated • Discuss how university policy impacts charges • Consistent with budget and grant narrative

  26. Bibliography • Use format noted in guidelines or standard in field (APA, MLA, Chicago) • Cite your sources in body • Verify all citations are in bibliography • iThenticate • Required at submission • 2 day grace period then proposal withdrawn • Plagiarism screening website for faculty • https://app.ithenticate.com/en_us/login

  27. Other Documents Resumes/CVs – adhere to page limits Current and Pending Support Letters of Support Work Samples

  28. http://homepages.sover.net/~paulven/sit/proposal.html

  29. I’ve Submitted, Now What? While waiting: • Start writing for a new project • Find additional opportunities for same project Declined? • Review proposal • It is clear, concise, compelling? • Does it meet agency goals? • Contact sponsor for feedback and resubmission • Have a coworker review proposal • Do preliminary research • Be a reviewer Funded? • Enjoy your moment then get to work • Think about phase II

  30. Questions? Thank you for attending Contact: CAH Research Office Dr. Rudy McDaniel Kristin Wetherbee Grace Nicholl cahresearch@mail.ucf.edu