DEVELOPING A PROPOSAL

Developing a research proposal for funding is comparable to preparing for a debate which will be judged but in which you will not be able to respond to your opponent’s comments. You present written arguments in support of a specific position and unknown judges (the Donor’s Review Panel) determine whether the arguments are sufficiently cogent to allow the funds requested to be allocated .

Before you start to develop the research proposal, data collection and research about the Donor are of paramount importance. You need to be familiar with the Donor’s perspectives, the criteria applied to its funding of projects, the kinds of projects that are given preference, the upper and lower limits of its allocations, the countries which are supported and the types of organizations and special interests that are funded. This information is available in the Donor’s Annual Reports, through listings of projects historically funded, on the Internet, in documents which “Call for Proposals” and, in the case of funding which is being provided by foreign Governments, from their Embassies and High Commissions”. (Office of Research, 2002)

Checklist for Developing a Proposal:

To ensure the quality of your proposal, principal investigators should be prepared to answer the following:

• What title or project name will reflect the nature of the proposed research?
  
  
• What is the research problem or need for this activity? Have you reviewed current literature to determine the need for such a project or conducted a needs assessment?
  
  
• What do you hope to accomplish specifically as a result of this project?
  
  
• How will you accomplish this project goal? Why is your approach particularly suited to the problem? Discuss the activity concept, project structure and/or formal methodology.
  
  
• How will you prove the results? An evaluation plan complete with measures of efficiency, effectiveness, or outcomes as appropriate to the project design and methodology should be described.
  
  
• What special compliance issues and risks are associated with the project?
  
  
• Where will the project be conducted? Have space needs been evaluated?
  
  
• When will work on the project begin? When will it end?
  
  
• What are your qualifications for serving as the principal investigator on this particular project? Identify other skills and qualifications necessary to the activity and where/how you will provide the expertise.
  
  
• How much will it cost for you to perform the work? (This question can be fully answered only after the cost proposal has been prepared. Effective proposals, however, should indicate bottom-line costs, along with the levels of effort to be invested by the principal investigator and other key project personnel.)

After an initial draft of the proposal has been completed, the cost proposal, or project budget, can begin to be formalized.

General Format:

Most sponsoring agencies have specific format guidelines for preparing proposals. In the absence of such guidelines, the following format may be useful.

Title Page:

The title page should include:

• The title of the proposed research
  
  
• The name and address of the sponsor to whom the proposal is submitted
  
  
• The name and address of the University
  
  
• The University department where the work will be carried out
  
  
• The proposed period of performance
  
  
• Total requested support (in multiyear projects, include the total for Year I as well as the total request)
  
  
• Name and title of the principal investigator

Abstract:

While an abstract is not required by all sponsors, it is a highly effective means of presenting a project to a reviewer or review board. The abstract should highlight the scope of the proposed research, including its objectives and the intended methodology, the anticipated results, and a statement of potential significance. Abstracts should not exceed one typed, double-spaced page. The abstract should stand alone as a complete description of the proposed project. Do not refer to figures, tables, or literature appearing in any other part of the proposal.

Table of contents (List of Illustrations/Tables):

A table of proposal contents should be included immediately following the abstract page. A list of illustrations or tables should also be prepared, if appropriate. Since the abstract precedes the table of contents, it is not listed there.

Introduction to Proposal:

While usually brief, the proposal introduction is one of the most important parts of the grant application. The introduction should engage the reviewer’s attention, encouraging a full reading of the proposal. Statistically, proposals that are read through at one sitting have a higher rate of success. Here are some general guidelines for the preparation of the proposal introduction:

1. Tailor the introduction and the narrative to the specific guidelines or funding criteria of the sponsor
   
   
2. State the problem, but emphasise why you and/or the University should be funded to address the problem
   
   
3. Mention your previous accomplishments in the area of research proposed
   
   
4. Construct the final paragraph of the introduction to lead into the next section of the proposal

Note: Follow the sponsor guidelines on length; in the absence of detailed guidelines, the introduction should not exceed two pages.

Description of Proposed Research:

This description is a detailed extension of the proposal abstract. It should include a statement of the past work that has suggested or made possible the proposed study, as well as a specific description of recent research. Indicate how the research will relate to and reflect the current state of the art. Explain project goals and methodology carefully. To the extent possible, describe in detail a research plan plan for six to twelve months.

It may be appropriate to justify certain budget requests in the proposal, especially if they are unusual or expensive (such as equipment that reviewers might expect to be part of the University’s facilities), or if the proposed research will require an unusual amount of costs for travel, publication or supplies.

Explain the tasks to be completed by all project personnel. Include current curricula vitae for all senior project personnel. If postdoctoral associates and/or graduate or research fellows are known, submit their vitae. It is recommended that curricula vitae submitted follow a similar format.

Bibliographies, tables, charts, illustrations, reprints and other supplementary materials may be included if they enhance the effectiveness of the presentation. Many sponsors, however, limit the number of pages of text; check to see if supplemental materials, such as appendices, are included in the page limit.

NB: This is merely indicative of possible line items.

Budget (Sample): Click this link to see a copy of a sample budget.

Proposal Typing

The Office of Sponsored Research should be given a copy of the final draft for:

a) Vetting
b) Keeping in its file