How to get your proposal fundedTony Readhead - Astronomy

The Brutal Facts

NSF states that 30% of proposals are fundedBut in typical panels I have served on the number

has been 10%-20%

A typical astronomy or physics panelmay have ~30 proposals of which 10 have been rated “very good-excellent” by mail & panel review, and 5

have been rated “poor-fair”, so 50% of the proposals are rated “good-very good” but these will never be funded.

Of the 10 proposals rated “very good-excellent” only half will be funded and the selection of these over the half which

have equal rating is what the panel will spend most of its time on. The panel gives the NSF a ranked ordering.

How do you get your proposal ranked in the top 10%?How do you get your proposal ranked in the top 10%?

Essentials for a funded proposal:

1) Outstanding Science

3) Care in Presentation

no matter how good the science, if the proposal is badly organized, and the presentation is sloppy, containing spelling errors, etc., you will not be funded because there are other proposals with equally good science impeccably presented - don’t underestimate the competition

4) Follow Up

2) Preparation

we take this as given or you wouldn’t be here

with funding agency and institution

with funding agency - report significant new developments - you must always appear hungry - don’t drop the ball here

Know:

Your Field

Your Competition

Your Funding Agency

is the work fundamental to the field?

does it have broader implications?

does it make use of emerging technologies?can it be done on time and on budget?

how does your approach differ?can you get there first?

are many people trying to do the same thing?

have you already done a significant

fraction of the work?

what are their overall funding priorities and how are these decided?

does your proposal fit these?

which program is the best fit to your work?

coordinate with the program officer

visit your funding agency, give presentation

BASICS 1

follow up - papers, press releases

Your competition may reviewyour proposal

Know:

Guidelines

Budget

Your Local Support

due dates

proposal length

required statements

budget constraints/matching funds

leveraged fundsoverhead

accurate costs

is any of the work fabrication or to be done off campus?

discuss with colleagues

discuss with EO or Division Chair

coordinate with sponsored research

coordinate with co-proposers

roadmap for proposal submission

BASICS 2

Overall Organization

1) Science

2) Management

3) Budget

feasibility & timescale

personnel & other resources. Links with other groups, facilities

justification - aim for complete transparency

10-Point Road Map

1) T-6 months begin discussions with agency, colleagues, collaborators

2) T-2 months begin planning proposal (science, budgets, personnel, facilities)

3) T-6 weeks organize writing proposal: delegate science writing, budgets, management

4) T-3 weeks first draft of proposal due

start weekly telecon

5) T-2 weeks discuss final details with sponsored research

discuss with division chairmandiscuss with sponsored research

7) T-1 week final draft -- submit proposal

6) T-1.5 weeks second draft of proposal due

8) T+ 1-6 months “care packages” -- updates on progress to agency

10) Following funding -- keep agency fully informed + involved in press releases, etc.

9) FUNDED! Reduced level - remember that program officers are fighting FOR you!!

The Actual Writing

T-6 weeks organize writing proposal: delegate science writing, budgets, management

T-3 weeks first draft of proposal due

Begin with an outline showing topics to be covered in “prior research” and “project description”

Leave summary to the end - your proposal will evolve

Guidelines on Style:

2) Aim for clarity and be succinct

3) Avoid “purple prose” - it’s very irritating

1) Make sure the layout follows a natural logical flow: not the way you developed the ideas

4) Communicate your excitement about the field

5) Make good use of figures, images, plots. These should be aesthetically pleasing and easy to understand and interpret

6) Avoid meaningless and overused words: “very”, “current”, etc. never use “utilize”

7) Use split infinitives sparingly, if at all. “to boldly go …” etc.

8) Excessive use of the passive voice is boring

9) Polishing: be ruthless in paring down verbiage. Allow enough time to return to review your writing after a significant interval. Spend a day away from your work before final editing.

Fowler’s “Modern English Usage”

Williams’ “Style”Ten Lessons in Clarity and Grace

Be magnanimous to others - but make clear where you are making a key/unique contribution. Be accurate, don’t exaggerate. By putting your work correctly into

perspective and emphasizing your unique contribution you will be more convincing.

Response To Referees’ criticisms - try to relax

Always remember that your program officer is on your sidedon’t personalize the process - she/he would like to fund you

The criticisms come from your peer reviewersYour job is to give the program officer the ammunition that she/he needs to counter

criticisms either received or anticipated

Distinguish between your errors and the referee’s errorsDo your best to respond proactively to all the referee’s points

But if you are sure the referee has made a mistake point out where your proposals has addressed the issue adequately

You will find most of the criticisms absolutely maddening!Allow at least 2-3 days before you begin to work out your response

One has to wait a whole year before one can resubmit a proposal - so this is generally not practical. One has to start again and submit a proposal which is significantly

different

Remember - in MPS if you are responding to referees you are already winning- you’re in the top 10%!

Good Luck!