Grant writing

Alison Drake, MPH, PhCDepartment of Epidemiology

University of Washington

Outline

• Developing proposal and finding collaborators• Finding grants• Nuts and bolts of grant writing• Budgetary considerations• Additional resources

Developing your proposal• Brainstorm ideas with classmates, colleagues,

mentors• Review literature to identify research gap• Find collaborators

– Ask students– Seek advice from researchers in the field of interest

(potential collaborators)– Review funded research

• CRISP: http://crisp.cit.nih.gov/

Preparation Timeline

Months before deadline:8 7 6 5 4 3 2 1 Receipt date

Brainstorm; research and discuss your idea; call/email NIH program staff

Outline application; analyze preliminary studies

Write the proposal

Complete application; solicit feedback and edit

Institutional deadlines; give draft to reviewers

Slide courtesy of Carey Farquhar

Before you start writing

• Discuss your proposal and study design with others– Agree on general design/aims with collaborators

• Individually or in group

• Review a successful proposal– Structure– Detail– Writing style– Will vary according to grant

Types of Grants• Federal: Solicited (RFA) and non-solicited

throughout year– NIH– CDC

• Private– Gates Foundation– FHCRC

• Institutions– University of Washington

Finding the right grants

• Check eligibility criteria closely• Contact program officer• How much money can you apply for? Is it

enough?– Can you adapt project to meet budget?

• Geographic location• Review projects successfully funded by that

organization

Funding for student/fellow or project• Include funding your salary/tuition/travel on project

grant• Additional grants can help fund YOU!

– Training grants • STD/AIDS Training Grant• TL1 Clinical Research Training Grant• Fred Hutchinson Cancer Research Center

Dual Mentor (Interdisciplinary) Fellowships• Many others! http://depts.washington.edu/epidem/fellowsh.html

– Travel grants• Global Partnerships Travel Grant (UW) • Thomas Francis Jr. Global Health Fellowship (UW)

– Departmental supplementary grants

Searching for Grants

• NIH http://grants1.nih.gov/grants/oer.htm

• Fogarty International Center http://www.fic.nih.gov/

• University of Washington http://www.washington.edu/research/guide/fund.html– Research funding service (RFS)– Office of Sponsored Programs (OSP)

• Emails from your department• Ask your advisor, colleagues, peers, or

researchers in your field

Other International Agencies • The Bill & Melinda Gates Foundation

(http://www.gatesfoundation.org/)• The Canadian International Development Agency (http://www.acdi-

cida.gc.ca/)• The Department for International Development

(http://www.dfid.gov.uk/)• The Global Fund (http://www.theglobalfund.org/)• The International Development Research Centre

(http://www.idrc.ca/)• The Pan American Health Organization (http://www.paho.org/)• The Rockefeller Foundation (http://www.rockfound.org/)• The Wellcome Trust (http://www.wellcome.ac.uk/)• The World Bank (http://www.worldbank.org/)• United States Agency for International Development

(http://www.usaid.gov/)• World Health Organization's Special Programme for Research and

Training in Tropical Diseases (http://www.who.int/tdr/)

Slide courtesy of Carey Farquhar

Letter of intent (LOI)

• Purpose is to allow the granting institution to prepare for the review process

– How many applicants – What kinds of projects– Keep it short and simple – Include all requested information

• other investigators, subject, proposed title– The LOI is not binding

How to write a grant

Grant components

• Abstract• Background and Significance• Specific Aims/Hypotheses• Preliminary Studies• Research Methods• Literature Cited• Human Subjects• Budget

Length of Grant

R01 R03 RRFAbstract 1 1 1/2Specific Aims 1 1/2 1Background 2 - 3 1 1/2 1 1/2Preliminary studies

6 4 0

Methods Up to 14 - 15 5 to 6 3TOTAL 25 12 - 13 6References Unlimited

(80+)Unlimited

(20+)Unlimited

(20+)

Specific Aims & Hypotheses

• Solidify your Aims– Generally 3 to 4 per proposal– How you will test your hypotheses

• Discuss and revise with your mentor/ other members of your research group– May take several revisions

• Clear and concise (1/2 to 1 page)

Constructing detailed Specific Aims

• Consider: Who, What, When, Where, How

• Example: – To determine the timing and proportion of infants

acquiring HIV-1 during 12 months of follow-up among HIV-1-infected pregnant women randomized to valacyclovir suppressive therapy versus placebo using infant HIV-1 DNA filter paper and plasma HIV-1 RNA assays to test specimens collected at 2 days; 6, 10, 14 weeks; and 6, 9, and 12 months of age.

Background and Significance

• Convey – What is the health problem?

• Refer to all important studies in the field• Demonstrate breath and depth of knowledge

– What gaps in research are you aiming to fill?– Why is this research important?– How is your idea innovative?– Why are you uniquely qualified to conduct this

research?– How will the results of your research be used?

Background Tips

• Include information only relevant to your proposed project (must be cited in Literature Cited section)

• Incorporate pertinent references to key collaborators’ work

• Keep it focused• Be persuasive and succinct, but provide

enough detail– This is your chance to sell your idea to the review

committee!

Preliminary Studies• Your opportunity to demonstrate your prior work

has prepared you to carry out this research successfully– Experience– Publications/Presentations

• Include research with key collaborators• Include unpublished work and abstracts• Use figures and tables• Relate results from prior project to current proposal

Methods

• Explain in detail how you will carry out research– Demonstrate well thought-out research plan– Anticipate questions reviewers may have about

research– Convey feasibility

• Describe all study procedures• Provide diagrams/flowcharts for visual

assistance

Methods• Convince reviewers the proposal is reasonable

with allotted time

• Highlight competence and expertise of yourself/collaborators to carry out research– How will they contribute?

• Acknowledge potential setbacks and how you will overcome them

Diagrams for study procedures

Screening ≤ 32 weeks gestation

Enrollment and Randomization

34 weeks gestation

Antenatal Follow-upBimonthly; Specimens at 38 weeks

Postpartum Follow-up ≤ 2 days; 2, 6, 10 and 14 weeks;

6, 9, 12 months

Delivery

Specimens obtainedWomen receiving antenatal care at Mathare North City Council Clinic

Maternal blood,cervical/ genital swabs

Maternal blood,cervical/ genital swabs

Maternal blood

Maternal blood and breast milk (2, 6, and 14 weeks; 6, 9, and 12 months)

Infant blood (≤ 2 days; 2, 6, 10 and 14 weeks; 6 , 9 and 12 months)

Methods

• Generally most importance section to reviewers

• Longest and most detailed section• Don’t forget

– Laboratory methods– Study timeline

Lab methodsTable 2. Clinical testing and laboratory assays performed at baseline and during follow-up

Maternal tests or assaysScreening

Enrollment andantenatal follow-up Postpartum Follow-up

≤ 32 34 38 2 6 14 6 9 12 Weeks weeks months

Rapid HIV testing with ELISA confirmation

X

HSV-2 serology X

RPR and TPHA for syphilis X

Serum creatinine X X

CD4+ T cell count X X

Plasma HIV RNA PCR X X X X X X X X

Cervical swab HIV RNA PCR

X X

Breast milk HIV RNA PCR X X X X X X

Total volume 20 ml

20 ml

20ml

20 ml

20 ml

20 ml

20 ml

20 ml

20 ml

Statistical Methods

• Involve a biostatistician early– Ensure statistical analysis plan is sound– Double check power/sample size

• Ask biostatistician to review description of statistical methods

Power/Sample Size Example

Difference in mean HIV-1 plasma RNA at 38 weeks gestation (log10 copies/mL)

Power 1.25 1.00 0.75 0.50 0.25

75% 20 30 52 114 446

80% 22 34 58 128* 504

85% 26 38 66 146 576

90% 28 44 76 170 674

*Required sample size to address study aims

Abstract

• Write LAST• Cover all key elements of your project, in

chronological order– Specific Aims– Brief summary of methods– Study design– Significance

• Clear and succinct• 1 page or less

Human Subjects

• Ethical Review Committees• Informed consent• Equitable subject representation

– Gender, race/ethnicity, age

• Risks/Benefits• Confidentiality• Incentives and minimizing coercion• Linkage of indentifying information• Protection of biological materials

Literature Cited

• Include all relevant and important research– Even if it does not support your hypotheses

• Use reference managing program– EndNote, RefMan

• Cite as many references as needed– Doesn’t count in page limit

Developing a Budget

• How much will you need to carry out project?• Allowable costs

– Supplies, travel, equipment, salaries

• Unallowable costs– U.S. federal grants typically prohibit

food/beverages, renovation, furniture

Supplies N # visits # weeks #days per

week InflationTotal

numberCost per

unit TOTAL

Antenatal Multivitamins 148 1 13 7 1.1 14815 $0.05 $ 740.74Study drug 74 3 13 7 1.1 22222 $ 0.00

Clinic supplies ($100/month) $ 900

Paper and photocopying $ 300

HSV-2 serology kits 250 1 1 250 $8.00 $ 2000

CD4 Reagent 180 $8.00 $ 1440

TOTAL Supplies               $ 5477.04

Travel N # visits Cost per unit Months TOTALRoundtrip travel to Nairobi, Kenya (Study Coordinator) 1 $1,700 $ 1700 Housing in Nairobi, Kenya(Study Coordinator) 1 $500 3 $ 1500Participant transport costs 160 6 $2.00 $ 1920 TOTAL Travel         $ 5120.00

Personnel          

Title % EffortDuration in

months   Monthly Salary TOTALPrincipal Investigator 2% 12 $ - $ 2,011

Fringe   $ 479 Site Director 3% 12 $ 2,440

Fringe   $ 690 Nurse Counselor 50% 9 $ 500 $ 2,250 Data entry staff 100% 6 $ 300 $ 1,800 Research Study Coordinator* 50% 3 $ 8,000 Lab technician 25% 18 $ 500 $ 2,250  TOTAL Personnel         $ 28,920

Sample Budget - PSPGH

Budget Justification

• Concise statements about need for key equipment, personnel, supplies, and travel

• Describe any donations– Space, supplies, drugs, – Staff salaries covered by other fellowships, etc

• Level of detail depends on grant

Direct and Indirect Costs

• Direct: Costs for project• Indirect (overhead, Facilities and

Administration-F&A): Costs not specifically related to project; common costs– Percentage of direct costs based on level set by

institution– May be limited by grant

Example: Indirect CostsCategories Total Cost

Personnel $28,920

Supplies $5,477

Services $15,000

Travel $5120

TOTAL DIRECT $54,517

10% Indirect $5,451

TOTAL COSTS $59,968

Budget Tips

• Avoid future headaches – Make budget as accurate as possible

• Include all expenses – be thorough– Photocopying, office supplies, travel, transportation,

shipment of samples, lab supplies/kits, participant reimbursement, treatment of study participants

• Ask someone in collaborative group to review– Hidden costs– Actual costs of items locally

Common problems with applications

• Topic not important enough• Not likely to produce useful information• Based on shaky hypothesis or data• Method unsuited to the objective• Too little detail in research plan• Over-ambitious/unrealistic• Lack of focus• Lack of original or new ideas• Investigator too inexperienced with techniques• Lack of preliminary data• Insufficient consideration of statistical needs

*Slide courtesy of Carey Farquhar

Acknowledgments and More information

• Slides/information from Dr. Carey Farquhar• For additional information on Grant Writing:

– Epi 586: Responsible Conduct in International Research

– NIH website www.nih.gov– NIH Office of Extramural Research:

http://grants1.nih.gov/grants/oer.htm