Information for Researchers

Proposal development is one of the most challenging parts of the research process. In this section, we’ve assembled some advice, tips, and guidelines for developing a strong proposal. Remember that GPRC Research and Innovation will support your proposal development; make sure to consult with our office early in the application process so your proposal will be as strong as possible. Proposals for external funding may not be submitted without the approval of the Director, Research and Innovation and the Vice-President of Academics and Research.

Before You Apply

Find the right grant. Take the extra time to research funding opportunities and consider whether the scope (duration, dollar amount, etc.) of the opportunity and vision of the funder are a match for what you would like to do. Apply only for the grants that are in alignment with your project goals and objectives. Visit our website for a collection of recent grant funding opportunities.

Make sure you meet eligibility criteria. Most funders establish guidelines around who may receive funding. Check eligibility guidelines thoroughly to make sure you have the right experience and qualifications and that your project meets all necessary criteria before you invest time into developing a proposal.

Establish reasonable timelines. Check the deadline of the funding opportunity. Is there enough time to develop a thoughtful, well-written proposal? Depending on the size and scale of the application, you should give yourself as much time as possible for proposal development. If you need letters of support or intend to ask a colleague to review your application, consider leaving yourself at least 30 days so your letter writers and reviewers will not feel under pressure to rush through the task.

Identify and approach potential partners or collaborators. If you hope to collaborate with industry, community, or your colleagues at GPRC or elsewhere on your project, approach them near the beginning of your proposal development. Gauge their interest and willingness to support your project before you apply for funding, and be open to including them throughout the application process.

General Proposal Writing Tips

Avoid scientific babble or industry jargon. Write for a non-expert audience, using plain English and clear, succinct sentences.

Check and adhere to the funder’s formatting guidelines, or to the ones standard in your discipline in the absence of funder guidelines. Check especially carefully for guidelines relating to page limits, text formatting, and permissible/applicable information.

Be brief and to the point, as space is usually limited on applications. Don’t reduce the size of your font to fit more words in a small space; you will only make it difficult to read for the reviewer.

Use all available resources. Consult the Research and Innovation staff and any colleagues who may have insight (past successful funding applicants, people who have served on review boards for funding agencies, etc.). Ask them to review your application and provide constructive feedback if possible.

Review past successful funding proposals for inspiration.

Keep these key sections in mind as you write:

Methodologies. This is the part that often “makes or breaks” proposals. You will need to propose a strong methodology and be able to explain and justify it. Answer the questions: how does it serve your objectives? Why is it appropriate?

Timelines. Include a comprehensive activity schedule that includes key milestones and expected completion dates for each phase of the research. Make sure your timeline is detailed and realistic.

Research Impact. Be able to identify and explain the key measurable outcomes of your research and articulate the main contributions this research is expected to make to your field of study as well as any potential benefits to community, industry, economy, etc. If you plan to do any knowledge mobilization activities (conferences, publications, etc.), mention them here.

Budget. Make sure your budget is clear, comprehensive, and easy to understand.

• Consider all expenses, direct and indirect, that your project may incur, including support staff, students, publication fees, knowledge mobilization, maintenance and equipment, faculty release, memberships, travel, administrative support, etc.
• Avoid underestimating your expenses; err on the side of overestimation. Include quotes and estimates from vendors where possible.
• Ensure you are able to justify the importance of every item included in your budget.
• Double check funder guidelines, GPRC policies, and the Tri-Agency Financial Administration Guide to make sure you are not listing any ineligible expenses.
• For expenses related to personnel, refer to GPRC collective agreements for salary and benefit expectations. Don’t forget to consider costs related to relocation or annual pay increases.
• Calculate and include the cost of any in-kind contributions (e.g.: hours worked).
• Include 15% for administrative overhead as required by GPRC policy, unless otherwise specified by the funding agency.

Letters of Support

Some funding opportunities give applicants the opportunity to include letters of support from co-investigators, collaborators, partners, community organizations, and institutions. In letters of support, writers should outline key reasons for their support of the project and acknowledge any financial or in-kind donations they have made or plan to make.

Give your writer plenty of time to complete the letter, be clear about important points you would like included, and provide him/her with a copy of your application and information about the funding opportunity.

Many researchers request letters of support from their institution’s executive team. If you are interested in requesting a letter from the Vice-President of Academics and Research at GPRC, contact the Research and Innovation office with your request at least two weeks in advance of the application deadline. If you submit your request with less than two weeks’ processing time, internal approval is not guaranteed.

Other Grant Writing Resources

• CIHR - Guidebook for New Principal Investigators
• SSHRC - Apply for funds
• SSHRC - Research insights from the knowledge systems, experiences and aspirations of First Nations, Inuit and Métis peoples
• SSHRC - Future challege areas
• NSERC - Grants for colleges
• NSERC - Strategic plan 2020

Internal Awards: Release Time Stipend

GPRC offers a Release Time Stipend with a value of $12,000 to faculty embarking on long-term research projects that build research capacity at the College. This opportunity offers seed funding and release time to develop a proposal for Tri-Agency (or comparable) external grants. Funds will not be allocated to short-term or discrete projects, and collaborative initiatives will be prioritized. Faculty applying for the Release Time Stipend will receive guidance and support from the Research and Innovation office throughout and beyond their application process.

To apply for the Release Time Stipend, access the form here or contact Research and Innovation for more information.

Internal Award: Student Research Award

GPRC Research and Innovation occasionally offers Student Research Award grants intended for students to carry out a long-term applied learning project.

Students who receive the Research Award then initiate and execute their own projects. To help the students achieve their targets, GPRC Research and Innovation pairs the award winner with a faculty mentor, an instructor in the student’s field of study who can offer expertise and guidance. If you are interested in acting as a faculty mentor to student researchers, please contact the Research and Innovation office.

One eligible activity for the Student Research Award is acting as a research assistant on a faculty-led initiative. If you are currently engaged in a research project or other scholarly activity and would benefit from student help, contact us to see if we can connect you with an interested student.

While you pursue your project, your research funds will be held in trust for you by the College. For the duration of the project, both you and the College will be accountable to the funding agency for compliance with grant conditions and for accurate, complete financial reporting.

Opening a Research Fund

After you receive your Notice of Award, you will be authorized to open a research fund with GPRC Finance. To access your research fund, you will need to submit to the Research and Innovation office:

• Notice of Award: A letter from the funding agency confirming you as the recipient and indicating the amount and duration of the funding
• A copy of the grant application or research contract
• A comprehensive budget as approved or amended by the funding agency
• A contract cover page

Financial Reporting Responsibilities

Once your fund has been opened, it is up to you to manage your funds responsibly. Researchers’ (Principal Investigators’) responsibilities with regard to financial reporting and fund management include:

• Saving and archiving all invoices, receipts and proofs of purchase
• Preparing detailed expense reports at the conclusion of every fiscal year (or more often if the funding guidelines call for it)
• Requesting permission from the funder and any collaborators if you must use the funds for an expense not budgeted for in the original proposal
• Personally authorizing and overseeing all expenditures
• Tracking reporting deadlines
• Working with the Research and Innovation Office to complete financial reports.

Data Management

Develop a detailed data management plan. As you proceed with your research, you should consider that your data will have to be made public at some time.

Researchers who receive public funding are required to make their data publicly available (after the data is de-identified and anonymized, if applicable.) Devise a detailed plan for how your data will be stored during and after the research process, how personal data will be protected, and how all relevant information will be made public.

Knowledge Mobilization

Knowledge mobilization is a key part of the research process. Most funding applications will ask you to outline your plan for sharing the findings of your research with the rest of the scientific community and with the public at the conclusion of the study. This can include information sessions, academic presentations, and publications. How you mobilize knowledge will depend on your research question and goals, target audiences, and a number of other situational factors.

Review the following resources for tips and ideas on how to identify the audience for your research findings, mobilize your knowledge in a way that best serves your research goals, and turn your research into real world impacts.

• SSHRC - Guidelines for Effective Knowledge Mobilization
• UBC - Publishing a Journal Article

Collaborator Follow-up

If you have involved partners or collaborators in your research, now is the time to follow up with them. You should stay engaged with partners throughout the research process, but at the conclusion of the study is when it is most important to touch base with them. Too often, this is the step forgotten by researchers.

In your follow-up process, keep the following in mind:

• Share findings with your collaborators before anyone else
• Include partners in knowledge dissemination process
• Invite questions, feedback, and ongoing dialogue
• Ensure your outcomes benefit partners as much as they benefit the researcher

For more information, please see the Peer Review Publication Policy

General Research Fund

If your project received funding from a Tri-Council Agency (CIHR, NSERC, or SSHRC), any unspent funds at the conclusion of your project will be redirected to the GPRC General Research Fund (GRF). This fund is held in trust by the College on behalf of Tri-Council. Funds deposited here can be redistributed to new research projects at the discretion of the College and in compliance with Tri-Council guidelines.

Researchers may apply for GRF funds to cover direct costs incurred in research activities which are not covered by other funding sources (e.g. travel, materials, knowledge mobilization, etc.)

Requests for allocation will include the following:

• Overview statement of the proposed activity,
• Work plan with budget, timeline, and deliverable outcomes; and
• Outcome of a plan to seek and secure sustaining project funds, including details of the funder(s) and program(s) and the likelihood of success.

For more information, see the GRF Policy

If your project was funded by a source other than a Tri-Council Agency and you have funds remaining at the conclusion of your project, check funder guidelines for instructions on what you should do with residual funding. As the Principal Investigator, you are ultimately responsible for ensuring you are in compliance with funder guidelines regarding financial reporting and project follow-up.

Your research tells a story. We’ll help you share it.

We love sharing stories about GPRC faculty and students who are making an impact with their research. Researchers at GPRC are continually exploring creative and innovative answers to complex questions from all academic disciplines.

By connecting with research communications, you can increase the impact of your research, disseminating knowledge to students and community.

Why tell your story?

Research is key to GPRC’s mission. It drives teaching and learning and contributes to community enhancement and economic development. As we transition to degree-granting status, it is more important than ever to share the research activities of our faculty and students with the community.

Sharing your research story…

• makes complex research findings accessible to a general audience
• may help fulfill knowledge mobilization requirements of your project
• raises the profile of GPRC as a research institution
• attracts highly qualified students interested in research to GPRC
• attracts industry and community partners to collaborate on future or current research
• builds on the culture of scholarship at GPRC

How can we help?

We can…

• publish articles and success stories about your work on the GPRC website
• promote your research or findings on GPRC social media platforms
• add you to our list of GPRC community experts
• connect you with local media
• arrange for you to speak at one of our Magpie Series research talks
• connect you with student research assistants

What counts as Research?

Learn more about what research means at GPRC.

Contact us

Lets get started! Contact research communications to share your current or recent research:

Taylor Merkley Doyer Research Facilitator, Research and Innovation
	Office: E401E Phone: (780) 539-2220 Email: TDoyer@gprc.ab.ca