“How to Prepare an FDC Proposal”

Review of categories and types of activities (CR) The process of reviewing grants (CR) Crafting your application (KK) Pet peeves of the Funding Subcommittee (KK) Future funding once you have received funding (CR)

Review of the Categories

http://faculty.ycp.edu/~kkleiner/FDC/FDC_web_site/funding.html

The Review Process 1. Applicant fills out form and submits to Department Chair2. Department chair forwards complete application to the

Administrative Assistant3. Administrative Assistant assigns a work study to make copies and mail

or deliver the application4. Karl or Colbey receives the application5. Colbey forwards a copy of each application to every committee

member6. Committee members review all grants in advance of the first meeting7. Two readings of each grant 8. Interdisciplinary review prior to the meeting9. First meeting: identify problems, questions and contact the applicant

The Review Process 10. Second meeting: report back, vote on each grant11. Send out letters12. Inform the Dean of Academic Affairs of our recommendations13. Applicant completes the activity14. Applicant submits a report of activities to the Dean of Academic

Affairs15. Applicant submits an expense report to the Dean of Academic Affairs16. Dean of Academic Affairs approves the expense report17. Faculty is reimbursed through the business office (checks dispersed

on Tuesdays and submitted to campus mail or home address)

Things to Notice

1. Your application will change hands as many as six times before reaching the committee members

2. Three weeks pass between funding deadline to committee approval. Colbey writes each letter and emails it to the applicant during the fourth week.

3. The Academic Dean reimburses you, not the committee.

How the Committee Discusses Your Application

1. Is it category-appropriate?2. Is it complete?3. Is it clear? Do we know what you are doing,

and when, and how, and why?4. Is there a specific outcome?5. What is the applicant’s grant history? 6. What information do we need to gather

before making a decision?

Why is the FDC so particular about the details of each application?

1. To ensure that you are reimbursed. 2. Fear of auditors!

How competitive are these grants?

The FDC operates at present from a position of plenitude. We are not competing against each other for the funds.

Nevertheless, the funds are discretionary. None of us is entitled to them automatically.

A declined grant proposal usually indicates that the application had intrinsic problems.

With one exception…

The summer stipend is very competitive most years, particularly for tenured faculty. A complete, clear, outcome-driven project is particularly important in this category.

Crafting your applicationThe Project Description -

For TravelProvide a written statement (1 page or less) that you are requesting funding for

_________ conference in Anywhere, USA during the dates of _____ to _______. It is always useful to make a connection between your scholarship at YCP and your

professional presentation. Indicate that your paper/poster has been accepted for presentation at the

conference. Be sure to indicate if you are: sitting on a panel discussion, attending a business meeting as an officer of the sponsoring organization and/or attending and or leading a workshop. Include your submitted abstract . If you are not presenting a scholarly work at the meeting, or formally engaged in

an activity, describe what you hope to accomplish through attending the meeting.

Crafting your applicationThe Project Description -

For Leadership, Lecture or Speakers – Provide a 1-1.5 page narrative that addresses the criteria under Instructions for

Appling and Criteria for evaluating proposals.

Crafting your applicationThe Project Description -

For Research and Summer Stipends – Your narrative (Description of the Project) should be written much like an

executive summary for a proposal and should not exceed 3 pages (Research) or 4 pages (Summer Stipend) in length.

Some general guidelines – Provide an introductory sentence or two at the very beginning of your

description to orient your reader to the nature of the topic.Provide background on your topic by informing the reader what is known

relative to your proposed study. This background is often used to set the stage for establishing a gap in knowledge.

Establish the gap in knowledge.

Crafting your application

Reader Orientation and establishing gap in knowledge

Crafting your application

Reader Orientation and establishing gap in knowledge

Crafting your applicationThe Project Description - For Research and Summer Stipends –

Some general guidelines –Put your proposed work in the context of the prevailing body of

knowledge. Refer to your own prior work on the subject (if available), or to a limited set of relevant literature.

Establish your goal, hypothesis or objective relative to filling the gap in knowledge that you have established. Do not wait until you are deep in your description to inform the reader of your intent. Indeed, it is okay to remind your reader later in the project description what you propose to do for your research.

Describe how completing the proposed project will fill the gap in knowledge or fulfill the objective.

Crafting your applicationPut your proposed work in the context of the prevailing body of knowledge.

Crafting your applicationPut your proposed work in the context of the prevailing body of knowledge.

Crafting your applicationThe Project Description - For Research and Summer Stipends –

Some general guidelines –Describe how you will achieve your objectives (methods). You will need to

convince reviewers that your proposed activity is feasible. This is also your opportunity to justify items such as travel to access documents, equipment/supplies to create/ experiment, and wages for student assistance.

Crafting your applicationMethods - How will you meet your objective?

Crafting your application

Summer Stipend – don’t forget2) A detailed outline of your schedule of relevant activities during the

funding period. 3) A justification detailing how the activity will enhance your professional

development and teaching skills.4) A plan for sharing the benefits of your project with your students,

colleagues, and your professional community.

• Summer stipends are reviewed and awarded in the fall of the preceding year so that faculty have time to schedule summer classes if they do not receive a summer stipend award.

Crafting your application

Know your audience. The members of the Funding subcommittee possess widely different backgrounds. It is important that you write at a level that all can comprehend.

Avoid jargon.Organize your writing.Be succinct. Be sure that each sentence and paragraph

works to develop in your reader an understanding of your objective and the methods you will use to meet that objective.

Remember –

Pet peeves of the Funding Subcommittee

Late grant submissions.Provide the original and 10 copies of your grant.Be sure to staple together each copy.Be sure to provide enough copies! The original and 10 copies

(11 total).FDC money is to be requested when departmental funds are

exhausted. If applying August 30th, be explicit as to how departmental funds have been exhausted.

Lack of detail from chairs why departmental support is not available.

Encumbering departmental funds for future travel. Not permitted!

Typically errors of omission

Pet peeves of the Funding Subcommittee

Not filling out the dollar amounts under “Request for funding”.

Typically errors of omission

Pet peeves of the Funding Subcommittee

Not providing details on rates (e.g. hotel, meals) on the Expense Statement.

Not providing documentation of proposed expenses (i.e. registration, workshops).

Ambiguities on the Expense Statement (e.g. Car Service) or leaving the explanation blank.

Use of old forms.Math errors on the Expense Statement and “Request for

funding”.

Typically errors of omission

Future Funding

Be sure you submit your activities report!Provide a copy (or other documentation) of

your outcome if it is a published book or article.

Works in progress: submit a portion of the manuscript.

Find a way to demonstrate progress.