Proposal writing, VLIR perspective

Dr. Hans BauerDr. Luc Janssens de BisthovenDr. Sinclair Mantell (IFS)

Content of training

• Context of MU – progress in capacity building• Proposal writing – general• Scholarships – Marie Curie• Projects – IFS & EU STI• Learning by doing – working groups

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Flemish Interuniversity Council (VLIR) – University Cooperation for Development (UOS) – Ethiopia Country Office (ECO)

Active in Ethiopia since 1995, funded by Belgian Development Cooperation, average € 2,5 million per year

Belgian professors > 150 days per year in Ethiopia

20 employees in Brussels, 1 in D.R. Congo and 1 in Ethiopia, network of ICOS in all universities

Who are we?

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Knowledge as catalyst for development Universities as development players The social responsibility of universities Internationalisation of higher education as lever for quality

What are we doing it for?Sharing minds, changing lives

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Where are the programmes running?

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IUC - Mekele & Jimma (impact on livelihoods, food security and health, ≈70 PhD’s)

OI - Bahir Dar, Debre Zeit & Arba Minch (impact on land-use, ≈ 10 PhD’s)

Individual scholarships (various relevant disciplines, ≈ 50 per year, Dipl, MA, PhD)

Strongbow (impact on ecotourism and natural resource management, ≈ 10 PhD’s with NUFFIC)

Spinoffs (conferences, cross-cutting issues, South-South, ≈20 PhD’s)

Academic model: partnership, mutual interest Administrative model: alignment with partner

What do we do in Ethiopia?

Country level results and interventions – levels of intervention

Level of results and interventions in the context of a Country Strategy

Level/ need/objective

NATIONAL

(NETWORK UNIVERSITY

COOPERATION and other national-level projects)

More direct contribution to country-level priorities and

capacity building

IUC

Institutional strengthening and capacity building

TEAM and South Initiatives

Strengthening and capacity building at

departmental/ faculty level

Scholars

Re-enforcing the individual

VLIR-UOS: sharing minds, changing livesmotto, rationale= perspective and expectation!

Initial steps when looking for fundsPreconditions• What is your context?

– Student, Masters, PhD, professor• What are your needs?

– Short training, long training, research colaboration• Are your wishes embedded in the university strategy? At all levels of

management and academic authorities?• Choose ONE appropriate programme • Read all eligibility criteria• Decide if your profile fits in the programme

– Age, education level, language skills, country list, programme context (e.g. phase out?), deadlines, availability of reference persons, copies/scans of diplomas, CV with photo, etc…

• Be aware most calls are open and competitive, no guarantee of success!• Be aware the Northern academics are in the same stringent competitive

process of fund raising• Allocate enough time and energy to write up the proposal, because it is

often a complex process

VLIR-UOS scholarships• Travel grants for students (REI)• Ph.D. scholarships (VLADOC)• ITP scholarships • ICP scholarships • ICP PhD scholarships • Events

Scholarships

About 3000 submissions p.a.

180 scholarships

In 15 ICP Master programmes

70 ITP

5 ITP programmes

20-40 ICP Masters

10 ICP PhD scholarshipsSandwich 1/3 N-2/3 S

Flemish universities

IUC-programmes

MastersPhDs

ICP PhD CallAt the level of the research proposal

1. The research proposal is to be original and innovative; 2. The research proposal is to be of high quality, clearly formulated and

result-oriented. Special attention must have been taken for the following aspects: formulation of null hypothesis, methodology to be used, data collection and processing;

3. The research project should be feasible. It must be possible to complete the research within a period of maximum 4 years;

4. The research should be in line with the research agenda and expertise of the Flemish supervisor and his/her unit;

5. The research should be highly relevant to development, by answering (an) identified need(s) in (a) developing country/-ies;

6. The research proposal should clearly indicate in what way the interests/needs of all stakeholders involved (local population, (local) authorities,…) are taken into account;

7. The research proposal should clearly indicate to what extent and/or in what way the research results that are envisaged can be applied in practice.

VLIR-UOS ProgrammesA complex process: an example

VLIR-UOS Own Initiatives 2009 (new name: TEAM)• call

– Call__fully_fledged_project_proposals_EIN__2009.doc (20/06/2008, 261 kB)

• annexes – Compulsary_annex_0_Format_overview_proposals_per_univ.rtf

(20/06/2008, 231 kB) – Compulsary_annex_1_Format.rtf

(20/06/2008, 603 kB) – Compulsary_annex_2_Problem_analysis_tree.doc

(20/06/2008, 31 kB) – Compulsary_annex_3_logical_framework_and_annex_4_operational_plan.xls

(20/06/2008, 44 kB) – Compulsary_annex_5_detailed_budget.xls

(20/06/2008, 46 kB) – Compulsary_annex_6_personnel_matrix.xls

(20/06/2008, 22 kB) – Compulsary_annex_7_checklist_permanent_expert.rtf

(20/06/2008, 78 kB) – Compulsary_annex_9_cooperation_agreement.doc

(20/06/2008, 51 kB) – Compulsary_annex_11_assessment_form_for_referees.doc

(20/06/2008, 92 kB) – Compulsary_annex_12_verklaring_op_eer_ongebondenheid_referees.doc

(20/06/2008, 69 kB) – Compulsary_annex_14_checklist_ICOS.doc

(20/06/2008, 63 kB)

A complex process (cont.)the example of OI Own Initiatives / TEAM

A fully-fledged project proposal must comprise the following parts :

1. Signed compulsory format for a fully-fledged project proposal (max. 17 pages) (annex no 1 (English) and no 1a (French)).

2. Problem analysis tree (annex no 2).3. Format for the logical framework (annex no 3 (English) and no 3a (French)).4. Indicative operational plan (annex no 4 (English) and no 4a (French)).5. Detailed budget (annex no 5), including a detailed calculation of the scholarship costs, based on the VLIR-UOS

scholarship 2009 amounts. 6. Personnel matrix (annex no 6).7. Checklist permanent expert (if applicable). Only to be completed if a permanent expert will be involved in the

project (annex no 7). 8. Job description of permanent expert (if applicable). Only to be added if a permanent expert will be involved in

the project (annex no 8). 9. Signed cooperation agreement between the institutions involved: the Flemish university and the Southern

institutions (annex no 9 (English) and no 9a (French)).10. Narrative report of the formulation mission and/or the PCM-workshop (if applicable). Only to be added if a

formulation mission and/or PCM-workshop has been undertaken (annex no 10). 11. Assessment forms completed by the referees. At least 2 completed assessment forms for referees are to be

sent directly by the referees to VLIR-UOS by 9 October 2008. Those documents do not form part of the fully-fledged project proposal introduced to VLIR-UOS on 26 September 2008 via the responsible ICOS of the Flemish university, but are sent immediately by the referees to VLIR-UOS by 9 October 2008 (annex no 11).

12. Signed declaration under oath in which the Flemish promoter declares that the referees assessing the proposal are neutral (annex no 12).

13. In case (a) Flemish copromoter(s) is (are) involved in the project proposal, the project proposal has to contain a confirmation (e.g. e-mail) of the Flemish copromoter(s) in which they confirm their copromotership (if applicable) (annex no 13).

14. Annex 14: Checklist ICOS (to be drafted by the ICOS, not by the promoter of the fully-fledged project proposal)

Let’s not read this nowAll right?

Structure and objectives of OI/ TEAM programme

• developmental relevant project which strengthens the research and education capacity of (a) partner institution(s) in the South by means of generating and exchanging knowledge with as final aim the institutional reinforcement of the academic unit(s) in the South.

• initiated by academics affiliated with a Flemish university in close collaboration with one ore more academic partners from a developing country.

- The objectives contribute to the improvement of the living conditions of the local population.

- The activities reinforce the socio-economic basis and the civil society of the partner country.- The research is oriented towards sustainable development and the interaction between

social, cultural, ecological and economic factors.- The continuity of the project is assured by the partner institution(s) after the withdrawal of

the financial support from VLIR-UOS.• 3-5 years max. budget 330.000 euro for whole period• RESTRICTION! For all universities of DGCD country list and only possible for

PHASING-OUT IUC programmes, with project NOT having been part of IUC!

Northern academic Southern academic

The generic processCall >>> identification>>>formulation>>>formats >>>submission>>>selection>>>implementation

Call

1. Formal framework2. Objectives3. Fully-fledged project proposals4. Funding5. Implementation period6. Submission modalities7. Timetable8. More Information• APPENDICES• ABBREVIATIONS USED

selectionThe Selection Committee of VLIR-UOS, composed of representatives of the Flemish

universities and external experts, will review all proposals on the basis of

1. Qualities and shortcomings

2. Academic thoroughness Academic expertise of the research unit and/or scientific support by the research

unit

3. Purposiveness of the project– Clarity– Feasibility – Efficiency

4. Development relevance – Needs and priorities– Capacity building– Sustainability of the project– Sustainability of the results

Guidelines give evaluation gridEXAMPLE FROM EU S&T 2013 CALL:Relevance of the action Sub-score 301.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals? 5x2*1.2 How relevant to the particular needs and constraints of the target countries or regions is the proposal? (including synergy with other EU initiatives and avoidance ofduplication) 5x2*1.3 How clearly defined and strategically chosen are those involved (final beneficiaries,target groups)? Have their needs been clearly defined and does the proposal addressthem appropriately? 51.4 Does the proposal contain specific added-value elements, such as environmental sustainability, promotion of gender equality and equal opportunities, good governance and human rights or climate change? 52. Design of the action Sub-score 202.1 How coherent is the overall design of the action? In particular, does it reflect the analysis of the problems involved, take into account external factors and relevant stakeholders? 5x2*2.2 Is the action feasible and consistent in relation to the objectives and expected results? 5x2*TOTAL SCORE 50

Conclusion

• Expectations by VLIR-UOS are at level of

– Process management– Meta-level: education-research-outreach (developmental

relevance: sharing minds, changing lives)– Correct formats– Administrative requirements– Eligibility criteria– Scientific content appraisal/review/selection is left to

selected/invited/contracted experts of selection committees

Proposal writing

• Donor perspective• Applicant perspective

The title• Self explanatory and short (10-15 words)• Appealing to an audience that has a

general (and specialised) knowledge of the field. It encourages the reviewer to keep reading.

• Should not be an “old” topic that has already been researched extensively

• Should relate to “big picture” problems that are important to your particular region

Titles

Bad title:

“Identification of the interacting protein with Nifa in Azospirillum brasilense by using a yeast two-hybrid system”

Title should be informative and clear. A

non-specialist scientist should be able to understand from the title what your research is about.

Bad title:

“Biopanning approach and selection of phage display peptide mimotopes for further identification of functional and antigenic epitopes and neutralizing peptides of BotI related scorpion toxins”

Titles

Bad title:

“Chemical evaluation of the gorgonian Pseudopterogorgia elisabethae for the production of organic extracts rich in pseudopterosins”

Titles

Bad title:

“Wood Biodiversity”

Titles

Quite a good title:

“The Mexican sunflower, Tithonia diversifolia: an organic nutrient source for soil fertility improvement in Ghana”

Titles

Good title:

“Tolerance of tomato to salinity: comparison of the mechanisms of sodium regulation in cultivated and wild species”

Titles

The Summary Normally the most important part of your

proposal

Should be short

Should be the best-worded, most concise and most appealing part of your proposal

Is sometimes the only part of the proposal that is carefully read by reviewers

Suitable Summary content is:

Your credibility (your and your organization’s abilities to carry out the research)

Background/problem or need you wish to address

The research objectives

The procedures and methods that will be used

Special resource needs of the project

The likely outcomes and benefits to be derived from the research

Problem Statement/Justification

• Have you consulted stakeholders?

The good idea or problem identifiction -

1. Your own interest, experience and your scientific competence

2. Extensive review of the literature (cf poor review)

3. Priorities made by your organisation/institution or academic supervisor

4. Magnitude of a society problem5. Stakeholders needs and interests6. Facilities and equipment etc.

available7. Policy of a funding organisation8. ”Science begins with observation”

How to establish a Problem Tree?

1. Agree on a unit of analysis (define framework and subject)

2. Identify major problems existing in a given situation (brainstorming using individual cards)

3. Select an individual starter problem

4. Look for related problems to the starter problem.

Problem tree - Stage 2

5. Establish hierarchy of cause and effects (problems that cause the starter problem go below, others are put above).

6. Complete with all other problems accordingly.

7. Connect the problems with cause effect arrows

8. Review the diagram and verify its validity and completeness.

Up to date knowledge of the field(Literature Survey)

• Have you convinced the reviewer that you are familiar with the state of research in this field? Both locally and internationally?

• Your research should lead to new knowledge that complements what has already been done

Essential message

• Read and follow the guidelines• Invest enough time• Consult others• Follow the format• Get the reader on your side

More information

• VLIR-UOS website: http://www.vliruos.be • Resource materials on www.mu.edu.et

Acknowledgements: Kristien Verbrugghen, Peter De Lannoy, Martine Dekoninck, Deirdre Lennan, Richard Coe

www.vliruos.be

Dr. Hans Bauerhans.bauer@vliruos.be