Once you've decided to apply for a grant, it is a good idea to develop a relationship with the program officer.  Program Officers can provide important guidance, and, while they won't serve as a reviewer for your proposal, they will interact with reviewers, and can influence the odds of receiving a grant. They can also save you time, by flagging elements of your project or budget that will make your proposal less competitive.

If you aren't sure that you are ready to contact the Program Officer, contact someone in the OSRFR first. We are happy to help guide you or make an initial contact on your behalf. In any case, let us know that you are planning on reaching out.

Listen to a short video with advice for contacting program officers from UMass Lowell.

Suggestions:

1. Write a short (no more than half-page) half-page summary of your planned research project in easy-to-understand language. 

2. Email your program officer. Include your summary, and ask if your planned program fits with their program priorities.

3. If you get a positive response, consider asking your program officer to schedule a short phone conversation, in which you might ask:

  • What would you recommend to improve my chances for a favorable review? Do not be bashful about asking this question—the PO knows this is the main reason for your call!
  • What is the anticipated proposal success ratio (if the success rate is not available on the funder website)? Success ratios are your statistical odds for success. Rates are highly variable among grant programs, ranging from 5% to 40%, with most in the 10–20% range. First-time submissions have lower rates; resubmissions are higher.
  • Do you expect last year’s average award amount to change this year? This answer should help you determine your project’s budget size.
  • What are some of the common reasons for proposal rejections? (This will help you understand likes and dislikes of review panels that do not show up in the program’s written materials. Throughout the discussion, listen carefully for helpful hints about successful proposals' structure and content.)
  • Listen carefully for signals that the program officer is intrigued by your idea, or conversely, that they do not think you have much of a chance. 

4. Send a follow-up thank you email to the program officer and summarize the key points of your conversation.  If you are interested in serving as a reviewer, say as much, and attach a one-page CV.

Information adapted from Can We Talk: Contacting Program Officers, Robert Porter, University of Tennessee, Research Management Review, Volume 17, Issue 1 Fall/Winter 2009. 

 

Guidance from NIH Consultant Meg Bouvier 

When reaching out to a program official use email as the method of contact, begin with plenty of time, and be specific (include grant number or other details, explain why you are reaching out, and provide enough information and context for a meaningful discussion). 

Program officials (POs) at the NIH Institutes & Centers (ICs) serve as programmatic and scientific contacts. 

POs can provide feedback on the fit of your proposed work/idea with the mission and scientific priorities of their IC; provide feedback on the fit of your proposed work/idea with a specific FOA; and provide general tips/strategies on writing a strong application. When reaching out to a program official use email as the method of contact, begin with plenty of time, and be specific (include grant number or other details, explain why you are reaching out, and provide enough information and context for a meaningful discussion). The full content of NIH’s blog post is available here.