Friday, January 15, 2016

NIH Scoring Glossary

I was feeling ambitious today, and thought I'd focus our blog on the NIH's scoring system, and the corresponding numbers PI's are sometimes given to decipher the likelihood of being funded before they actually know. To make it easy, I thought I'd set it up as a glossary.

Scores
Once your application is received at the NIH, it is assigned to a study section, and the Scientific Review Officer (SRO) who manages that section assigns your application to reviewers. Those reviewers assign your application a score on a 1-9 scale. 1=exceptional and 9=poor. They assign a score for each criteria: significance, investigator(s), innovation, approach, and environment, as well as a preliminary overall impact score. Those applications that receive the best or lowest preliminary scores for overall impact are discussed at study section, and every reviewer (not just those assigned to your application) submits final scores for all criteria. The mean of these scores is taken, it is multiplied by 10, and this final figure is your review score and will fall between 10 and 90 with 10 being a perfect score.

Percentiles
Some study sections will provide a percentile along with a score on a PI's application.  This percentile is the percentage of applications the study section has reviewed in the past year that received a better score than yours. Thus, if you are in the 5th percentile, your application has scored better than 95% of applications reviewed that year. These percentiles are given so that applications may be ranked across the NIH; it weights them in a sense. Some study sections are notorious for being really hard graders and others more regularly assign excellent or even perfect scores, so to be equitable, by looking at percentiles, we get a better sense of the comparative merit of proposals.


Paylines
Now, the previous definitions have shown you the significance of those numbers, but you're probably thinking what really matters is getting the funding! Paylines take us closer to that decision. Once your application has been scored and possibly given a percentile (this is not always given to the PI), it goes to the Institute/Center (IC), where an advisory council/board reviews them. The IC Director, who is ultimately responsible for deciding which projects get funded, working with their* council, looks at their budget and the applications and sets a payline, above which they fund almost all applications. Now, the Director can decide to fund applications that fall below the payline, but that are important to their mission or the institute's current focus. For some institutes, this is not cut and dry, some directors choose from the top scoring applications, which they want to fund and ultimately report how many applications were funded at different percentiles.

Even though it seems like we should be able to know if we're going to be funded once we have a score, percentile, and payline, the truth is that there is no certainty. Until the Director makes the final decision to fund your proposal, it's speculative. This may seem maddening, but remember that the Director is looking to fund not only the best projects, but the best projects for them. They want to fund those projects that will best move their* IC forward, so this can work to your benefit when you are careful to align your research with the goals and needs of a particular NIH IC.

*If you think this is a misuse of "their," please see last week's blog to find out why you're wrong! :)

Resources:
Paylines, Percentiles, and Success Rates - NIH Blog: Rock Talk
Scoring - NIH Description of Scoring

Friday, January 8, 2016

Editing and Usage: Times are a-changin

http://mentalfloss.com/article/72262/washington-post-style-guide-now-accepts-singular-they

 
With a new year comes big news on the grammar and editing front! The style guide for The Washington Post in now accepting the word: they to refer to a singular noun. This of course led to cheering and some uproar in the editing and the language police communities. I was thrilled by the change, and as Mary Norris, copy editor for The New Yorker, suggests in her new book, felt it was inevitable.

For those of you who are not nerds in this area, this just means that according to the Washington Post Style Guide, it is now okay to say "One should be careful with their words, shouldn't they?" I'm using their and they to refer to the singular one. Under the old, nit-picky rules, I should have said, "One should be careful with his or her words, shouldn't he or she?" Even the sticklers out there would agree with me that the first example is better, right?

But, let me bring it back to why it's relevant to grant writing... It's not. If the creators of the Washington Post Style Guide were reviewing your grant proposals, this would be important to remember. But, they're not. And, the first rule of grant-writing is Thou shalt write for thy audience. So, when you're writing your grant proposal, consider the norms in your field. Stick to common usage unless there are specifics to your field. For instance, use the word use instead of utilize. Simplify where you can and make all language and editing decisions with your likely reviewers in mind.

Happy New Year!

Resources
The Washington Post Style Guide Now Accepts 'Singular' They - mental_floss blog
OWL: Online Purdue Writing Lab - Purdue University

Friday, December 18, 2015

NIH's Strategic Plan 2016-2020

The National Institutes of Health (NIH) just released its strategic plan, designed as their guide for 2016-2020. The plan is not long (45 pages), but I thought I'd use this blog as an executive summary. The NIH will use this plan as complementary to the individual institutes' plans, so it is certainly worth looking at the current strategic plan of any institute in which you are interested in seeking funding as well.

In its plan, the NIH laid out four objectives:

1. Advance Opportunities in Biomedical Research
The NIH is looking to seize on the "cross-cutting opportunities" in three areas: fundamental science, health promotion/disease prevention, and treatment. Key to these are the increased and enhanced data sharing that will allow for more collaborative work in these key areas. Additionally, the NIH is promoting collaboration across the public and private sectors vying for the most innovative approaches. The re-focusing on fundamental science may mean that for more basic scientists, they may find more of an entree into NIH where they may have sensed a larger push toward translational approaches previously. Under the health promotion/disease prevention category, the NIH is particularly focused on "precision medicine," to encourage more individualized treatments to disease prevention and management. Additionally, they are looking to streamline clinical trials through their Clinical and Translational programs and in updating the Common Rule protections.

2. Foster Innovation by Setting NIH Priorities
The NIH will be engaging in prioritization over the next five years. Along with this, they will work to ensure that Institute/Center Operations (ICOs) will be allowed to set their own paylines and that the cutoff will be based on peer-review scores. However, ICO Directors will be given flexibility to use their select pay funds on projects that do not fall within the payline, yet meet a named priority for the institute. The NIH will also look for other avenues to increase the nimbleness of their responses to breakthroughs and needs.

Around disease, the NIH will have a focus on the burden of disease, in an effort to better understand the full "cost" of disease (including basic science research). They will also continue to look at rare disease, not only to help those afflicted, but to also enhance understanding of physiology that comes in studying rare diseases. Excitingly, the NIH is going to also invest in the eradication of HIV/AIDS, in an effort to foster the first generation that is HIV/AIDS free in over a half century.

3. Enhance Scientific Stewardship
In an effort to strengthen the Biomedical workforce, the NIH will also look to increase its funding to new and early career investigators in an effort to close the gap between the funding rates for these and more seasoned investigators. Additionally, the NIH will work to increase the Biomedical workforce diversity, with particular attention to racial diversity.

The NIH will also continue its work, in collaboration with scientific journals to increase the reproducibility of the research they fund, conduct, and publish. On the administrative side, the NIH will look to streamline the reporting system to lessen the burden on PI's. They will also look at the funding and review process to encourage interdisciplinary and team science projects. In addition, a greater expectation will be placed on funded researchers to serve as peer reviewers.

4. Excel as a Federal Science Agency by Managing for Results
In an effort to better measure the impact of its sponsored projects, the NIH will focus on assessment of research outcomes rather than outputs. It will also invest in "the science of science" to lead the work in understanding how to better assess and manage Biomedical research broadly. The NIH will also continue to re-assess its peer review process to find where improvements can and should be made.

This executive summary gives you a glimpse, but the strategic plan is really an exciting and inspiring read. It reminds us of the work, breakthroughs, and innovations that have been developed with NIH support and further shows us the kind of opportunities we have to work toward.

Happy holidays from ORDE!

Resources:
NIH Strategic Plan

Friday, December 11, 2015

Time Management for Faculty

I had the opportunity to join a Faculty Lunch & Learn yesterday out of our Center For Faculty Development. The topic was "If I'd know then what I know now" and faculty shared their ideas and best practices for preparing for tenure that I wanted to share. I thought this was good timing, as we approach the end of the year, and some of you may be looking to incorporate better time management practices in the new year.


Be mindful
One of the key messages yesterday was to be mindful of what works for you.  It was interesting listening to the diversity of practices discussed. One person would say that they had to have their research time scheduled on their calendar, and the next person said they felt too confined when they had to work within parameters that they set for themselves. Thus, before you take on any new strategies, it's important to consider your own needs and your own style. How do you work best? When do you work most effectively? What environment do you prefer for your work? etc.

Have a system
An article in The Chronicle of Higher Education last week was authored by a tenured faculty member who was in a rather unique position of having gone through tenure twice (he was tenured at one institution and then took an Assistant Professorship at another institution). He contrasts his disorganization when going for tenure the first time with the system he set up the second time. In the latter, he used Evernote and other technology to really streamline his process. The key point in this article is that whether you are tech-savvy or prefer using your scheduling book, develop and stick to a system of organization that works for you.

Front-loading teaching
One idea shared at yesterday's lunch was that of front-loading your teaching. One tenured faculty member mentioned that when it came time for her to write her book, she worked with her Chair and Dean to teach all of her courses (four) in the Fall and then to have the Spring to focus on her book. Another newly tenured faculty member did something similar but taught most courses in the Fall and only one in the Spring.

Block 40% of your work time for research
One thing we notice in our office is that oftentimes new faculty put their research on the back burner for their first semester teaching as they develop their new courses and get into the teaching groove. The problem comes when faculty are slow to move their research back to the front burner quick enough. One faculty member mentioned that because she knew that 40% of her time was supposed to be dedicated to her research, she would block two days a week on her calendar to focus solely on her research. In this way, she made sure that it didn't fall to the wayside.

Some of these ideas, I hadn't heard before yesterday, but I thought they were creative solutions to time management. Going back to being mindful, some of these strategies may work for some faculty members, but not others. But, as we near the end of the year, it's important to step back and make sure that you're setting yourself up to accomplish your goals.

Resources
How Tech Tools Can Help Professors Prepare Their Tenure Portfolios - The Chronicle of Higher Ed

Friday, December 4, 2015

Writing for the Layperson

I read a draft op-ed piece this week by a brilliant academic who used both the words: venerable and somnolent in not only the first sentence, but the first clause. Now, I probably shouldn't admit this, but I headed to the dictionary on somnolent and double-checked what I understood was the definition for venerable while I was there. My point is not that I have a lackluster vocabulary. Rather, I fall pretty firmly into the "intelligent layperson" category for most of the pieces I read as a professional in research development. So, when I can't get through the first sentence of a piece that's intended for the lay audience, there's likely some work to do on the part of the writer. 

As we near the end of the year, I wanted to return to one of our more popular blog topics: writing for the layperson, if for no other reason than to help prepare you to move from your very technical and scholarly writing to writing your end-of-year family newsletter.

Make it useful
Back in tech-writing school, technical writing was defined as writing for a purpose, and more specifically, writing to be useful. Meaning to transition to technical writing is to take yourself out of the equation (you're not writing for your own edification anymore) and focusing on writing that will be useful to the reader. The first thing to do is understand what your reader is using your writing for.  If you're writing a grant proposal, your audience is at least in part your reviewers.  So, who are your reviewers? Are they experts? In your specific field? After figuring out who they are, realize that they likely want to skim your application initially to get an understanding of what it's all about. So, how navigable is your piece? Are you using clear and consistent headings? Are you organizing your writing in a way to make your grant "useful?"

Start with what they know
If you're writing a technical piece for the layperson, begin with both things they are familiar with and things that matter to them to draw them in. Talk about the big picture and possible impact that your research will create. Explain in plain language why your work is important and what difference it will make. When you're addressing the "who cares?" question, make sure you explain why they, the readers, should care as well.

Use examples that will resonate
As you move into the more technical nitty gritty of your document, let your reader come up for air every so often by providing an example or a metaphor with which they will be familiar. Having just completed a statistics course, it's amazing how useful it is to have my instructor show a picture of the curvilinear relationship we're studying or offering an example of interpreting an odds ratio. These teaching practices can really be put to good use in your own technical writing. If you equate the intended use of your grant proposal with the learning outcome for a class, you can then start breaking down your subject matter in such a way that it gets your reader to your intended outcome in the same way you instruct a learner.


Going, back to my original example, I don't mean to be a fancy-word-hater, even if I am a Technical Writer. Think how much smarter I am now that I can start describing things as venerable or somnolent! But, if you're going to wax poetic in your piece, make sure there is a good reason for the reader's sake. Make sure that you're really using the best word(s), and that your reader's potential trip to the dictionary will be worth it. Or, better yet, use the fancy word(s) in such a way that their meaning is obvious, so those readers who are too lazy to look it up can still stay with you.

Resources:
The Mayfield Handbook of Technical and Scientific Writing - MIT
Writing a Layperson Summary - UNC, Charlotte

Friday, November 20, 2015

Giving Thanks (and getting grants)

In this Thanksgiving season, if you currently have a grant, you're probably grateful for that grant. If you've received a recent rejection, you may feel less so. However, whatever camp you're in, giving thanks in a variety of grant development situations can be an opportunity for you to further your case for eventual funding.

When we think about the relationship-building side of the grant development process, saying thank you and following up with a Program Officer (PO) gives you a chance to put your name and your work in front of the PO again in a positive light (everyone likes a thank you). Even when you are not funded and receive feedback from reviewers, email your PO to discuss those comments, but start that email with a "thank you" for the agency taking the time to thoughtfully review your grant. And, again, after you discuss reviewer comments, follow up with another "thank you" for the PO's time.

This may seem like overkill, but did you know that there is a field and science to the follow-up and thank yous for people who give you money?  In higher education and the nonprofit world, we call this stewardship. The idea behind this field is the follow-up with a donor after they've made a gift to not only thank them, but also to begin moving them or "stewarding" them toward making a next (hopefully larger) gift.

You may think that comparing an official at a grant-making agency with an individual donor to a charity as apples and oranges. However, I think there are some donor stewardship ideas that apply to relationship-building with POs.

Donors want to know the gift was received and appreciated. Oftentimes, your PO is the one to let you know that you've been funded. So they know that you know that you're funded. But, again, don't miss the opportunity to say thank you and show your gratitude and your excitement to pursue your project. Also, it's good to bear in mind that grant making agencies and their POs do see themselves as investors in you and your project, and in that way, they want to be acknowledged and kept in the loop.

Donors want to know their money is being used for its intended purpose. POs want to know the agency's money is being used for its intended purpose. Remember those pesky reports you are required to submit annually or bi-annually? Those reports are actually a great opportunity for you to steward your PO. Write a report that demonstrates your gratitude and your excitement around what you're able to do with your grant. In a recent ORDE seminar, Timberley Roane, Associate Professor in Integrative Biology, described how at a conference she attended, a PO came up to her and just said "Thank you!" He was so appreciative for her diligence to send reports on time that she stood out from her colleagues in this way.

Additionally, when you receive any press on your research, especially your funded research, be sure to forward to your PO with a quick thank you. Also, be sure to acknowledge the agency in any recognition or press that you receive. Granting agencies are essential to accomplishing research in this day and age, so bear this in mind, and when there is an opportunity, give thanks!


Resources:
Stewardship - More than a Thank-You - Blog by Michael Rosen
Million Dollar Donors - Presentation by Shelley Henry, Debbie Meyers, and Kristin Sullivan

Friday, November 13, 2015

What do Program Officers Say?

Last month, I polled former National Science Foundation (NSF) Program Officers (PO) about how they wanted PIs to work with them and reach out to them. Below is a summary of those responses. Although all of these folks had been NSF POs, their insights can be applied to working with POs more generally, especially at the federal level.

Here are the questions and responses from our POs:

What is the best way to reach out to a PO?
  • email a one-two pager (3)
  • Set up a phone call (2)
  • Arrange a face-to-face visit (2)
What should you do if a PO is unresponsive?
  • Be persistent (2)
  • Find another PO (2)
  • Not much you can do (1)
 How can you best cultivate a relationship with a PO?
  • Send them projects interesting to them (2)
  • Visit the PO (1)
  • Invite them to your campus (1)
  • Be concise in your communications (1)
What advice do you have for working with POs?
  • Don't request funding for the same old thing (2)
  • Don't cold call (1)
  • Ask to be on a review panel (1)
 Please use the comments box to share your own advice or questions about working with POs.

Resources:
Advice for Meeting Directors at NSF - Richard Nader
The Role of Program Officers (NIH) - Timothy Gondre-Lewis