The Grad Student’s Guide To Writing Grants That Get Funded

Students who want to secure positions as academic researchers should get familiar with grant writing and grant proposals. Not every grad student will be required to write grants, but grant writing is a great skill to have. Unlock funding opportunities as a grad student with the grad student’s guide to writing grants that get funded. …

Derek Pankaew

Derek Pankaew

Students who want to secure positions as academic researchers should get familiar with grant writing and grant proposals. Not every grad student will be required to write grants, but grant writing is a great skill to have. Unlock funding opportunities as a grad student with the grad student’s guide to writing grants that get funded.

A report by the Council of Graduate Schools  highlights that many students receive some form of financial support through fellowships or assistantships that are often contingent on successful grant applications.

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Grant Writing Is Very Competitive And In Demand

Data from the National Institutes of Health (NIH) shows that about 20-30% of submitted research grant proposals are successful, depending on the funding cycle and agency. Grant writers that can deliver a successful proposal to grant makers become assets to their departments. Graduate school programs highly value the skill of proposal writing, so learning to write a winning proposal that secures funding sources may just gain you the institutional support you are looking for.

As a graduate student, you are probably thinking about your graduate career, which means you should also be thinking about the available grant opportunities in your field of study. This article will help you understand funding sources and build the skills it takes to be successful at proposal writing, but before we do that, let’s cover the basics on what a grant is.

What Is A Grant

Simply put, grants are funding sources; they are financial awards provided by governments, organizations, foundations, or institutions to fund specific projects or research initiatives. This external funding makes it possible for grad students get paid for research and for graduate programs to pay for materials and time necessary to conduct research.

Unlike loans, grants do not require repayment, making them an essential resource for individuals and organizations working in education, research, non-profits, and the arts. Ideas for proposed work an be captured into a document and then submitted to grant applications through a review process.

Who Benefits From Grants?

The short answer is, YOU do. Grant dollars, also known as getting your department to pay for your salary, can come in the form of student grant research and externships (post-docs), but can also be funding for specific programs in major corporations. Companies in social services like health insurance use grant funding for specific initiatives.

How Are Grants Awarded?

Grants are typically awarded through a competitive process, where applicants submit detailed proposals outlining their project’s objectives, methodology, expected outcomes, and budget needs. The purpose of a grant is to support activities that align with the funder’s mission, whether that be advancing scientific research, addressing social issues, or promoting innovation in various fields. Successful grant recipients are expected to use the funds for their proposed activities and often must report on the outcomes of their work.

Types Of Grants

When looking for your next funding opportunity, you may want to consider all the different types of grants that are out there. It’s important to understand the different types of grants available, as each serves a distinct purpose. Below are some common categories of grants and their applications:

Research Grants

Research grants are awarded to individuals, universities, or institutions to fund academic or scientific research projects. These grants support the exploration of specific topics, advancing knowledge in fields like medicine, technology, social sciences, and more. Recipients typically submit detailed research proposals outlining their methodology, objectives, and anticipated outcomes.

Project Grants

Project grants provide funding for specific projects that aim to achieve clear objectives, such as community development programs, arts initiatives, or environmental conservation efforts. These grants are often time-bound and require applicants to present a detailed plan of action, including goals, timelines, and budgets.

Fellowship Grants

Fellowship grants are designed to support individuals, often graduate students or professionals, in pursuing advanced training, research, or professional development. These grants provide the recipient with financial support to focus on their work or studies, often offering valuable opportunities for career advancement and academic contribution.

Programmatic Grants

Programmatic grants are awarded to support ongoing programs and services, particularly in non-profit organizations. These grants help fund essential activities, such as educational programs, health services, or community outreach initiatives, allowing organizations to maintain or expand their impact over time.

Capital Grants

Capital grants are provided to fund major physical projects, such as the construction of new facilities, renovation of existing spaces, or purchase of significant equipment. These grants are often awarded to institutions, such as universities, museums, or hospitals, to help them build infrastructure that will support their long-term operations.

Block Grants

Block grants are typically issued by government agencies to states, institutions, or local governments for broad purposes. They provide flexible funding to support large-scale initiatives like public health programs, housing assistance, or education improvements, with fewer restrictions on how the funds can be used compared to other grant types.

Pain Points Of Writing Grants

Writing a grant is a meticulous and often challenging process that requires crafting a compelling narrative, aligning the project’s goals with the funder’s priorities, and presenting a strong case for why the research is necessary. It involves balancing academic rigor with clear, persuasive communication, all while ensuring the proposal meets the funder’s specific requirements and guidelines. BMJ Journals says that researchers spend an average of 80 to 100 hours preparing a single grant application, including time spent on background research, writing, budgeting, and ensuring that the application meets the funder’s requirements. 

Why Write A Grant?

If you have read this far, you might be thinking that grant writing seems like a lot of stress and that getting funded as a graduate student might be more than you can handle. Before you rely on your university to secure funding for you, keep reading! Even if the process is difficult, the experience of writing a grant is both a practical necessity and an opportunity to develop critical skills in research, writing, and project management.

Writing Grants That Get Funded

Securing funding is often a necessary part of advancing your research, supporting your fieldwork, covering travel costs, or even providing stipends for living expenses. Sticking it out and writing a successful grants can help you pursue independent projects, contribute to your field, and even enhance your academic career.

Let’s explore 6 ways to write a grand that gets funded.

1. Learn To Think Like Grant Makers

To be successful at writing grant proposals, you will have to start thinking like a grant writer. Take the time to put yourself in the shoes of the grant maker. If you were funding this project, what would you want to see in the proposal from a grant recipient?

Do your homework; thorough research into the organization’s mission, history of funding, and specific priorities is crucial. Look at past projects they’ve funded to identify common themes or objectives. This will help you align your project with their interests, increasing your chances of success.

Tip: Scour funder websites, review annual reports, and look for press releases to get a sense of what they care about most. The closer your project aligns with their goals, the more likely it is to be funded.

2. Use Data to Support the Need Statement

Start your grant writing process by identifying the need statement, or problem statement. This is the section where you explain why your project is necessary. Research can be a game-changer when developing your needs statement. By using credible data, statistics, and scholarly research, you can show funders that you’ve thoroughly examined the issue at hand and that there is a clear, evidence-based need for your project.

For example, if you’re applying for a grant to support mental health services, find studies, reports, or statistics that demonstrate the scope of the problem, the populations affected, and the gaps in current services. This gives your proposal the weight it needs to show funders why your project is critical.

Tip: When gathering data, use reputable sources (government reports, academic databases like PubMed or JSTOR), and peer-reviewed journals. Make sure to choose the most recent and relevant data available.

3. Leverage Past Research to Justify Your Approach

Once you’ve laid out the problem, research can also help justify your proposed solution. A literature review, similar to what you would include in an academic paper, can show that your project is grounded in proven methods or builds on previous successful initiatives. (Add in a link to the blog on how to write a literature review)

This is particularly useful in demonstrating why your approach is likely to succeed. For example, if you’re proposing an intervention program, cite research studies or case studies that have successfully used similar methods. This helps to reassure the funder that their money is being invested in a project with a strong chance of making an impact.

Tip: Include a section in your proposal that reviews relevant literature, research findings, or past projects that have addressed similar issues. Be sure to highlight how your project expands upon or innovates within this existing framework.

4. Strengthen Your Project Goals with Research-Based Outcomes

When writing the goals and objectives section of your proposal, tie your anticipated outcomes to research-based evidence. Use research to set realistic, measurable, and achievable objectives. Funders want to see that you’ve considered not just what your project will do, but also how you’ll know it has succeeded. Research can help you benchmark your outcomes against other projects or industry standards.

For example, if your goal is to improve literacy rates among elementary school students, find research that outlines the expected impact of similar programs. You can then base your projected outcomes on these findings, which makes your proposal more credible and fundable.

Tip: Incorporate studies or research reports that quantify the success of similar initiatives, and explain how you’ll replicate or build upon that success.

5. Demonstrate Sustainability and Impact Using Research

Funders are often concerned with the long-term sustainability and potential impact of the projects they fund. Research can help demonstrate both. Use case studies or research to show that your project is part of a broader trend in the field, and that it has the potential to create long-term benefits.

You can also show that your project will have a lasting impact by referencing research on systemic change or by demonstrating that you’ve considered long-term funding mechanisms. For example, if research shows that certain community initiatives lead to sustainable economic benefits, reference this to show that your project will continue to thrive beyond the grant period.

Tip: Include research on the long-term impacts of similar projects to highlight the sustainability of your work. Use this section to explain how you will measure the ongoing success and impact of your project.

6. Use Research to Write a Strong Evaluation Plan

The evaluation section is one of the most critical parts of a grant proposal. Funders want to know how you’ll assess whether your project is successful. Research plays a big role in this, as it can help you design a solid evaluation plan.

Look at how similar projects have been evaluated in the past and build your evaluation framework based on these findings. Research-based evaluation methods will not only give you a clear way to measure success, but also reassure funders that you are serious about tracking the impact of your project.

Tip: Cite studies or tools that have been used effectively in previous project evaluations, and explain how you’ll use similar methods to assess your project’s success.

Turn Research Into Grant-Writing Power With Listening

Research is more than just a tool for gathering information—it’s a powerful way to strengthen your grant proposals, making them compelling and credible. By leveraging research in every part of the grant writing process, from the problem statement to the evaluation plan, you can create proposals that resonate with funders and increase your chances of securing the funding you need.

To make the research process easier and more efficient, try Listening.com‘s tools, which allow you to transform dense academic papers into clear, natural-sounding audio. Listen while you’re on the go, and power through your research faster, so you can focus on crafting a winning proposal.

Remember, a grant proposal isn’t just about asking for money—it’s about demonstrating that you have a solid, well-researched plan to address a significant problem. When you back your proposal with data and research, you’re not only showing that your project is important, but also that it has the potential to create real, measurable change.

Now it’s your turn. Go out there and leverage the power of research to make your next grant proposal the best one yet!

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