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Anatomy of a Grant Application

Page Contents:

       A Summary of What Grant Applications Require
       The Letter of Intent
       The Grant Application - What is Required?
              Summary Information
              Brief Summary of Research Proposal
              Research Proposal
              Budget and Justification
              Letters of Support
              Curriculum Vitae
              External Reviewers
              Application Checklist

 

 

A Summary of What Grant Applications Require:

  • A Letter of Intent (LOI) - some competitions may not request an LOI
  • The Complete Grant Application:
    • Summary Information
    • Brief summary of research proposal
    • Research proposal
    • Budget and justification
    • Letters of Support
    • Curriculum Vitae
    • External Reviewers
    • Application Checklist

 

The Letter of Intent

  • Letter of Intent (LOI) / Notice of Intent (NOI) / Letter of Inquiry (LOI)
    • terminology may differ among sponsors
    • requirements are typically the same across all sponsors that request an LOI
  • An LOI may be requested prior to the full application submission
  • It often follows an agency’s Request for Applications (aka Call for Proposals) by 1-2 months
  • The LOI provides the agency with formal notification that you will be submitting a full application by the deadline
  • Typically includes:
    • names of Principal Investigator (PI) and Co-applicants
    • affiliations of PI and co-applicants: names of organizations or institutions
    • your project title
    • a short summary of your proposed project
      • this allows the agency to screen out applicants who don’t meet the eligibility requirements

 

The Grant Application - What is Required?

    • Principal Applicant:
      • Name, address, phone, fax, email
      • Organization with which you are affiliated
    • Project:
      • Title
      • Keywords
      • Primary location of research
    • Certificates Required:
      • Ethics approval
      • Biohazard/bio-safety approval
    • Amount Requested:
      • Budget summary (no details required here)
    • Project Team Information - Co-applicants:
      • Name, address, phone, fax, email
      • Organization and department
      • Signature
    •  Who Will Administer the Funds - Financial Officer:
      • Name, position
      • Organization, address, phone
      • Fax, email address
    • Project Signatories
      • Depending on the agency to which you apply, signatures are needed from:
        • Principal applicant
        • Co-applicants
        • Head of department
        • Executive authority of host organization where research will be conducted
        • Your application will not be accepted if there are any missing signatures!

 

    • Overview and Relevance of the Project:
      • What is the problem to be solved and is the project relevant?
      • Indicate a knowledge gap and rationale for why your project is needed
      • How will the research be done? Indicate the general approach that would be taken to answer your research questions: identify your methods and research plan
      • Why is the research important? How is your project innovative, novel and appropriate for this particular funding program? Identify the relevance of your project and state its significance
      • What is the expected impact of your project? Who will benefit? Describe outcomes as tangible measures of success that can be used during and after project completion
      • This is your sales pitch - make it relevant!
      • A key component of your research application - many reviewers will only read this

 

    • Detailed Research Proposal
      • Describe the rationale and significance of your project
      • Review existing knowledge and describe knowledge gaps
      • Clearly state your project goal and objectives
      • Describe the research design, methods and data analysis
      • Provide complete and appropriate references
      • Reviewers want to see that your work is scientifically sound and that you know exactly what you are doing
    • Project Work Plan
      • Describe your work plan using a time chart or clear text
      • You are more likely to be funded if you can demonstrate that you know what you are doing and when you are doing it
      • Reviewers want to know what are you doing, when you are doing it, and who is responsible for doing it
    • Knowledge Transfer Framework
      • How will Results be Disseminated?
      • Will the project results have an impact?
      • How will results be communicated and disseminated to those who should use them? (e.g., policy makers, stakeholders, the public)
      • What steps will you take to disseminate your results?
      • To whom will those results be disseminated?
      • Review committees will need to be convinced that your communication and dissemination plans are appropriate
      • State exactly what your plans are and how they are appropriate

 

    • Project Budget -
      • Typically includes:
        • personnel salaries and benefits (e.g., research assistants, trainees, interviewers - include names if possible)
        • supplies and expenses
        • permanent equipment, database access
        • services (e.g., photography, computing)
        • travel to present findings or for collaboration
        • knowledge transfer plan
      • Review committees are evaluating whether you are including items that are appropriate for the project activities
      • The budget is a direct result of your outlined methods
      • Be as detailed as possible - the more the better!
      • Salary support for the principal applicant is generally not permitted except if they are trainees or research associates on the grant or a decision maker
      • Do not include infrastructure costs (space rental, heat, light, furniture, regular telephone service, secretarial support, etc)
    • Budget Justification
      • Justify each expense for which you require funding support
        • Provide adequate and persuasive justification for each item
        • Use narrative form
        • Reviewers should be convinced that you truly do need the items listed in your budget
      • Include all sources of partner contributions
        • May include space, equipment and supplies, and volunteered time
        • Specify provision of cash or in-kind support
        • Include matching funds, if applicable
      • If equipment is permitted:
        • Prove that you need the equipment
        • Demonstrate that you have tried accessing the equipment elsewhere
        • Attach supplier quotes
      • If consultants will be contracted:
        • Attach quotes

 

    • Provide contact information for the key supporters of your project
      • Key supporters may be universities, agencies, or community partners
      • Describe their involvement to date? – prior involvement is a good indicator of a strong linkage that will last through project completion
      • Describe their expected role in your project. What are they bringing to your project (e.g., expertise, resources)?
      • Each supporter must provide a letter of support describing what they are committed to offering your project
      • A letter from your employer indicating their willingness to participate is often recommended
    • Request letters of support early
      • It is recommended to request letters at least three weeks prior to your deadline, preferably six weeks before deadline
      • Reviewers should be convinced that you have the support necessary to carry out the proposed project
      • Do not submit the same support (form) letter for each of your partners or collaborators

 

    • Provide biographical sketches of your research team: the curriculum vitae
      • The principal applicant and co-applicants must complete this section
        • Full name, title, institution or organization
        • Educational background: institution, degree/diploma, certificate/qualification, year conferred, field of study
        • Research, professional experience, publications
        • Visit BCEOHRN’s Mentorship Program site: How to Write a Curriculum Vitae
        • Demonstrate that your team members collectively have the necessary skills to conduct the proposed project activities
    • Funds requested and funds currently held
      • List any funding applications that are pending or under review
      • List all funding you have been granted and currently hold (i.e. active grants)
    • Most significant contributions
      • List contributions you have made during your career that you feel are significant and have had an impact. These could include:
        • awards or recognition for research conducted
        • research published
        • presentations delivered
        • teaching or program curricula developed

 

    • You may be asked to provide the names of 2-3 external reviewers
      • They should have the expertise to critically evaluate your application
      • The agency may or may not use reviewers you have recommended
      • Reviewers must be impartial
      • Avoid conflict of interest

 

    • Some funding sponsors will offer a checklist to assist applicants
      • Print and post this checklist
      • Check ‘away’ dates for those from whom you need signatures
      • Submit the Letter of Intent by the posted deadline
      • Request Letters of Support at least three weeks before the posted deadline
      • Distribute your draft proposal for review by colleagues
      • Make revisions, carefully review every question and submit by the posted deadline!

 

Need assistance? Contact Dr. Tanya Wahbe, Research Capacity Development Officer.

 

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Last updated April 27, 2009