Writing successful grant applications

HEA Subject Centre Archaeology Student Conference, Birkbeck 30 June

2009

Mark Pearce

Choosing your target

Read very carefully the terms of reference and admissibility criteria of a grant-making body before applying to them

Time

Drafting a good application takes lots of time

When it is finished, there must be adequate time for your referees to write in support of you

TimeYou should allow time

• to fully research the grant-making body and the specific scheme you are applying to

• to draft an application

• to get feedback

• to get costings

• to get it signed off

Time

Some Universities require applications to be mentored and internally assessed before they allow applications to be submitted

If your University does this, then you will have to allow extra time for the application process

Read the Guide for Applicants

The simplest way to weed out applications is to discard those that didn’t fill out the form correctly.

Referees• Choose your referees carefully• Postgraduate students generally use their supervisors and advisors• The important thing is that a referee should know your work well enough to provide an informed judgement• Recent PhDs traditionally use their PhD supervisors and external examiners

Referees

• Ask your referee’s permission in advance• Give them enough time• Make sure that they have a copy of all your application materials• Give them feedback

Read the application form

It is very important to identify the information which you will need to provide in order to fill in the application form

Read the application form

Be aware of the pitfalls of online forms

Don’t lose your work!

Look at the assessment criteria

Design your application to the criteria which the scheme assessors will be using to evaluate your project

Look at the assessment criteriaAHRC criteria for Management of the Project• “Whether the lines of responsibility and accountability are clearly articulated• “Whether a realistic timetable, incorporating milestones, is presented which will achieve the project’s aims and objectives within the proposed timescale• “The extent to which you have understood the amount of work to be involved, allocated sufficient time and resources to achieving each aspect”

Look at the assessment criteriaThe Leverhulme Trust - ‘A note from the Director’An important aspect is ‘the opportunity provided by the proposed research for the personal development of those involved’ ‘The receipt of an award should lead to a major advance in the ability of the individual to contribute to the cultural life of the community’

Try to obtain a copy of a recent successful application to the scheme

Your University Research Office should keep copies of recent applications

Drafting the application form

• Allow enough time• Draft out the text in a separate document, and cut and paste it into the form• Spell-check and proof-read carefully• Do not to exceed word or character limits

Drafting the application form

Circulate it for feedback, especially from people who have made successful applications and people who have refereed or assessed applications in the scheme

Work out a realistic budget All grant-making bodies are interested in value for moneyMake sure that your costings are not exaggerated and that what you are asking for is allowed by the schemeBe realistic: if your costings are too low it will appear that you have not done your homework properly

Submission

Check for typos, for clarity and that the maths in the budget is correctIt takes time for the forms to be processed by the relevant offices in the University and authorised

Right of ReplyTo clear up to correct any factual errors or conceptual misunderstandings, or to respond to any queries highlighted in the comments from the peer reviewersIt is absolutely vital that you respond to all the queries or criticismsResponses are taken into account in the grading and prioritisation of proposals

The decision

If you are unsuccessful you may get feedbackYour first reaction may be anger, and wounded pride – how could they not fund me?Take a few days to get over the disappointment, and generally you will see that the feedback is helpful, and you may even acknowledge that it is right

Resubmission

Funding bodies keep careful records and assessors are always told about previous applicationsYou must examine realistically your proposal and assess whether it is worth resubmitting

Conclusions

Writing successful grant applications requires time, preparation and the collaboration of other peopleIt should not be undertaken lightly

Good luck!