Connect with a Program Officer
Many major funding agencies, such as the National Science Foundation (NSF) and the National Institutes of Health (NIH), have program officers who can discuss any questions or concerns about a grant proposal.
How Program Officers Can Help You
- Think of POs as guides – they help keep your research on track and aligned with funding opportunities.
- They manage grants and ensure research aligns with their program’s goals.
- They can provide scientific guidance pre- and post-award and monitor your project’s scientific aspects.
- They partner with grants management staff on post-award administration and help review progress reports.
Here are some do’s and don’ts courtesy of the NIH to guide your interactions with program officers:
Don't:
- Cold call a program officer
- Wait until the last minute
- Provide overwhelming detail
- Ask questions easily answered on the agency’s website
- Stop communicating if your proposal isn’t funded
- Miss networking opportunities
Do:
- Send an email request
- Make contact during the planning stage of your project
- Provide the big picture in a 1-2 page concept paper
- Demonstrate that you’ve taken the time to review program guidelines
- Maintain contact and take the opportunity to discuss your summary statement, especially if you plan to resubmit
- Take advantage of networking opportunities.
Tips for Emailing a Program Officer
- Use the subject line: Inquiry on Project Alignment with [Program Name]
- Include a quick intro of yourself and your institution
- Provide a clear, focused project summary and ask for feedback
When to Reach Out
- Before submission: When your project is still in draft mode.
- After submission: For feedback on improving (if things didn’t go as planned).
- When in doubt: If you need clarification on eligibility or advice on large budgets, clinical trials, or compliance issues
If you have further questions about contacting a program officer, be sure to email us at propdev@utep.edu.
