Introduction to Grant Writing
Authors: Stephanie Stapleton, MD; Bryn Mumma, MD, MAS; Hillary Moss, MD; and Michael Cassara, DO, MSEd, CHSE
This guide aims to help novice grant writers understand the core concepts of grant writing. It is designed to supplement available materials from the National Institutes of Health (NIH) and SAEM.
Grant Questions
- Timeline-based tips
- Simulation-specific hints
- What grant reviewers look for in each section
Rough / Ideal Timeline
If this is your first NIH-style grant, note that it will take at least 40 hours to complete - so start early! In addition to writing the research proposal itself, the major pain points tend to be obtaining the official signature and the budget/cost estimation.
3-6 Months Out
- Identify the project team and mentor
- Solidify question, methods, and outcomes
- Draft specific aims and the core research proposal
- Inform your budget office of your intention to apply
2 Months Out
- Prepare biosketches
- Draft the budget - this may need approval from your university's contracts and grants office before submission
- Gather letters of support - you may be asked to draft these letters for your chair or mentor
- Send the draft research proposal to colleagues and mentors for feedback
1 Month Out
- Confirm the timeline for approval with your institution's research office
- Complete the full grant draft
1-2 Weeks Out
- Submit to grants office for approval
How is Your Grant Scored?
Check out these helpful resources to learn more about the NIH scoring system and procedure.
General Grant Timeline
Before completing the grant, you will need:
- Institutional Review Board (IRB) submitted
- The grant's official name, timeline, process for review, signature, and official signing for organization (this will take 1-2 weeks)
- A resources page
- Budget information, including fringe benefits rate, overhead, etc.
The following sections are generally present buy may change based on specific grant needs.
Face Page
Project Summary
Project Relevance
Sites
Key Personnel
Table of Contents (number last)
Detailed Budget for Initial Budget Period
- Provide fringe and overhead estimates.
- Be aware of specific requirements regarding travel, time, etc.
- Consider expenses for conferences, participant incentives, open access fees, biostatistics experts, etc.
Budget for Entire Proposed Period of Support
Justification (ensure the budget aligns directly with supporting the team's capability to complete the proposed work)
Budgets Pertaining to Consortium/Contractual Arrangements
Biographical Sketch - Program DirectorPrincipal Investigator (not to exceed five pages each)
- A living document that will change with each grant.
- Can modify others' biosketches.
- Make it clear you have the background and results necessary to complete the project.
- Biosketches for all investigators - having an up-to-date CV helps, but still requires time.
- Consider using the NCBI biosketch tool on PubMed. Create an account, then use the tool to assist with creating, formatting, and storing an up-to-date NIH-style biosketch. The tool will curate articles indexed in PubMed.
Other Biographical Sketches (not to exceed five pages each)
Resources
- Your department or simulation center should have a resources page ready to adapt, but be explicit about simulation resources. Specify details like the number of residents, sites, visits per site, rooms in your sim center, procedural equipment, etc.
- Demonstrate access to an adequate number of participants and plan for some eligible participants declining. If the study requires follow-up, plan for attrition.
Checklist
Research Plan
- The research proposal must include clear outcomes and a detailed statistical analysis plan developed with a statistician.
- Include plans for presentation and publishing results and mention next steps following the current project.
- Demonstrate access to an adequate number of participants, account for eligible participants declining, and show a plan for attrition.
Specific Aims and Hypothesis
Research Strategy (significance, innovation, approach)
Bibliography and References Cited and Progress Report Publication List
Select Agent Research
Multiple Program Director/Principal Investigator Leadership Plan
Consortium and Contractual Arrangements
Letters of Support
- Plan to draft most, if not all, of these yourself. This is acceptable if the reviewers will edit and sign the letters themselves.
- Department chair letters of support must confirm access to any departmental resources planned for use in the study (e.g., research assistants, travel funds for presentation). Ideally, the chair will also pledge additional resources (e.g., financial support, supplies, personnel, protected time) beyond what is covered by the grant budget.
- If enrolling students or residents, letters of support from the program director or clerkship director are helpful.
Resource Sharing Plan(s)