How to get your proposal funded Tony Readhead - Astronomy

The Brutal Facts

NSF states that 30% of proposals are funded But in typical panels I have served on the number has been 10%-20% A typical astronomy or physics panel may 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%?

Essentials for a funded proposal:

1) Outstanding Science
2) Preparation

we take this as given or you wouldnt be here

with funding agency and institution

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 - dont underestimate the competition

4) Follow Up

with funding agency - report significant new developments you must always appear hungry - dont drop the ball here

BASICS 1
Know: Your Field
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? are many people trying to do the same thing? how does your approach differ? have you already can you get there first? done a significant Your competition may reviewyour proposal 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 follow up - papers, press releases
fraction of the work?

Your Competition

Your Funding Agency

BASICS 2
Know: Guidelines
due dates proposal length required statements budget constraints/matching funds accurate costs leveraged funds is any of the work overhead

Budget

fabrication or to be done off campus?

discuss with colleagues

Your Local Support

discuss with EO or Division Chair coordinate with sponsored research coordinate with co-proposers roadmap for proposal submission

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) discuss with division chairman discuss with sponsored research 3) T-6 weeks organize writing proposal: delegate science writing, budgets, management start weekly telecon 4) T-3 weeks first draft of proposal due 5) T-2 weeks discuss final details with sponsored research 6) T-1.5 weeks second draft of proposal due 7) T-1 week final draft -- submit proposal 8) T+ 1-6 months care packages -- updates on progress to agency 9) FUNDED! Reduced level - remember that program officers are fighting FOR you!! 10) Following funding -- keep agency fully informed + involved in press releases, etc.

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: 1) Make sure the layout follows a natural logical flow: not the way you developed the ideas 2) Aim for clarity and be succinct 3) Avoid purple prose - its very irritating 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.

Fowlers 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, dont 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

You will find most of the criticisms absolutely maddening! Allow at least 2-3 days before you begin to work out your response Remember - in MPS if you are responding to referees you are already winning - youre in the top 10%!

Always remember that your program officer is on your side dont personalize the process - she/he would like to fund you The criticisms come from your peer reviewers Your 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 referees errors Do your best to respond proactively to all the referees points But if you are sure the referee has made a mistake point out where your proposals has addressed the issue adequately 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

Good Luck!