Starting Your Research Starting Your Research Program Program From ‘Soup to Nuts’From ‘Soup to Nuts’

The trials, tribulations, and joys The trials, tribulations, and joys of setting up your own programof setting up your own program

Gregory P. Downey M.D.Gregory P. Downey M.D.University of TorontoUniversity of Toronto

Step 1: Find a MentorStep 1: Find a Mentor The mentoring you seek should be framed around your The mentoring you seek should be framed around your

goals for the first 3-5 yearsgoals for the first 3-5 years Will vary with style, opportunity, and type of researchWill vary with style, opportunity, and type of research BUT, there are some general expectations common to BUT, there are some general expectations common to

most academic environmentsmost academic environments Choose both:Choose both:

Scientific mentorScientific mentor Content expertContent expert

Non-scientific mentorNon-scientific mentor Someone who understands your situation (and Someone who understands your situation (and

will listen)will listen)

Step 2: Set Your GoalsStep 2: Set Your Goals Establish a functional infrastructure in your labEstablish a functional infrastructure in your lab Launch an independent, funded research programLaunch an independent, funded research program Meet requirements at your institution for 3 year and Meet requirements at your institution for 3 year and

tenure/ promotion reviews (5-7 years)tenure/ promotion reviews (5-7 years) Emerging national and international presenceEmerging national and international presence Established record of productivity and trainingEstablished record of productivity and training Contributions to the academic mission of your Contributions to the academic mission of your

institution (teaching, mentoring)institution (teaching, mentoring) Presentation of your work at national and Presentation of your work at national and

international meetingsinternational meetings Recognition of your work by international peersRecognition of your work by international peers

Getting Advice/SupportGetting Advice/Support

Chairperson/DirectorChairperson/Director Sage advice and $$$Sage advice and $$$

Senior colleaguesSenior colleagues Sage advice and high level supportSage advice and high level support

Your peersYour peers Establish a presence for your research Establish a presence for your research

programon campusprogramon campus Get to know your colleagues and identify Get to know your colleagues and identify

potential scientific mentorspotential scientific mentors

Graded Lab Set UpGraded Lab Set Up The Big Question:The Big Question: should you start up a new should you start up a new

lab/program or spend the first few years in the lab/program or spend the first few years in the lab of a senior faculty member?lab of a senior faculty member? Hospital for Sick Children modelHospital for Sick Children model

BenefitsBenefits Critical mass of peopleCritical mass of people All the equipment you needAll the equipment you need Can focus on experiments immediatelyCan focus on experiments immediately

DrawbacksDrawbacks Pride and independencePride and independence Your mentor should not be senior author on Your mentor should not be senior author on

your initial manuscripts!your initial manuscripts!

Negotiating a Start Up PackageNegotiating a Start Up Package Decide how much you need?Decide how much you need? A reasonable request:A reasonable request:

$75-$150 K for start up for wet lab$75-$150 K for start up for wet lab Make certain to include big ticket items that you Make certain to include big ticket items that you

absolutely needabsolutely need 3 years operating funds ($30-40K per year)3 years operating funds ($30-40K per year) 3 years of technician salary ($40-45 K per year)3 years of technician salary ($40-45 K per year) Seed money and staff for clinical trialsSeed money and staff for clinical trials Don’t forget secretarial supportDon’t forget secretarial support

Not everyone gets the sameNot everyone gets the same Like professional sportsLike professional sports

Less bargaining power if you stay where you trainedLess bargaining power if you stay where you trained Hard to negotiate after you have already signed the dealHard to negotiate after you have already signed the deal

Staffing: General PrinciplesStaffing: General Principles Build a productive and positive lab cultureBuild a productive and positive lab culture

Be a force/presence in your own lab (lead by example)Be a force/presence in your own lab (lead by example)

allows you to produce publishable dataallows you to produce publishable data

identify strengths/weaknesses in your traineesidentify strengths/weaknesses in your trainees

find out what’s frustrating people in the labfind out what’s frustrating people in the lab

How do I identify people to join my group?How do I identify people to join my group?

avoid the urge to put ‘warm bodies’ in the labavoid the urge to put ‘warm bodies’ in the lab

beware the dominant negative!beware the dominant negative!

Hire more on ‘character’ as opposed to specific expertiseHire more on ‘character’ as opposed to specific expertise

you can teach people techniquesyou can teach people techniques

honesty, good humour, and the ability to get along with honesty, good humour, and the ability to get along with difficult people are huge assetsdifficult people are huge assets

Financial IssuesFinancial Issues Create a budget - and stick to itCreate a budget - and stick to it Track expenses monthlyTrack expenses monthly

Use a spreadsheet or accounting softwareUse a spreadsheet or accounting software Set maximum allowable monthly expendituresSet maximum allowable monthly expenditures

Appoint a lab managerAppoint a lab manager Borrow small amounts of reagents from Borrow small amounts of reagents from

colleagues for proof of principle experimentscolleagues for proof of principle experiments Don’t run out of money with 3 months to go Don’t run out of money with 3 months to go

before next installmentbefore next installment PI is legally responsible for appropriate (and PI is legally responsible for appropriate (and

inappropriate) use of fundsinappropriate) use of funds

Protocols and SOPsProtocols and SOPs Important to set standards for the lab / research Important to set standards for the lab / research

programprogram Key techniques should be written in a detailed Key techniques should be written in a detailed

protocol and made available to the lab membersprotocol and made available to the lab members But allow flexibility depending based on individual But allow flexibility depending based on individual

preferences and skillspreferences and skills Record keeping is crucial to document details of Record keeping is crucial to document details of

experiments and avoid future mistakes experiments and avoid future mistakes

Technicians and Research Technicians and Research AssociatesAssociates

Likely your first hireLikely your first hire Advertise earlyAdvertise early Consider hiring ‘green’Consider hiring ‘green’

a recent graduatea recent graduate Interview carefullyInterview carefully Work closely with him/her in first few monthsWork closely with him/her in first few months

Graduate StudentsGraduate Students Plan and get advice on an SGS appointment earlyPlan and get advice on an SGS appointment early Aim to get a good student or two into your program in the Aim to get a good student or two into your program in the

first couple of yearsfirst couple of years Rotation system? – interviews?Rotation system? – interviews? Graduate students are trainees and deserve your full Graduate students are trainees and deserve your full

attention, guidance, and nurturingattention, guidance, and nurturing Graduate mentorship is a serious commitmentGraduate mentorship is a serious commitment Avoid taking on too many students in one yearAvoid taking on too many students in one year Be a mentorBe a mentor

adjust your supervisory style to the student (weekly adjust your supervisory style to the student (weekly meetings?)meetings?)

Post Doctoral FellowsPost Doctoral Fellows Difficult to attract excellent PDFs when you are Difficult to attract excellent PDFs when you are

starting you labstarting you lab BUTBUT Keep your ear to the group for outstanding Keep your ear to the group for outstanding

students ‘in transition’students ‘in transition’ Talk to your colleagues at meetings etc.Talk to your colleagues at meetings etc. Interview/recruitInterview/recruit

you should have high expectationsyou should have high expectations You must be prepared to facilitate the career You must be prepared to facilitate the career

goals of the postdocgoals of the postdoc

Step 4: Interfacing with the Step 4: Interfacing with the outside worldoutside world

My team is in place. My team is in place. What do I do next?What do I do next? Get OUT THERE! You are the role model and motivatorGet OUT THERE! You are the role model and motivator Assess individual needs and adjust your supervision Assess individual needs and adjust your supervision

accordinglyaccordingly This is This is YOUR LABYOUR LAB::

There must be a philosophical and practical framework for There must be a philosophical and practical framework for the lab to grow into - you must supply this framework the lab to grow into - you must supply this framework

Decide what type of lab culture you wantDecide what type of lab culture you want Format for lab notebooks? Flexible hours? Music?Format for lab notebooks? Flexible hours? Music?

Communication is key: have group meetings, no matter how Communication is key: have group meetings, no matter how painfulpainful

Demonstrate by example that honesty, integrity, courtesy and Demonstrate by example that honesty, integrity, courtesy and professionalism are part of your lab philosophyprofessionalism are part of your lab philosophy

Learn from watching: how do other successful scientists Learn from watching: how do other successful scientists manage their labs, their lives, negotiate the tenure-and-manage their labs, their lives, negotiate the tenure-and-promotion process?promotion process?

Be a good colleague; cultivate scientific collaborations and Be a good colleague; cultivate scientific collaborations and relationshipsrelationships

Some Common MistakesSome Common MistakesDon’t:Don’t:

Complain/gossip to your lab personnel about other lab Complain/gossip to your lab personnel about other lab personnel personnel

This is a This is a NO WINNO WIN situation; your team needs to trust you situation; your team needs to trust you Ignore tenure requirementsIgnore tenure requirements

Keep 5-year plan in mindKeep 5-year plan in mind Adjust your projects accordingly (maybe you thought they’d all Adjust your projects accordingly (maybe you thought they’d all

be Science papers…)be Science papers…) Let the lab assume its own shape and style: train your Let the lab assume its own shape and style: train your

people directly in the first few yearspeople directly in the first few years Assume everyone you hire will be as motivated and Assume everyone you hire will be as motivated and

competent as youcompetent as you Typically, people will spend more time buying a centrifuge Typically, people will spend more time buying a centrifuge

than hiring a technicianthan hiring a technician Be afraid to intervene in lab conflictsBe afraid to intervene in lab conflicts

Adjust Your ApproachAdjust Your Approach

Don’t:Don’t: Forget to adapt your style as your lab evolvesForget to adapt your style as your lab evolves

people with more experience will resent being people with more experience will resent being micromanagedmicromanaged

Do:Do: Be prepared to change your view of what is Be prepared to change your view of what is

satisfyingsatisfying Celebrate the success of your student’s Celebrate the success of your student’s

experiments and manuscripts vs getting a result experiments and manuscripts vs getting a result yourselfyourself

Some Common ProblemsSome Common Problems Simple disagreements/problems about how lab is managedSimple disagreements/problems about how lab is managed

Don’t accuse/step in/solve the problemDon’t accuse/step in/solve the problem Consider a lab ‘business’ component to your group Consider a lab ‘business’ component to your group

meetingsmeetings Minor or major personality conflictsMinor or major personality conflicts

The buck stops with you; don’t avoid these issuesThe buck stops with you; don’t avoid these issues Don’t pick sidesDon’t pick sides Do expect people to behave professionallyDo expect people to behave professionally

Health problems that may impair work performanceHealth problems that may impair work performance Performance issues (lack of motivation; poor work ethic)Performance issues (lack of motivation; poor work ethic)

Make your expectations clear; treat people decentlyMake your expectations clear; treat people decently Measure outcomes, not inputsMeasure outcomes, not inputs Set an international standard (scientific meetings)Set an international standard (scientific meetings) Recognize that people will achieve at different levelRecognize that people will achieve at different level KEEP AN OPEN DOOR POLICY!!KEEP AN OPEN DOOR POLICY!!

Time/Career ManagementTime/Career Management

Know what is expected of youKnow what is expected of you

ResearchResearchClinicalClinicalTeachingTeachingAdministrationAdministration

How do I get everything done and still How do I get everything done and still maintain my sanity (or as close to maintain my sanity (or as close to sanity as possible)?sanity as possible)?

Rule #1Rule #1

Learn to say NOLearn to say NO

(but not always)(but not always)

How to balance the How to balance the demands of your position demands of your position

It is easier to say NO if you have prior It is easier to say NO if you have prior commitmentscommitments

Be selectiveBe selective Ask yourself if this will help youAsk yourself if this will help you

Set your limits for non-research related activities Set your limits for non-research related activities and adhere to those limitsand adhere to those limits

Schedule time for research activities into your Schedule time for research activities into your calendar calendar

Set priorities for your timeSet priorities for your time

Time Management GridTime Management Grid

Time Management: Time Management: suggestionssuggestions Reduce Stress by starting big tasks (i.e. grant Reduce Stress by starting big tasks (i.e. grant

applications) months in advanceapplications) months in advance Break each task down into smaller, more Break each task down into smaller, more

manageable tasksmanageable tasks Set goals for what you want to get done in the Set goals for what you want to get done in the

time period allowed and stick to those goalstime period allowed and stick to those goals Don’t waste time complaining about doing the Don’t waste time complaining about doing the

tasktask Do not let e-mail consume your timeDo not let e-mail consume your time

Turn off the alarm and check it when YOU Turn off the alarm and check it when YOU want to (3 times per day)want to (3 times per day)

Turn off your phone ringer when writingTurn off your phone ringer when writing use voice mail effectivelyuse voice mail effectively

Time ManagementTime Management Work in a way that is most efficient for youWork in a way that is most efficient for you

Do the most demanding tasks when you are Do the most demanding tasks when you are most productivemost productive

Sequential monotasking vs. multitasking Sequential monotasking vs. multitasking Be efficient and organizedBe efficient and organized

Never handle a document related to Never handle a document related to administration more than once. Make the administration more than once. Make the decision of what to do immediatelydecision of what to do immediately

Sign it, file it, ignore it or discard itSign it, file it, ignore it or discard it Save small, mindless tasks for when you have Save small, mindless tasks for when you have

a few minutes or when you are too drained to a few minutes or when you are too drained to perform more mental functionsperform more mental functions

Balance work and personal lifeBalance work and personal life Schedule and take vacationsSchedule and take vacations Hire as much help as you can affordHire as much help as you can afford Make use of possibilities for flexible schedulesMake use of possibilities for flexible schedules

Reduce commute timeReduce commute time Flex time with childrenFlex time with children Set up a home office with high-speed internetSet up a home office with high-speed internet

Be organized and plan aheadBe organized and plan ahead Do prep work for meals one day a week Do prep work for meals one day a week

(involve the family)(involve the family) PDAs are good for more than keeping your PDAs are good for more than keeping your

calendar!calendar!

ResearchResearch Secure research fundingSecure research funding Apply for everything for which you are eligibleApply for everything for which you are eligible Don’t get discouragedDon’t get discouraged

You may not get a CIHR grant the first time You may not get a CIHR grant the first time you apply but be persistentyou apply but be persistent

The first renewal is often the most difficultThe first renewal is often the most difficult plan ahead and work towards publishing your plan ahead and work towards publishing your

studies before the first renewalstudies before the first renewal

Publish !Publish ! Fine to go for the home run BUT you also need to Fine to go for the home run BUT you also need to

secure a few base hits to be able to stay in the gamesecure a few base hits to be able to stay in the game If you work in a very competitive area- publish first! If you work in a very competitive area- publish first! Know when to hold ‘em and when to fold ‘emKnow when to hold ‘em and when to fold ‘em Begin to write a manuscript as soon as you have a few Begin to write a manuscript as soon as you have a few

pieces of data that fit togetherpieces of data that fit together helps to focus your researchhelps to focus your research plan all experiments to generate data for a figureplan all experiments to generate data for a figure write every day for write every day for ~ ~ 60 min (no interruptions)60 min (no interruptions)

Collaborate, but don’t let collaborations be a distraction Collaborate, but don’t let collaborations be a distraction from establishing your own research programfrom establishing your own research program

Generally not good to collaborate with former Generally not good to collaborate with former supervisorssupervisors

ResearchResearch Peer reviewPeer review Grants panelsGrants panels

Operating panels: a great experience, but commit Operating panels: a great experience, but commit to one or two meetings rather than a full three-to one or two meetings rather than a full three-year termyear term

After you have sat on a panel be selective in your After you have sat on a panel be selective in your choiceschoices

PDF and studentship panels are a great place to PDF and studentship panels are a great place to get some peer review experienceget some peer review experience

Manuscript reviewsManuscript reviews Good way to keep up with literature in your field, Good way to keep up with literature in your field,

but be selectivebut be selective

ResearchResearch

Speaking engagementsSpeaking engagements Accept invitations at meetings and other institutionsAccept invitations at meetings and other institutions If you are receiving large numbers of invitations, be If you are receiving large numbers of invitations, be

selectiveselective TrainingTraining

You will be expected to attract trainees to your labYou will be expected to attract trainees to your lab Be selective in the trainees you recruitBe selective in the trainees you recruit Not everyone who gets into grad school or Not everyone who gets into grad school or

completes a PhD or MD is capable of doing completes a PhD or MD is capable of doing researchresearch

If You Are a ClinicianIf You Are a Clinician

Know what the expectations are from the Know what the expectations are from the beginningbeginning

If you want to do research, you need to have If you want to do research, you need to have protected timeprotected time

Try to go to a place or service where you are not Try to go to a place or service where you are not needed clinically (at least at first)needed clinically (at least at first)

Align or mesh clinical duties with research Align or mesh clinical duties with research interestsinterests

Seek advice from a mentor who has successfully Seek advice from a mentor who has successfully balanced both clinical and research commitmentsbalanced both clinical and research commitments

TeachingTeaching Many potential benefits:Many potential benefits:

Improve communication skillsImprove communication skills Exposure to students could mean future Exposure to students could mean future

recruitsrecruits Can be rewardingCan be rewarding

Know how many contact hours others in your Know how many contact hours others in your department / faculty teachdepartment / faculty teach Do not volunteer for hours over what is Do not volunteer for hours over what is

expected of youexpected of you Set limits on amount of prep time you devote to Set limits on amount of prep time you devote to

lecture preparationlecture preparation More time for preparation ≠ better teacherMore time for preparation ≠ better teacher

TeachingTeaching

Some Faculties/Departments use teaching Some Faculties/Departments use teaching evaluations for promotionevaluations for promotion

Try to teach the same course for a number of Try to teach the same course for a number of yearsyears

Try to teach in your specialtyTry to teach in your specialty Make effective use of teaching assistantsMake effective use of teaching assistants You do not need to be available 24-7!You do not need to be available 24-7!

Teaching: Teaching: Student supervisory Student supervisory committeescommittees

Great place to impress your colleaguesGreat place to impress your colleagues Be selective: want to learn something of interest to Be selective: want to learn something of interest to

you or have the potential for collaborationyou or have the potential for collaboration Do not over commitDo not over commit

Should be about a equal number of committees Should be about a equal number of committees to faculty on your student’s committeesto faculty on your student’s committees

Do not do the supervisor’s job of supervisionDo not do the supervisor’s job of supervision Supervisory committees are a considerable time Supervisory committees are a considerable time

commitmentcommitment

AdministrationAdministration Choose to be on committees that interest you Choose to be on committees that interest you

and involve issues that you are passionate aboutand involve issues that you are passionate about

Try to avoid committees with a large time/effort Try to avoid committees with a large time/effort commitment or ones that have the potential to be commitment or ones that have the potential to be highly polarized/controversial highly polarized/controversial

If you agree to be on a committee, fulfill the If you agree to be on a committee, fulfill the expectations for being on the committeeexpectations for being on the committee

Do not, as an individual, do all of the work of the Do not, as an individual, do all of the work of the entire committee!entire committee!

Enjoy Your Career!Enjoy Your Career!

Life is too short to be miserableLife is too short to be miserable

Writing a GrantWriting a Grant

The Peer Review ProcessThe Peer Review Process

A Bird’s Eye ViewA Bird’s Eye View

Initial Steps in Grant WritingInitial Steps in Grant Writing

Choosing the right type of grantChoosing the right type of grant Choosing the right funding agencyChoosing the right funding agency Choosing the right review committee Choosing the right review committee

Types of GrantsTypes of Grants

Start-upStart-up OperatingOperating

Small/specializedSmall/specialized Major funding agencies ‘open competitions’Major funding agencies ‘open competitions’

Salary supportSalary support Group grantsGroup grants EquipmentEquipment Infrastructure (e.g. CFI)Infrastructure (e.g. CFI) Special Requests for Applications (RFAs)Special Requests for Applications (RFAs) Network grants (e.g. NCE)Network grants (e.g. NCE)

The Very Beginning: Start-The Very Beginning: Start-Up Funds and GrantsUp Funds and Grants

Faculty/Department/Division/Research Institute Faculty/Department/Division/Research Institute fundsfunds $50-300K$50-300K Technician support ($35-40K per year)Technician support ($35-40K per year) Operating funds ($15-30K per year)Operating funds ($15-30K per year) Salary support for 3 yrsSalary support for 3 yrs

Competitive start-up fundsCompetitive start-up funds Dean’s fund, Connaught Dean’s fund, Connaught

CFI- up to $125K for equipment for new PIsCFI- up to $125K for equipment for new PIs

Choosing the Right Funding Choosing the Right Funding AgencyAgency

Federal / provincial peer review agenciesFederal / provincial peer review agencies CIHR, NSERC, SSHRC, NIH CIHR, NSERC, SSHRC, NIH

Disease or organ-based society / foundationDisease or organ-based society / foundation HSFC, NCIC, PSI, Arthritis Society, Kidney Foundation, HSFC, NCIC, PSI, Arthritis Society, Kidney Foundation,

Lung Association, Cystic Fibrosis Foundation, LAM Lung Association, Cystic Fibrosis Foundation, LAM FoundationFoundation

Premiers Research Award (PREA)Premiers Research Award (PREA) $50K per year$50K per year

IndustryIndustry May have $$$ but do not sell your soulMay have $$$ but do not sell your soul

Choosing the Right Funding Choosing the Right Funding Agency: Things to ConsiderAgency: Things to Consider

What kind of $$ do you need?What kind of $$ do you need? Is the topic of importance globally or to a niche Is the topic of importance globally or to a niche

audience? audience? How does the mission / vision of the funding How does the mission / vision of the funding

agency fit with your research?agency fit with your research?

Initial Operating GrantsInitial Operating Grants Consider smaller, specialized organizationsConsider smaller, specialized organizations NGOs that want to support your research to NGOs that want to support your research to

facilitate their goals (win-win)facilitate their goals (win-win) Sympathetic reviewers (maybe)Sympathetic reviewers (maybe) Smaller amounts of moneySmaller amounts of money Can provide funding to generate essential Can provide funding to generate essential

preliminary data for larger grantpreliminary data for larger grant Consider not applying for major operating grant Consider not applying for major operating grant

immediately upon setting up labimmediately upon setting up lab Problem is first renewal (2-3 yrs)Problem is first renewal (2-3 yrs)

Major Federal/Provincial Peer-Major Federal/Provincial Peer-Review Funding AgenciesReview Funding Agencies CIHR, NSRC, SSHRCCIHR, NSRC, SSHRC Don’t forget the NIHDon’t forget the NIH Substantially more $$ available (90-150K per year) for Substantially more $$ available (90-150K per year) for

3-5 yrs3-5 yrs Stability of fundingStability of funding

Allows development of area of researchAllows development of area of research Stability of support staffStability of support staff

Shark country- bewareShark country- beware Need a great idea and a track recordNeed a great idea and a track record Should be in optimal environmentShould be in optimal environment Days of ‘lone rangers’ are overDays of ‘lone rangers’ are over

Some Things to Consider for Some Things to Consider for Initial GrantsInitial Grants Don’t propose experiments / study that will Don’t propose experiments / study that will

take 3 yrs to complete for your first granttake 3 yrs to complete for your first grant Short and snappy studiesShort and snappy studies Issue of feasibility within your proven skill Issue of feasibility within your proven skill

set and within the time frame of the grantset and within the time frame of the grant ‘‘Do the do-able’Do the do-able’ Initially, aim for journals with rapid turn Initially, aim for journals with rapid turn

around time and good acceptance rate and around time and good acceptance rate and citation indexcitation index

Get your foot in the door and demonstrate Get your foot in the door and demonstrate your ability to take your ideas to your ability to take your ideas to completioncompletion

General Preparation Well General Preparation Well Before Grant DeadlineBefore Grant Deadline

CV ModuleCV Module

Establishes your credibility as a researcherEstablishes your credibility as a researcher Never assume this is understood!Never assume this is understood!

Do you / your team have the skills to do the Do you / your team have the skills to do the proposed research?proposed research?

Common c.v. module used for many organizationsCommon c.v. module used for many organizations Web-based CV modules can be tricky to fill out so Web-based CV modules can be tricky to fill out so

don’t leave to last minute to preparedon’t leave to last minute to prepare Difficult for an inexperienced secretary to Difficult for an inexperienced secretary to

prepareprepare

CV Module cont’d...CV Module cont’d... Don’t pad your CVDon’t pad your CV

Public school awards and diplomas nice but Public school awards and diplomas nice but not necessarynot necessary

PublicationsPublications Peer-reviewed, first (last) authored carry most Peer-reviewed, first (last) authored carry most

weightweight Submitted publications must be supported by Submitted publications must be supported by

email/letter from journalemail/letter from journal ‘‘In preparation’ don’t count and may hurtIn preparation’ don’t count and may hurt

Internal ApprovalsInternal Approvals Human subjectsHuman subjects

Especially important for clinical studies and may be crucial Especially important for clinical studies and may be crucial factor regarding feasibilityfactor regarding feasibility

Ethics certification (NIH)Ethics certification (NIH) BiosafetyBiosafety

Pay attention to containment level and make certain that you Pay attention to containment level and make certain that you have access to the proper level of facilityhave access to the proper level of facility

Radiation safetyRadiation safety You and your technician may have to take courseYou and your technician may have to take course

Animal care protocolsAnimal care protocols Estimate number of animals carefullyEstimate number of animals carefully Does your institute have room?Does your institute have room?

SignaturesSignatures Applicant(s)Applicant(s) Division/Department HeadDivision/Department Head Research Institute DirectorResearch Institute Director University level: Associate Dean of ResearchUniversity level: Associate Dean of Research Allow 2-3 working daysAllow 2-3 working days

Avoid the crunchAvoid the crunch Be tolerant and politeBe tolerant and polite

Internal ReviewsInternal Reviews

Pick internal reviewers well ahead of time to make Pick internal reviewers well ahead of time to make certain they will be availablecertain they will be available

Get grant to them 2-3 weeks (or more) ahead of Get grant to them 2-3 weeks (or more) ahead of deadlinedeadline

Pick reviewers who are knowledgeable, Pick reviewers who are knowledgeable, experienced, and tough (!)experienced, and tough (!)

Face to face group meetings are by far the bestFace to face group meetings are by far the best HSC model highly successfulHSC model highly successful Humbling experience so be preparedHumbling experience so be prepared

Selecting the Best Selecting the Best Committee: Committee: Due DiligenceDue Diligence

Understand focus of committeeUnderstand focus of committee Reputation of committeeReputation of committee Check that committee members have similar Check that committee members have similar

background as youbackground as you Beware of major competitors on committeeBeware of major competitors on committee Avoid being blackballedAvoid being blackballed

Major scientific disagreements with committeeMajor scientific disagreements with committee Ask committee members or experienced colleagues Ask committee members or experienced colleagues

about the type of grants referred by the committeeabout the type of grants referred by the committee Have alternate committees readyHave alternate committees ready

External ReviewersExternal Reviewers

Remember- these are suggestions that may or Remember- these are suggestions that may or may not be usedmay not be used

1 or 2 additional reviewers will always be 1 or 2 additional reviewers will always be selectedselected

Suggest sympathetic experts, not collaboratorsSuggest sympathetic experts, not collaborators Some agencies honor requests for individuals Some agencies honor requests for individuals

NOT to review your grantNOT to review your grant Be careful hereBe careful here

One strategy to avoid a nasty review in to One strategy to avoid a nasty review in to include the individual in your grant as a include the individual in your grant as a collaborator or investigator!collaborator or investigator!

Peer Review CommitteesPeer Review Committees Chair, scientific officer, agency representativesChair, scientific officer, agency representatives

Non-votingNon-voting ReviewersReviewers

VotingVoting Primary reviewerPrimary reviewer

Reviews grant, appendices, literature in detailReviews grant, appendices, literature in detail Secondary reviewerSecondary reviewer

Reviews grant in detail with written reportReviews grant in detail with written report ReaderReader

Reviews grant in detail but no written reportReviews grant in detail but no written report Other committee reviewersOther committee reviewers

Likely will not have read the grant in detailLikely will not have read the grant in detail

What Happens at the Peer-What Happens at the Peer-Review Committee MeetingReview Committee Meeting

For each grant, 1° and 2° reviewers announce initial For each grant, 1° and 2° reviewers announce initial scoresscores

Primary reviewer presents 2-3 min summary and Primary reviewer presents 2-3 min summary and critiquecritique

Secondary reviewer presents critiqueSecondary reviewer presents critique External reviewers reports reviewed (if any)External reviewers reports reviewed (if any) DiscussionDiscussion Consensus score reachedConsensus score reached Committee votes ± 0.5 from consensus scoreCommittee votes ± 0.5 from consensus score Chair, scientific officer are non-voting Chair, scientific officer are non-voting

But can set the tone and balance discussionBut can set the tone and balance discussion

Major Factors in Decision-Making Major Factors in Decision-Making at the Committee Meetingat the Committee Meeting

Great ideaGreat idea Burden of diseaseBurden of disease Productivity of applicantProductivity of applicant Preliminary data- feasibilityPreliminary data- feasibility Interesting hypothesisInteresting hypothesis Good writing/presentationGood writing/presentation Tight protocol which addresses multiple eventualities Tight protocol which addresses multiple eventualities

and interpretations of resultsand interpretations of results Interpretation of Scores and CommentsInterpretation of Scores and Comments

The Typical Grant ReviewerThe Typical Grant Reviewer

Overworked and under paid!Overworked and under paid! Own research career on hold for weeksOwn research career on hold for weeks Experienced in grant writing and scientific researchExperienced in grant writing and scientific research

Good eye for fuzzy thinking, poor data, pomposity, etcGood eye for fuzzy thinking, poor data, pomposity, etc Smart but may not be expert in your specific areaSmart but may not be expert in your specific area Assume infinite intelligence but no specific knowledgeAssume infinite intelligence but no specific knowledge

Reads 10-15 grants per cycleReads 10-15 grants per cycle On planes, subways, trains, and while on vacationOn planes, subways, trains, and while on vacation

Impatient and easily exasperated by poor writing and scienceImpatient and easily exasperated by poor writing and science Make their job easy!Make their job easy!

Time Lines for Grant CompletionTime Lines for Grant CompletionOne Year BeforeOne Year Before Write up and publish as much as possible on the area (gain scholarly credibility Write up and publish as much as possible on the area (gain scholarly credibility

as expert in the area, rather than complete novice)as expert in the area, rather than complete novice) Talk to people about your ideas and listen to what they sayTalk to people about your ideas and listen to what they say Read a successful grant applicationRead a successful grant application Target granting agency(ies) for applicationTarget granting agency(ies) for application Collect preliminary data (and funding to collect this data) to show that you can Collect preliminary data (and funding to collect this data) to show that you can

handle the issuehandle the issue

6 months before6 months before Read the application guidelines.Read the application guidelines. Consider review panel for grant submissionConsider review panel for grant submission Check if your research institute has a required internal review procedure. If so, Check if your research institute has a required internal review procedure. If so,

add an extra month to rest of timeline.add an extra month to rest of timeline. Start writing your grant draft. This allows for lots of time to work out problems, Start writing your grant draft. This allows for lots of time to work out problems,

polish presentation, and get input from colleagues.polish presentation, and get input from colleagues.

4 months before4 months before Send out your draft to colleagues for comment.Send out your draft to colleagues for comment. Complete your CV module. Web-based CV modules (i.e. Common CV) clog up Complete your CV module. Web-based CV modules (i.e. Common CV) clog up

prior to major granting deadlines. This can be a difficult task to delegate to an prior to major granting deadlines. This can be a difficult task to delegate to an assistant!assistant!

Re-read application guidelinesRe-read application guidelines Submit documentation for local committee approval (i.e. biosafety, animal, human Submit documentation for local committee approval (i.e. biosafety, animal, human

subjects, ethics,)subjects, ethics,)

2 months before2 months before Check all budgeting figures for salary, equipment, suppliesCheck all budgeting figures for salary, equipment, supplies Collect additional documentation as required (letters from collaborators, etc.)Collect additional documentation as required (letters from collaborators, etc.)

1 month before1 month before Complete final draft with all appendicesComplete final draft with all appendices Get colleagues (or internal review committees) to review and provide feedbackGet colleagues (or internal review committees) to review and provide feedback

2 weeks before2 weeks before Complete final version. Proof it. Turn off spellchecker.Complete final version. Proof it. Turn off spellchecker.

1 week before1 week before Get required internal signaturesGet required internal signatures PhotocopyPhotocopy

2 days before2 days before Courier applicationCourier application

General Hints on Writing General Hints on Writing the Grantthe Grant

The Application PackageThe Application Package Writing style and appearances matterWriting style and appearances matter

Where in life don’t they?Where in life don’t they? Follow instructions to the letterFollow instructions to the letter

FormattingFormatting FontFont MarginsMargins Page numbering and lengthPage numbering and length

Instructions confusing?Instructions confusing? ask the agency for clarificationask the agency for clarification take a look at a successful granttake a look at a successful grant

Grant Etiquette and General Grant Etiquette and General Rules for SuccessRules for Success

Style mattersStyle matters Use all the space providedUse all the space provided Be considerate of the reviewerBe considerate of the reviewer

They may have 10-15 grants to readThey may have 10-15 grants to read Spelling, language, minimize abbreviations (and provide Spelling, language, minimize abbreviations (and provide

table)table) Avoid ‘dense’ writing styleAvoid ‘dense’ writing style Build in “white” spaceBuild in “white” space

Psychological advantagePsychological advantage Tables and figures interspersed with wordsTables and figures interspersed with words Follow instructions to the letterFollow instructions to the letter

The Application PackageThe Application Package Appendices should be there to assist the Appendices should be there to assist the

reviewer, not just ‘because’ reviewer, not just ‘because’ e.g. questionnaire, a reprint of seminal papers e.g. questionnaire, a reprint of seminal papers

on which the current study is basedon which the current study is based DON’T put pieces of your proposal in the DON’T put pieces of your proposal in the

appendix because you ran out of roomappendix because you ran out of room They may never be read!They may never be read!

Co-Investigators and Co-Investigators and CollaboratorsCollaborators

If this is a new area of research for you, surround If this is a new area of research for you, surround yourself with good people!yourself with good people! Choose co-investigators with established credibility Choose co-investigators with established credibility

in the areain the area Be clear about their role and provide lettersBe clear about their role and provide letters

draft letter well ahead of time and email to draft letter well ahead of time and email to collaborators to revise and print on their own collaborators to revise and print on their own letterheadletterhead

Especially important for new technology or need for Especially important for new technology or need for unique resourcesunique resources e.g. surgical colleagues for human biopsy material e.g. surgical colleagues for human biopsy material

or fancy equipmentor fancy equipment

Budget / Budget Budget / Budget JustificationJustification

Count on getting less than you ask forCount on getting less than you ask for Most funding agencies have an average awardMost funding agencies have an average award

find out what it is and plan accordinglyfind out what it is and plan accordingly Appearances are importantAppearances are important

$100,000 seems a lot more than $99,000$100,000 seems a lot more than $99,000 DON’T pad your budgetDON’T pad your budget

Reviewers will see right through it!Reviewers will see right through it!

Budget / Budget Budget / Budget JustificationJustification

Never guess at costsNever guess at costs Wherever possible, provide quotesWherever possible, provide quotes Specify how each and all required personnel will Specify how each and all required personnel will

contribute to the proposal and how their contribute to the proposal and how their qualifications merit their categorization and payqualifications merit their categorization and pay

Animal costs can be substantialAnimal costs can be substantial Don’t forget publication costsDon’t forget publication costs

$2000 or more per article$2000 or more per article

What If You Don’t get FundedWhat If You Don’t get Funded

Don’t:Don’t: PanicPanic Get mad (or at least get over it quickly)Get mad (or at least get over it quickly) Call or email the committee chair or SO until you Call or email the committee chair or SO until you

have calmed downhave calmed down Give upGive up

You have an excellent chance of getting funded You have an excellent chance of getting funded on the next cycleon the next cycle

cumulative success rate cumulative success rate ~~50%50%

What If You Don’t get FundedWhat If You Don’t get Funded

Do:Do: Vent with a close friend/colleague and get it off your chestVent with a close friend/colleague and get it off your chest Read the SOs report carefullyRead the SOs report carefully

External reviewers opinions less critical/helpful to External reviewers opinions less critical/helpful to committeecommittee

Consider each major point/criticism dispassionatelyConsider each major point/criticism dispassionately

They are often (usually) correctThey are often (usually) correct Carefully draft rebuttal page and have colleague read itCarefully draft rebuttal page and have colleague read it Deal with main points onlyDeal with main points only Remain unfailingly polite/constructive in responsesRemain unfailingly polite/constructive in responses

SummarySummary Begin preparations earlyBegin preparations early Think the major concepts through and seek Think the major concepts through and seek

opinions of colleagues and external expertsopinions of colleagues and external experts Internal reviews are crucialInternal reviews are crucial Aim for polished and flawless final productAim for polished and flawless final product If you don’t get funded, learn from the criticisms If you don’t get funded, learn from the criticisms

and respond positivelyand respond positively Your chances of getting funded are good! Your chances of getting funded are good!