On grants

I recalled a post by Female Science Professor that deals with the issue of grants and research funding that I dug up and partially re-post below. I'm doing this because I see no need to re-invent the wheel (and because even though I've recommended her blog, I'll bet that very few students have navigated over to that site nor spent much time there), but I would add one more point to what she's written - grants are written to conduct very specific research: The budgets are detailed and MUST be spent in the way spelled out in the grant (mas o menos) unless specific permission is granted by the program officer at (in my case) the National Science Foundation. The grant itself is a contract between the Principal Investigator (me) and the funding agency - it's my job to see that research gets done in the way that I've laid it out in the grant proposal.

"Over the years I have found that even moderately well informed and apparently sane graduate students have trouble understanding some basic issues involving grants and research. These issues include:

- Grants have start and end dates. They do not go on forever. This might be confusing in part because PIs can get no-cost extensions for a year (or two), so grants may have a longer life than their original start and end dates might suggest.

- Grants have budgets. They do not contain an infinite amount of money. Even when some students are told exactly how much is available for a certain activity, they seem to think that somehow there will be more and/or they are surprised and upset when the money runs out.

- The total $ amount of a grant is not equivalent to the amount the PI has available for the research. A substantial amount of the money in a grant goes to the university, not to the PI.

- Grant funds for grad students may be much more than just salary. Some institutions also require that the PI pay tuition and benefits. Grad students may not be highly paid, but they may be a significant component of a grant budget.

- Proposal budgets for most proposals can't be too high. PIs develop a sense for what the funding agency/program would consider to be reasonable vs. too high. For this reason, PIs have to do some delicate balancing between grad stipends (+ related costs) and research activity expenses.

- Students supported on a grant may start their graduate studies before or during a particular grant's lifetime. It may not seem fair to the student, but this timing relative to a grant's lifetime may affect the advisor's stress level about doing the research on a particular time scale, and that stress level may be transmitted to the student.

- The time between proposal submission and notification of the proposal's fate may be long.

- Some university accounting systems are so bizarre and complicated that it can be difficult for a PI to know exactly how much money is left in a grant. For example, it can be difficult to determine what is encumbered and what is not, and whether all outstanding invoices have been paid. There have been times when the actual amount remaining in one of my grants has been off by tens of thousands of $$ from what the accounting tables indicated. This is particularly stressful near the end of a grant. Budget stress level may fluctuate depending on when PIs look at accounting statements. A graduate student might perceive this as erratic behavior in an advisor.

- In some cases, departments/institutions make new policies that cost PIs money in existing grants even if this money was not originally budgeted. For example, my department occasionally mandates that graduate students receive raises that are effective immediately, even for existing grants. I supported the raises, but the money has to come from somewhere in finite budgets. This means less money for research activities.

Most of us could do a much better job of explaining the proposal/grant system to our students, but I think that it is inevitable that when issues of money, time, and stress are involved, as they are during a typical graduate program in Science, there are going to be difficult situations. I also think that grant management is one of those things that you have to experience yourself before you can really understand what is involved.

Maybe some computer science person will create a video game - SimGrant. Advisors can give it to students and postdocs to play and see how they do with the various decisions involved in writing transformative proposals, keeping various members of a research group funded, and dealing with kafkaesque accounting situations. I think this would be great, but the only problem is that the game couldn't use a proposal submission system like grants.gov or else no one would play, and those forced to play would end up shooting their computers."