Preparing Grant Proposals

Every year COTF receives more than 40 applications for its various competitions. We recognize that preparing an application is onerous for applicants who are adding this task to an already full work or course load.

Preparing a proposal does require work. Preparing an excellent proposal is even harder. It requires a clear research question well supported by a literature review, sound methodology appropriately applied, attention to the funder's requirements and strong focus on the presentation. It's disappointing to receive an application for a great project that contains typing, spelling or other small errors because these impact negatively on the credibility of the applicant.

Do your best. Ask for help. Learn from your experience. Try again.

The COTF awards process

  • Applicants download procedures and applications from the Awards section of the COTF website (www.cotfcanada.org)
  • Applicants mail or courier applications to the COTF office
  • COTF staff acknowledges receipt of applications by e-mail and review them for completeness
  • Staff informs applicants of deficiencies, if any, by e-mail
  • The Review Committee Chair receives copies of all applications
  • Chair assigns internal and external reviewers
  • Staff contacts external reviewers to request their assistance
  • Staff sends applications to reviewers who prepare a report and make funding recommendations
  • Review Committee discusses the reviewer reports and recommendations and ranks the applications
  • Committee recommends candidate(s) with the highest ranking to the COTF Board of Governors for funding
  • The COTF Board approves the Committee's funding recommendation(s)
  • Staff notifies applicants of the competition results and provides reviews
  • Successful applicants complete a recipient/project profile and provide a photograph for publicity purposes
  • COTF issues a cheque to the recipient (for scholarship and publication grants) or to the sponsoring institution (for research grants)
  • Recipients complete an annual report on the status of their activity and provide information on the project outcomes upon completion
  • Recipients acknowledge COTF funding in any publications arising from the funded project

Planning for success
The information provided below is a synopsis of Conference presentations made by COTF representatives in 2001 and 2002. The workshops were conducted by past-Chairs of COTF review committees. The recommendations are applicable to any granting process.

Content

Fit the funding focus

  • Do your homework and call the funder to ensure that you clearly understand the application procedures/requirements
  • Know the funder
  • Know the grant focus
  • Tailor your project

Follow the rules absolutely - assume nothing

  • Use the specified type and font size
  • Do not exceed the page limits
  • Provide all required documentation in the form requested
  • If supporting material required for an application is to be provided separately, clearly indicate this in the covering letter. Follow up with a phone call to make certain it has arrived.
  • Be absolutely clear. Don't assume that others will know what you're talking about.
  • Meet the application deadline. Follow up to ensure your application has arrived.
  • If references are submitted separately, follow up with funder to ensure they have been received

Demonstrate scientific merit - Clearly describe, explain and justify

  • Problem and purpose - objectives must be clear and limited in number
  • Literature review - should clearly support the argument for the study
  • Hypothesis or research question
  • Research design
  • Sample - address sample size and recruitment strategies
  • Enhancing trustworthiness and external/internal validity
  • Data collection methods and instruments - must be clear and relate to the objectives
  • Data analysis methods
  • Legal and ethical considerations - if not provided with the application, indicate this in the covering letter

Inspire confidence

  • Demonstrate your ability to produce results
  • Indicate how the proposed activity is consistent with your career plans

Address all the reviewer evaluation criteria

  • Clarity of purpose
  • Importance and relevance of the problem
  • Originality
  • Methodology
  • Personnel
  • Budget
  • Additional information: C.V., ethics approval

Process

  • Remember, it is a competition
    • Only one or two people can be funded
    • Start to prepare early
    • Give it adequate time and energy
    • Do it well - show effort
  • Learn from the past and others
    • Correct mistakes from previous submissions
    • Find out what worked for others
    • Have a skilled colleague review your proposal (preferably someone who has been a successful applicant)
    • Have someone not involved with the application read it for clarity, spelling, grammar, punctuation and addition errors
  • Build a strong team
    • Multi-disciplinary and multi-site
    • Broad stakeholder involvement (clients)
    • Collaborate with skilled researchers
  • Select the right referees
    • Those who will showcase your strengths
    • Help you to stand out
  • • Don't get discouraged
    • High odds against being funded
    • Don't take it personally
    • Learn from your mistakes and try again