- AHNS/AAO-HNSF Young Investigators Combined Grant
- AHNS/ AAO-HNSF Translational Innovator Award
- ARS New Investigator Award
- ARS Friends in Research Award
- ASPO Research Career Development Award
- AAO-HNSF Bobby R. Alford Endowed Research Grant
- AAO-HNSF Health Services Research Grant
- AAO-HNSF Maureen Hannley Research Grant
- AAO-HNSF Resident Research Award
- AHNS Pilot Grant
- AHNS Ballantyne Resident Research Grant
- AHNS Endocrine Surgery Section Eisai Research Grant
- AHNS Endocrine Surgery Section Stryker Research Grant
- AHNS Presidential Award: Understanding Long-Term and Late Toxicities of Treatment in Head and Neck Cancer
- AHNS Presidential Award: Understanding Treatment Resistance in Head and Neck Cancer
- AHNS Presidential Award: Head and Neck Cancer in Underserved Populations
- AMD Resident Research Grant
- ARS Resident Research Grant
- ASPO Research Grant
Should I upload the multiple documents that make up the Research Strategy separately?
No. Merge the Research Strategy documents into one PDF. Below are instructions on how to merge multiple PDFs into one file:
Merging files with Adobe Acrobat 7.0 Professional or later:
- With the source document open, choose Document > Insert Pages.
- In the Select File to Insert dialog box, select the source document you want to insert into the target document, and click select.*
*Note: You may highlight all necessary files by holding the shift button down and clicking all necessary files needed. - In the Insert Pages dialog box, specify where you want to insert the document, and click OK. Most often, any pages that will be inserted will be placed after the source document.
- Save the document under a new file name.
What is a “preceptor”?
A preceptor is a designated faculty member at the institution who will directly supervise the research and evaluate the progress. If research intersects multiple areas of expertise, multiple preceptors may be necessary. The selection of a preceptor is considered in the grant review process. In general, the preceptor should be one who:
- is a successful researcher;
- has recent publications in the area of research;
- experience in the research techniques;
- employed in a department that will support the research; and,
- ideally, has external grant support from major grant agencies (this is not a requirement, but highly encouraged)
Additionally, the proposed training shall be designed in collaboration with the designated mentor and approved by the applicant’s Department/Division Chair and institution. Training should be specifically focused on the acquisition and refinement of patient-oriented clinical research skills and may include both didactic course work and applied experience. A structured program of study (as opposed to informal directed readings) will be reviewed most favorably.
Which grant mechanisms require a preceptor?
A preceptor is required for the following grants:
- AAO-HNSF Resident Research Award
- AMD Resident Research Grant
- ARS New Investigator Award
- AHNS/AAO-HNSF Young Investigators Combined Grant
- ARS Resident Research Grant
Applications must be accompanied by letters of support from both the applicant’s preceptor and from the Department/Division Chair, verifying that the applicant will be permitted to devote the specified amount of time to the proposed research and research training activities.
What is the process for resubmitting an application?
When resubmitting an existing grant:
- For the LOI, select ‘Yes’ on the drop-down box marked ‘Resubmission?’ on the Title Page section.
- For the application, Refer to the “Resubmission Instructions” in ProposalCentral.
- In the Title Page section, DO NOT enter resubmission information in the text box.
- Include a cover letter, previous critique with responses, and if applicable, a brief letter of permission from the previous PI. Save the documents as one PDF file. Upload the document in the Research Plan & Other Attachments section (from the Attachments dropdown menu, select “Summary Statement (Resubmissions Only)).
- If the application was submitted prior to 2012, the Research Plan will need to be converted to the new Research Strategy format.
If you are submitting a project previously submitted by another individual, please include such information in your cover letter. When an application is marked as a resubmission, it will be assigned to at least one of the previously assigned reviewers, whenever possible.
What letters of support should I include with my application?
Letters should be obtained from the following:
- Co-Investigator,
- Preceptor, (if applicable)
- Mentor, (if applicable)
- Consultant,
- Collaborator,
- Department/Chair Head
- ASPO grant: Letter of support from ASPO member
- Bobby R. Alford Endowed Research Grant: please see additional instructions online
If a co-investigator, preceptor, or mentor will play a key role in the project, a letter from that individual state their role in the project. Also include letters from consultants and collaborators confirming their role in the project. Include biosketch pages for each consultant and collaborator.
A letter from the Department/Chair Head must be included with all applications. It should be a reference for the applicant and confirm the applicant’s availability for the required period of time. The letter should also address the support of the Department or Division for the project, availability of resources for the project, and verification that any resident applicants will be permitted to spend the specified time on the project.
Scan or convert your letters to .pdf format so that they may be uploaded to the application site.
Whose signatures should I obtain on the cover sheet?
At a minimum:
- the applicant;
- the sponsor or department head; and
- an authorized official of the institution.
After the application is submitted, print the provided cover page for the signatures required for that grant mechanism. Signatures must be original (not stamped or electronic signatures). Signatures indicate the application has been reviewed.
Scan and upload signed documents to complete the application.
Do I need a biosketch for everyone involved with the project?
Yes. A biosketch, along with degrees, is required for all personnel named in the application. A sample biosketch is provided in the Instructions, Templates & Samples section of the application in ProposalCentral.
I would like to include additional information outside of the Research Strategy section. Where should I add this information?
You may submit additional information in the optional Appendix. Do not use the optional Appendix to circumvent page limitations. Tables, charts or graphs essential to the application should be included in the Research Strategy and included in page limitations. The Research Strategy should be able to stand on its own as a document. The optional Appendix should be used only for supplementary information. Keep such material to a minimum. Bibliography/references may be added in the optional Appendix.
Do I need to submit the “Other Support” section?
Yes. The “Other Support” includes all financial resources, active and pending, for all of the individuals listed in the application, even if they have no current active support. Indicate whether support for the submitted project is being sought from other funding agencies or organizations. See the provided “Other Support” sample in the Instructions, Templates & Samples section of the application in ProposalCentral.
Where do I upload the bibliography/references?
The bibliography and references can be uploaded in the optional Appendix.
Does the bibliography or reference list count as part of the page limit for the research strategy?
No. The bibliography/reference can be included in Research Strategy or as an optional Appendix.
What if I don’t have my final signature page complete by January 16th?
If all of the signatures are not available by the January 16 deadline, upload what is available ProposalCentral by the deadline. Email the fully signed signature page [email protected] within 2 calendar weeks after the application deadline. Failure to do so will result in administrative withdrawal.
My IRB/IACUC approval is taking longer than expected. Can I still submit an application?
Yes. If the final IRB/IACUC approval letter is the available for the January 16 application deadline submit the documentation, along with a cover indicating when the IRB/IACUC committee is meeting to review and the date final approval is anticipated. The final approval should be emailed to [email protected] no later than February 15. Please be advised that no grants will be awarded without the final IRB/IACUC approval.
If your institution requires award confirmation before approving IRB/IACUC applications, please include an informational letter outlining the IRB/IACUC process at your institution. Keep in mind, grant funds will not be disbursed until IRB/IACUC approval is received.
Can the technical personnel supported by the award be listed as key personnel?
Yes, technical personnel can be listed as key personnel. Key personnel are those individuals who participate in the scientific development/execution of the project. This will generally include individuals with professional degrees but may also include individuals with other qualifications. Support personnel are those individuals who provide administrative or technical assistance to the project (e.g., dishwashers, animal caretakers, histopathology technicians, electron microscopy technicians, and in some instances research technicians or associates). Refer to Appendix A for detailed allowable expenses, or refer to the “Terms” section of the specific mechanism for which you are applying.
What are indirect costs?
The NIH defines indirect costs as “necessary costs incurred by a recipient for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved.” These include costs such as fringe benefits, overhead, general and administrative expenses, etc. In many cases, university or institutional policy stipulates that a portion of grant funds be allocated toward institutional indirect costs. If this is the case, no more than 10% of the grant funds can be utilized for indirect costs.
REVIEW CONSIDERATIONS
What are the review considerations for a project?
Applications will be evaluated for scientific and technical merit by experts in the subject matter of the application. Priority scores will be assigned to applications based on their scientific merit, feasibility, innovation, and approach. Additional evaluation criteria include:
- Significance: The extent to which the project will make an original and important contribution to biomedical and/or behavioral science.
- Approach: The extent to which the conceptual framework, design (including, as applicable, the selection of appropriate subject populations or animal models), methods, and analyses are properly developed, well-integrated, and appropriate to the aims of the project, including the following:
- Plan for use of controls
- Sample size justification
- Power functions where appropriate
- Analysis techniques
- Do the personnel have the appropriate background and skills?
- For training grants, are the personnel appropriate to the objectives of the grant?
- Does the PI have an active role in the project beyond supervision of technical personnel
- Are the funds requested appropriate to the design, the facility, and to the personnel?
- Are the proposed expenditures adequately justified?
How are funding decisions made?
The CORE reviewer recommendations, scores, critiques are shared with each sub-specialty society along with the grant applications. The final decision is made by an advisory panel, council or board of the funding society.What are some of the main reasons that projects are assigned a low priority score during the review?
- Insufficient information or documentation.
- Inadequate statement of hypothesis, experimental design, or methods.
- Failure to address troubleshooting and contingency plans for problems and pitfalls
- Insufficient or improper controls.
- Failure to describe the relevance of the proposed study to the FOA.
- Failure to document the skills or training required to meet the goals of the proposal.
- Failure to meet all criteria described in the FOA.
GENERAL GUIDELINES
Formatting:
- The applicant’s name should always be in the top “HEADER” portion of all templates (upper left corner).
- Use English only and avoid excessive jargon and unusual abbreviations.
- Font size must be 11 points or larger. Smaller text in figures, graphs, diagrams and charts is acceptable as long as it is legible when the page is viewed at 100%.
- Type density, including characters and spaces, must be no more than 15 characters per inch.
- Line spacing must be no more than six lines per vertical inch.
- Text color must be black. Color text in figures, graphs, diagrams, charts, tables, footnotes and headings is acceptable.
- Use standard paper size (8 ½” x 11”). Use at least one-half inch margins (top, bottom, left, and right) for all pages. No information should appear in the margins.
- The following fonts are recommended: Arial, Garamond, Georgia, Helvetica, Palatino Linotype, Times New Roman, Verdana. Symbol font may be used to insert Greek letters or special characters; the font size requirement still applies.
Research Strategy Information:
- Use the template provided in ProposalCentral to construct your Research Strategy.
- There is a 6-page limit for Research Grants; 12-page limit for Career Development Grants. Failure to adhere to the specified page limitations may result in an application being administratively withdrawn.
- Career Development applications must include an educational plan.
- Charts, tables, graphs, and photos essential to your application should be included in the Research Strategy and will be counted in your page limits. All graphs, diagrams, tables, and charts should be in black ink.
- Photographs, oversized documents, supplementary charts, tables, and graphs and bibliography/references should be included in the Appendix. The optional Appendix will not be counted against your page limit but should not be used to circumvent page limits.
Templates and Forms
- Download the MS Word templates from ProposalCentral then convert the files to Adobe Acrobat PDF format to upload.
- Include the cover sheet with appropriate signatures in a scanned PDF file
- Do not mail hard copies to the AAO-HNS office.
Incomplete Applications:
An application is incomplete if:- Instructions are not followed.
- The material presented is insufficient to permit an adequate review.
- The cover sheet with appropriate signatures is not submitted within 2 calendar weeks of the deadline.
- The appropriate institutional approvals for use of human or animal subjects are not pending or in place prior to review.
Human and Animal Subjects:
- Documentation concerning IRB or IACUC approvals should be included in the application
- All required documents are due prior to the date an award commences.
- Grants without final IRB or IACUC approval will not be issued.
- Animal Subjects requires accreditation from the Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC), the Public Health Service (PHS) Animal Welfare Assurance, the United States Department of Agriculture, or Institutional Animal Care and Use Committees (IACUC).
CONTACT INFORMATION
Electronic application process:
- ProposalCentral help desk:
- email: [email protected]
- Phone (toll-free): 1-800-875-2562
