ORS Pre-submission Review Process
The Office of Research Services assists faculty in preparing research grant applications and proposals through the pre-award division. Staff members work directly with faculty at various stages of the proposal process to edit text, provide constructive criticism, and review application packages to ensure they meet the funding agency's requirements.
Why should you use the these services? The main reason is that funding agencies want proposals that are clearly written, in a style suitable for their reviewers who must read dozens of applications in a short period of time. A well-written proposal is more likely to be funded than a proposal that reviewers must struggle to understand. Having someone from outside your research area review and edit your proposal will help your message reach a broader audience and, most importantly, the reviewers.
Despite their best intentions, many researchers fail to clearly communicate what they propose to do and why it should be done. Good research can be lost to poor writing. Problems that ORS frequently sees include passive sentences, incorrect punctuation, poor formatting, overuse of jargon and acronyms, wordiness and inconsistent tone. In addition, proposals often fail to meet the funding agency's requirements for format and content.
The Office of Research Services works directly with faculty at various stages of the proposal process. For example, during the early and mid stages of the proposal process, they can:
- Provide guidance on the funding agency's project requirements
- Provide direction on the proposal writing process
- Review drafts against the funding agency's requirements for content and presentation and provide feedback on areas for improvement
- Provide technical assistance with formatting complex documents and using the online systems of the tri-councils
- Assist with budget formulation and justification
- Help prepare institutional letters of support
- Edit documents to:
- Create consistent flow and voice when more than one person has contributed writing
- Ensure the language and style is suitable for the audience
- Improve wording to make it clear and concise
- Correct grammar and punctuation errors
- Eliminate jargon and overly technical language
At the final stages, they can:
- Proofread for obvious errors (punctuation, grammar, etc.)
- Provide constructive feedback on style and formatting
- Assist with writing a plain-language summary suitable for a general audience
- Review the proposal against the funding agency's presentation requirements
You should submit your application to ORS for review early in the process, once you have prepared first drafts of the main components (e.g. proposal, budget justification, CV). At the very latest, you must submit your proposal two weeks prior to the agency’s deadline to ensure adequate time for review. The earlier, the better! Late applications will not be reviewed and researchers will then be responsible for sending their own applications to the funding agency, after signature by ORS.
Application components should be submitted to ORS via email, if possible, along with the following information:
- The funding agency and program to which you are applying. Provide a link to the program’s website if it is not a tri-council application.
- The date by which you require feedback. Allow yourself adequate time to carefully review and implement suggested revisions.
- Digital copies of the application files. Microsoft Word is the preferred format for any free-form attachments. Online forms can be sent in Adobe PDF format or as paper copies through campus mail.
Working with electronic files for the free-form components instead of traditional paper copies allows ORS to easily and clearly indicate revisions using track changes, reducing the time required for you to implement the changes. ORS staff can work with paper copies when digital files are not available; however, this may limit their ability to provide revisions to style and formatting.
Once feedback has been provided and you have made any necessary changes, you must supply the required number of paper copies for the granting agency plus one additional paper copy for ORS, in adequate time for obtaining signature by ORS and shipping to the agency. The Research Grant Checklist must be attached to the final paper copy of all grant applications submitted through UNB.
Contact:
Ana Espejo
Manager,
Pre-Award Services
Tel: (506) 453-4674
E-mail: espejo@unb.ca
For Canada Research Chairs (CRC), Canada Foundation for Innovation (CFI) and ACOA Atlantic Innovation Fund (AIF) inquiries:
Ellis Jagoe
Institutional Awards Coordinator
Tel: (506) 453-4674
Email: ellisj@unb.ca
Proposal Templates
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Signature Policy
All applications must bear the signatures of the Applicant(s), the Chair/Director of the Academic Department, the Dean of the Faculty, and the Executive Director of Research Services. The following is the order in which the signatures must be obtained:
- Applicant(s)
- Department Chair/Director
- Dean of the Faculty
- Office of Research Services
All applications must be signed before they are submitted to the Office of Research Services. All signatures are required even if there is no space provided; in such a case, the Research Grant Checklist should be signed. A signature page must identify the agency and project title. As well, the information in the application must be complete and accurate to the best knowledge of the applicant.
The signature of the applicant affirms that:
- the information in the application is complete and accurate to the best knowledge of the applicant.
- the applicant has sufficient space and resources to do the research.
- if an award is made, the applicant agrees to abide by the award regulations of the granting agency.
- if an award is made, the applicant will use the award only for the purposes for which the award was made.
- if an award is made, the applicant agrees to abide by UNB research policies, including the requirement of meeting all regulations regarding the use of animal subjects, human subjects, and biohazardous materials.
- for applications for funding from the federal granting councils (CIHR, NSERC, or SSHRC), applicants acknowledge that they have read and agree to the terms of the Memorandum of Understanding on the Roles and Responsibilities in the Management of Federal Grants and Awards (MOU).
The signature of head/dean affirms that:
- the applicant has an appropriate academic appointment that covers the period of the proposed grant or contract.
- the applicant has appropriate space available to do the research.
- the head/dean will take responsibility for resolving any over-expenditure.
- the head/dean will fulfill the department or faculty's obligations to the funding agency.
- the head/dean will ensure the Office of Research Services is notified if there is a change in status of the awardee.
- the head/dean has verified adherence to Policy #97 conflict-of-interest guidelines with respect to honoraria.
- any internal departmental/faculty requirements have been met.
The signature of the Office of Research Services affirms that:
- the applicant is eligible to apply.
- the application has been signed by the appropriate head/dean.
- if an award is made, UNB is able and willing to administer the funds on behalf of the granting agency in accordance with the guidelines of the granting agency.
- if an award is made, the Office of Research Services will notify the granting agency when it becomes aware of any change in status of the awardee.
- if an award is made, UNB will not release funding to the awardee until all award conditions of the granting agency and UNB have been met, including the regulatory requirements on the use of animal subjects, human subjects and biohazardous materials.
Copies - Who gets them and who keeps them?
Unless a specific understanding to the contrary has been reached, the Office of Research Services requires a paper copy of any research funding proposal submitted to a funding sponsor. In addition, all applicants must
complete the Research Grant Checklist and deliver it with the final paper copy of the application that is submitted to ORS. All grants/contracts are kept at ORS for two years beyond the end of the grant/contract, after which they are boxed and archived.
Applicants are responsible for ensuring that they keep a complete copy of their own application material.
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Proposal Writing Links
General
11 Rules of Writing
Common Errors in English
Deadwood Phrases
Elements of a Successful Proposal (McMaster University)
Fundamentals of Grantsmanship (University of Washington)
How to Write a Winning Tri-Council Proposal
Secrets of Succesful Grant Applications (The Peer Review)
The Art of Grantsmanship (Jacob Kraicer, University of Toronto)
Tips on Preparing Applications (McGill University)
Top Tips for Getting Grants (Queen's University)
Writing Better Proposals for Public Works and Government Services Canada
NSERC
How to Get (and Keep) an NSERC Research Grant (Queen's University)
How to Prepare a Winning Proposal (NSERC)
Writing Guide to NSERC Grant Applications (The Word Company) (PDF)
NSERC information session presentation - UNB, September 2005
NSERC Strategic Projects Information Session - UNB - Feb. 2006
SSHRC
Tips on Preparing SSHRC Standard Research Grant Proposals (Simon Fraser University)
**Please note that this article is a few years old. While the advice still applies, the specific proposal sections have changed. You must refer to the current version of the instructions on the SSHRC website when preparing your application.
Applying for SSHRC: Science, Art, Alchemy or Self-Abuse? By Doug Peers, U of Calgary
CIHR
Tips For Writing a Successful CIHR Grant Application or Request for Renewal (CIHR)
CIHR Grantscraft Presentation (CIHR)
CIHR Grantscraft Video (CIHR)
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