Resources to support the development of large-scale grant proposals

Large-scale grant awards can help bolster the scientific environment at the University of Iowa by providing resources to establish centers that focus on a specific research area (e.g., P01, P20, P50), support training programs (e.g., T32, T35), or acquiring new instrumentation (e.g., S10). These awards also help amplify the status of the university on a national level. However, developing such a proposal is no small feat—bringing various written and data components into a cohesive, strategic proposal that meets the objectives of the funding opportunity requires a coordinated effort, often of numerous faculty, research staff, and administrators.

In this newsletter, we provide some general considerations and tips for developing a large-scale proposal. These are based on both our experiences helping prepare these proposals and key takeaways from discussions with investigators who have succeeded in garnering these awards. We also provide details about a recently launched initiative in the Carver College of Medicine, the Large-Scale Proposal Development Service (LSPDS), which provides administrative and writing support to investigators developing such proposals.

Considerations for writing large-scale proposals

Start to prepare your ideas (and to get them down on “paper”) early

Regardless of which large-scale grant mechanism you are targeting, the application will require many components and compiling them will require that you plan early. Often these projects involve the support or participation of multiple investigators, and it is imperative to contact them early to:

  • provide them time to prepare the necessary information,
  • ensure that the documents they contribute meet the requirements of the solicitation, and
  • return documents for revision for additional required information.

Carefully read the solicitation and instructions before you start

Funding opportunities for large-scale grants often have specific requirements that differ from standard grant proposals. For example, some solicitations require the inclusion of organizational flow charts, letters of support from specific entities, or specific sections (e.g., training in the responsible conduct of research). Taking time to understand these requirements upfront will position you to prepare a compliant and competitive application.

Provide evidence of leadership and collaboration

Reviewers expect evidence that a strong leader or leadership team will oversee the proposed project. The lead PI(s) should clearly and specifically describe their role(s) in overseeing the project, and they should illustrate their commitment through the percent effort they propose to dedicate to the project (or the salary support they request). If a leadership team is proposed, the application should include evidence that its members have collaborated effectively in the past (e.g., joint publications and grant awards), as well as that their expertise is sufficiently complementary and synergistic to meet the goals of the project. Plans for succession and strategies for conflict resolution are also expected.

Identify investigators with NIH funding that supports the intent of the award

Regardless of the focus of the grant mechanism, it is crucial to include individuals who have successfully secured independent NIH (or comparable) funding, e.g., as Center or Core Directors for center grant proposals, as mentors for training grants, or as users for instrumentation grants. This will illustrate that research support for the requested resources or training is in place, and it can also be used to demonstrate that expertise in a relevant research discipline is available.

Describe internal and external advisory committees

Research centers, training programs, and facilities that request funding are typically expected to have internal and/or external advisory committees to oversee development of the proposed research center or training program, or use of the requested instrument. These committees often meet annually, and on-site, even if they include investigators from other institutions. They are often seen as crucial for renewal applications, both because they demonstrate a level of independent oversight of current resources (e.g., research centers, training programs, instrumentation), and because a set of viewpoints broader than that of program leadership is often constructive in identifying changes to enhance the effectiveness of the renewal application and program as a whole.

Demonstrate that institutional support is strong

Reviewers will look for evidence that institutional support for the proposed project is strong. This should be illustrated in a letter of support from senior leadership, as well as through descriptions of the institutional resources and facilities that are available to support the proposed project. This might include:

  • dedicated space for instrumentation, research, or training,
  • core facilities,
  • institutional funding of additional fellowships, recruitment activities, or trainee travel, and
  • an environment that provides opportunities for collaboration among investigators across disciplines, departments, and colleges.

Employ good grantsmanship and presentation

Given the scope of large, complex grants, it is crucial to ensure they are organized logically, that they are easy to read, and that they are presented in a unified voice. One argument for starting to prepare these proposals early is that it allows time for review by both team members and individuals external to the project. Input from the latter will help ensure the content is clear and understandable to a broad audience. Good presentation includes:

  • using clear headings to keep readers oriented,
  • using good schematics and other visuals to illustrate overarching or key concepts,
  • avoiding overly technical language so that the information is accessible to all members of the review panel (member expertise might be broad),
  • being specific in the rationale and justification for the proposed work, and
  • demonstrating why the project is relevant to the funding agency’s program.

Large-scale proposal development service (LSPDS)

The LSPDS is an initiative of the Carver College of Medicine that supports faculty and staff in developing and writing complex, large-scale grant proposals. The goals of the LSPDS are to reduce the administrative burden of preparing these applications and to enhance their competitiveness. Services are currently provided at no cost to investigators, and they fall into two key areas:

Pre-award administrative and fiscal support

Faculty can receive support in collecting and organizing required documents (e.g., biosketches, letters of support) and preparing budgets, budget justifications, and other cost-focused documents. They can also receive guidance on submission procedures and assistance in routing documents through the UI Division of Sponsored Programs (DSP) or proposals systems (e.g., Cayuse).

Writing and editing support

A dedicated grant writer provides writing support for large-scale proposals, including drafting key sections (e.g., Overall, Administrative Core, Training Programs, Multi-PI Plans, Institutional Environment). The grant writer can also edit components of a proposal for clarity, consistency, and alignment with sponsor expectations and review criteria, as well as ensure that the narrative is cohesive and unified across all components.

Investigators who wish to use the LSPDS are encouraged to reach out several months in advance of their submission deadline. Projects will be prioritized based on their potential impact to the university, the scope and scale of the grant, and whether sufficient advanced notice is provided. To learn more visit the LSPDS website.

Happy writing!

Jennifer Barr and the SERCC Team

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